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Recording Vendor Responses

When vendors respond with pricing, record their quote in Readybuild.

When Vendors Respond​

Vendors typically respond via:

  • Email with pricing details
  • Phone call with verbal quote
  • Formal quote document (PDF, Excel)
  • Online through their own system

You'll manually enter their pricing into Readybuild.

Receiving a Quote​

  1. Open a quote in Requested status
  2. Click Receive Quote
  3. The Receive Quote dialog opens

Enter Pricing Totals​

FieldDescription
Vendor Quote NumberThe vendor's own quote/reference number
SubtotalTotal before tax and shipping
TaxSales tax amount
ShippingShipping/freight charges
tip

Enter the totals from the vendor's quote. These override the calculated totals from individual line items.

Attach Vendor Quote Document​

Upload the vendor's quote document:

  1. Click Upload to add a new file

  2. Or click Add Files to link an existing project file

  3. Only one file can be uploaded per receive action

  4. Click Save and Continue

What Happens After Receiving​

When you receive a quote:

  1. Status changes to Quoted
  2. Acknowledged Date is recorded
  3. Acknowledged By shows who received it
  4. The vendor's pricing is stored for comparison and approval

Updating Received Pricing​

If you need to correct the received pricing:

  1. Open the quoted response
  2. Click Receive Quote again
  3. Update the totals
  4. Save changes

The acknowledgement is updated, not replaced.

Comparing Quotes​

For large purchases, request quotes from multiple vendors:

  1. Create separate quotes for each vendor with the same items
  2. Send to each vendor
  3. Record each response as it comes in
  4. Compare pricing:
    • View quotes side-by-side in the Quotes list
    • Check the Total and Difference (variance from estimate)
    • Review any notes about terms or conditions

Key Comparison Fields​

FieldMeaning
Estimated CostSum of item costs based on estimate
TotalVendor's quoted total (subtotal + tax + shipping)
DifferenceVariance between estimated and quoted amounts

A negative difference means the vendor quote is higher than estimated. Positive means it's lower.

Requoting​

If you need updated pricing or the quote has expired:

  1. Open the quote
  2. Click Requote
  3. Enter a reason for the requote (required)
  4. Click Confirm

What happens:

  • A new quote revision is created
  • Original quote shows Requoted Date and Requoted By
  • New revision has status Draft with incremented revision number
  • Comments/notes are copied to the new revision
  • Attachments are NOT copied (add them fresh if needed)

The new revision can be modified and sent to the vendor.

Tracking Quote Revisions​

When a quote has been requoted:

  • The Parent field links to the original quote
  • Revision Number shows the version (1, 2, 3...)
  • The Revisions list shows all versions

Declining a Quote​

If a vendor quote is unacceptable:

  1. Open the quote in Quoted or Awaiting Approval status
  2. Click Decline
  3. Enter a reason (required)
  4. Click Confirm

The quote status changes to Declined with:

  • Declined Date recorded
  • Declined By showing who declined
  • Declined Reason saved for reference

Quote Acknowledgement Details​

The acknowledgement record stores:

  • Vendor's quote number
  • Subtotal, tax, and shipping amounts
  • Who acknowledged it and when

This information flows to the purchase order when converting.

Next Steps​