How do I manage quotes on the system?

❓1. Requesting Quotes 

• Once you have accepted a new work order request, you can request a service or request a quote, as detailed in this article 
• Should you need to request a quote, a form will appear that allows you to select what contractors you would like a quote from, alongside a message you can send them, as well as any attachments relating to the work order and a due date for when you need the quote by
• After this, an individual quote request will be created for each contractor you selected in the form, and these are visible under the quotes tab on the left-hand menu

🔧 2. Setting Up Approval Rules

Approval rules define who needs to approve quotes, and under what conditions.

Step-by-Step:

1. Go to: Settings → Quotes

2. Click on Approvals, then Rules

3. Hit Add Rule (top-right corner)

Fill in the Details:

• Organisations – Apply the rule only to certain teams or departments

• Cost Codes – Match rules with specific expense types

• Currency – Choose the applicable currency

• Min & Max Value – Define the range this rule applies to

Add Approval Steps:

• Inside your new rule, go to the Steps tab

• Click Add Step

• Choose roles or users who will approve quotes at this level

• Choose which of those users should be notified about approvals 

🔄 You can update or edit details of a rule at any time by clicking the pencil icon next to the rule details.

➕ 3. Adding Quotes

To add a quote:

1. Go to the Quotes tab if you are on the work order, or actions bar if you are on the quote request view page

2. Click Add Quote

3. Complete the form:

   • Contractor

   • Reference 

   • Expiry date 

   • Lead time 
   • Time to complete 

   • Upload attachments

4. Hit Save 

5. Select the quote and add costs 
6. When you're happy with the totals, you can select submit quote 
7. If you need to amend any details, you can put the quote back into draft if it is yet to move through any approval steps
   
   

✅ 4. Reviewing & Approving Quotes

When you have chosen the quote you want to move forward with, you can select the quote and hit request approval. This will then begin the approval process based on the rules you have created.

Reviewers will:

• Get a notification

• Click to review the quote details

Actions available:

• ✅ Approve – Move it to the next step

• ❌ Reject – Send it back (with optional comments)

• 🚫 Cancel Approvals - Return the quote to a submitted state and stop all approvals

The final approver will then have the opportunity to add a purchase order number to the quote before they hit approve. 

🧠 Quick Tips

• Always double-check currency and value range when setting rules

• Use the activity log for audit trails

• You can edit or update steps and roles at any time