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Requests for Quotes (RFQs)

Updated over a week ago

In this article, you will learn how:

Creating a request for quotes

The request for quotes feature allows you to send out multiple quote requests to your suppliers and contractors. This feature assists with tracking due dates, prices, and quote acceptance. If you commonly use the same suppliers/quotes during the estimating process, the RFQ can be templated to save you time.

Complete the following steps to create a request for quotes:

  1. Navigate to Estimates > Select the Estimate > Request for Quotes.

  2. Click on the button in the top right of the screen.

  3. A pop-up opens as shown below, where you will;

    Name the RFQ

    Select who will receive the response(s)

    Nominate a due date for responding to the RFQ


    ​Note: this due date will appear in the RFQ email message sent to the contractor/supplier.
    ​

    Click on once you have filled in all the required details; a new page opens as shown further below.

    Here, you are able to edit the email message that will be sent with the RFQ. The default email will appear, which can be modified to suit.
    ​Tokens are available to use, which will automatically retrieve information and existing details.
    ​Select the quote items from the dropdown menu; these are populated from the estimate.

    💡 Note: If an item against which you want to receive quotes is not already in the estimate, you will need to create it first from within Estimates > Costings.

    Select the Contractor / Supplier to send the quotes to from the dropdown.

Attach takeoffs, specifications, documents and Send the RFQ

If you were following the steps above, you have selected your suppliers, now continue to Project Documentation section:

Or

If you are working with an existing RFQ, navigate to Estimates > Request for Quotes > select the RFQ > scroll to the bottom of the page, and complete the following steps:

To include plans and takeoffs

  1. Tick include plans and takeoffs

  2. To customise which pages and takeoffs are included,

    click on

  3. A side menu will appear, allowing you to select which takeoff to display and which pages to include by using the tick boxes.

    This will help you share only relevant information with your subcontractors/suppliers.

  4. Under the Include Takeoffs section, you can choose specifically which takeoffs you wishto include in the RFQ.

Project Specifications

  1. Under the Project Documentation heading, select the tick-box to include specifications as a PDF.
    ​

  2. Next, you can choose which specifications to share and preview what is being sent by clicking on and respectively.
    ​

  3. Select all or choose each individual specification to supply the contractors with for the RFQ.

  4. Click Save to record your selection.

Other Attachments

To add attachments to be included with the Request for Quote, either:

  • Drag and drop the files into the attachments box

    or

  • Within the attachment box, click browse, and select files to upload

Receive and accept Quote(s)

Responses to your RFQs will come to the nominated user's email, who will then enter details of the response into the RFQ as shown below.

  1. When a Quote is returned, navigate to Estimates > Request for Quotes to view the RFQ you want to process from your supplier/contractor.

  2. Under Contractor / Supplier Responses, select the contractor/supplier that you want to record a response against.

  3. Record the contractor/supplier response by entering the Quantity (Qty), Unit of Measurement (UOM), and the Price for each quoted item.

  4. Once you have filled in all required fields, you may either:

    Save () - used when you are still waiting on other quotes

    Approve Quote ()- a pop-up will remind you that approving this quote will update the pricing in the estimate

See how your Estimate looks after an RFQ has been accepted

After approving the quote, JACK App will automatically:

  • Assign pricing for all items from the approved quote to your estimate costings

  • Lock these costings items as they are now linked to the RFQ

  • Assign the contractor to the corresponding line items (this is useful for our Auto Purchase Order feature)

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