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Creating Vendor Quotes

Learn how to create quote requests for vendors.

Creating a New Quote​

From a Project​

  1. Open the project
  2. Go to the Quotes tab
  3. Click New Quote
  4. Fill in quote details:
    • Select the Vendor
    • Enter Description (brief summary)
    • Set Due Date (when you need the quote back)
    • Add Scope of Work (detailed requirements)
  5. Click Save

The quote is created with status Draft and an auto-generated quote number.

From Estimate Items​

Pull items directly from your project estimate:

  1. Open the quote (in Draft status)
  2. Click Add Items from Estimate
  3. Browse available estimate items by category
  4. Select items using checkboxes
  5. Click Add Selected Items

Items are added with:

  • Name from the estimate (or selection's client-friendly name if available)
  • Description from the estimate item
  • Quantity calculated as: item qty × assembly qty
  • Cost from the estimate item price
  • Tax calculated from the estimate item tax percentage

Keeping Prices in Sync with the Estimate​

The cost on a quote line item is a snapshot taken from the estimate item when it was added. When someone later edits that estimate item's price, ReadyBuild automatically updates the cost on any quote line items that reference it — as long as the quote has not been finalized.

Quote statusPrice auto-updates?
Draft, Requested, Quoted, Awaiting Approval, Ready to PurchaseYes
Declined, PurchasedNo — the original snapshot is preserved

This keeps vendors quoting against current pricing without anyone re-adding items. Finalized quotes (Declined or Purchased) retain their historical pricing. Every auto-update is recorded on the quote's Changes tab.

You can also edit an estimate item directly from the quote's items table: click the assembly to open the editor, change the price, and save. The change is written back to the estimate and synced to eligible quotes.

Unlinked Estimate Items​

A quote line stays tied to the specific estimate item it was added from. If that link breaks — the item was deleted or disabled, its assembly/area was disabled, or an option swap replaced the item — the quote line is kept (its snapshot is not removed) and displays a "Not linked to an estimate item" message beside the item name. Re-add the item from the estimate to restore automatic price updates.

Quote Details​

Basic Information​

FieldDescription
Quote NumberAuto-generated unique identifier
RevisionRevision number (increments when requoted)
DescriptionBrief summary of the quote request
Due DateWhen you need pricing back from the vendor
Requested ByUser who requested the quote
Requested DateWhen the quote was requested

Vendor Information​

FieldDescription
VendorSupplier or subcontractor contact
Vendor EmailPrimary email for sending the quote request
Vendor CCAdditional email addresses to copy

:::tip Vendor Selection Select a vendor from your contacts. The vendor email auto-populates from the contact record. You can override the email if needed. :::

Scope of Work​

The Scope of Work field is a rich text area for detailed requirements:

  • Specifications and technical details
  • Site conditions and constraints
  • Timeline requirements
  • Special instructions

A thorough scope helps vendors provide accurate quotes.

Display Options​

Control what vendors see on the quote:

OptionDescription
Include Full Work ScopeShow the complete scope of work to vendor
Show Item DetailDisplay individual line items
Show DescriptionShow item descriptions
Show TotalsDisplay calculated totals

Adding Line Items​

Add Item Manually​

  1. In the Items section, click Add Item
  2. Enter item details:
    • Name - Item identifier
    • Description - Specifications
    • Quantity - How many needed
    • Cost - Expected cost (optional, vendor will provide)
    • Tax - Expected tax amount
    • Product Link - URL to vendor catalog/product page
  3. Save the item

Edit Items​

Click on any item field to edit:

  • Name, description, quantity, cost, tax
  • Changes save automatically

Delete Items​

Click the delete icon on an item row to remove it.

note

Items can only be added, edited, or deleted when the quote is in Draft status.

Attachments​

Include supporting documents with your quote request:

Upload Files​

  1. Click Upload Files
  2. Select files from your computer
  3. Files are uploaded and attached to the quote

Add Existing Files​

  1. Click Add Files
  2. Browse project files
  3. Select files to attach

Attachments are sent with the quote email and visible to vendors.

Field Measure Indicator​

If any items on the quote come from estimate assemblies marked as requiring field measurement, a Field Measure indicator appears. This alerts vendors that measurements need to be verified on site.

Quote Notes​

Add internal notes to track communications:

  1. Click Add Note in the sidebar
  2. Enter your note
  3. Notes are timestamped with the user who created them

Notes are internal only - vendors do not see them.

Duplicating a Quote​

Create a new quote based on an existing one:

  1. Open the original quote
  2. Click Duplicate
  3. A new quote is created with:
    • New quote number
    • Same vendor and details
    • Same line items
    • Draft status
    • Revision number incremented

Quote History​

The Changes tab tracks all modifications:

  • Field changes (who, when, old/new values)
  • Status changes
  • Item additions and deletions
  • Acknowledgement updates

Next Steps​