Quotes and approvals

Who this is for: customer portal users who approve work.

What you will learn: how to review a quote, accept it, decline it and understand what happens next.

Review a quote

1. Select Quotes.
2. Open the quote you want to review.
3. Check:
   • the customer and site
   • the description of the work
   • quantities and prices
   • VAT
   • the total
   • the validity date
   • terms and exclusions
4. Download the PDF if you need internal approval.

Accept a quote

1. Select Accept.
2. Check your name and email.
3. Add a Purchase order number if your organisation requires one.
4. Confirm.

The acceptance records your name, email, the exact quote revision, the time and the method. Your provider is notified.

Tip: If you need a PO before approval, get the number first. Adding it at acceptance avoids a delay.

Decline a quote

1. Select Decline.
2. Give a reason.
3. Confirm.

The provider sees the reason and can revise the quote.

What happens after acceptance

• The quote is locked to the revision you accepted.
• The provider schedules the work.
• An invoice is raised when the work is complete or according to the payment terms.
• You can still view the accepted quote in the portal.

If the quote has expired

The portal will not accept an expired quote. Ask your provider for a revised quote. Prices and availability may have changed.

If you need a change

Do not accept and then ask for changes. Contact your provider first. A revised quote gives you a clean record of what was agreed.

Check your understanding

1. What is recorded when you accept a quote?
2. Why add a PO number at acceptance?
3. What should you do if a quote has expired?

Related: Invoices and payments · Account and support