Recording a quote

Not every price comes through a tender. Someone emails a quote, rings with a number, or hands you a page on site. Quotes Received is where those go.

The fields

Field	What it is
Quote Name	What the quote covers
Quote number	Their reference
Quote date	The date on their document
Costing	Which priced version of the job it belongs to
Related tender / Related bid	Links it to a tender, if there was one
Item, Product, Quantity, Price	What was quoted
File Title / Choose file	Their quote document

Attach the document

Always. The attached PDF is what settles a scope disagreement, and it carries the subcontractor’s own conditions and exclusions — which the typed price does not.

A quote recorded as a number with no document is a number nobody can check.

Record phone quotes the same day, and confirm them

A price given over the phone is worth recording, but send a short email back — “just confirming $4,200 for the tiling as discussed” — and attach that. It converts a conversation into a record, and it catches misheard numbers while they are still fixable.

Related tender and Related bid

Where the quote does relate to a tender you ran — a revised price, a late bid, a subcontractor who preferred to reply by email — link it.

That keeps everything about the package in one place, and preserves the trail back from a rate in the bill to the source of the price.

Create new product

Create new product captures the specific product quoted, with its supplier and part number, so it can be used on the item.

Worth doing where the quote is for a specific product rather than labour. It means the eventual purchase order carries the part number, which is what prevents substitutions. See Suppliers and products.

When to use this rather than a tender

Situation	Use
Comparing several subcontractors on real work	Tender
A single supplier’s price for a product	Quote received
A late or revised price against a tender you ran	Quote received, linked to the bid
A price you were given informally	Quote received
Anything significant you want comparable	Tender

If you find yourself recording three separate quotes for the same work, that work should have been a tender — you have done the same job with none of the structure.

What happens next

The quote can be brought into the bill against items — see Bringing a quote into the BOQ.