How does the RFQ process work?
There are 2 processes listed here. The first is the traditional RFQ process. The second, outlined further below describes a process where Admin gets quotes for normal jobs. In the second scenario – the client has no knowledge of the quote process.
1. Admin creates some quote forms. These quote forms can be general or specific, depending on how the client likes to work, or how admin likes to receive the quote. In general we advise people to keep forms very short. It can be off putting to clients to face a long form.
2. The client clicks on a button called ‘Quote Request’
3. The client choose quote type, then fills form, uploads artwork & hits send.
4. Admin receives the quote in their ‘Quote Manager’ in a tab called New.
5. Admin reviews the quote and makes any corrections they see fit.
6. Corrections are recorded so that the client can see them.
7 Admin then FWDs the quote to some Suppliers from a list, along with a message like ‘Can you give me your best price.’
8. Admin can limit the duration of the quote process.
9. Admin can quote themselves.
10. Suppliers receive an email and login to the system to review the request & quote.
11. Once quotes are received, admin can review them, add markup and FWD them to the client.
12. Clients receive the quotes and review and choose which they like. on ACCEPT, the job is added to their basket (new system) and on checkout will be converted into a job (unless its subject to the approval system).
13. Once a job, it arrives with admin in the Order Manager as normal. To find the original quote submission, admin can click on a link in the job to go to the Quote manager and see it (its never deleted).
14. Job can be FWD’d to the winning supplier.
During the quote process, all users can add comments and files to the timeline area of the quote process – which works like a normal chat window.
– Clients can only speak with and upload to ADMIN
– ADMIN can speak with and share data with Clients and Suppliers and other ADMINS.
– Suppliers can only see or speak with ADMIN, and cant see each others comments or quotes.
In addition to the process outlined above Admin can also convert normal jobs into RFQs. Heres the scenario for that:
1. Receives jobs from client
2. Places the job on hold in order to get Quotes
3. Goes to the Quote and selects Suppliers to send it to.
4. Receive RFQ and quote.
5. Can accept the best quote. RFQ process is closed and the price and ‘Supplier’ is copied to the job.
6. Job can proceed as normal.