- A maintenance request with a submitted vendor quote
Vendor submits quote
After a vendor acknowledges a work order, they enter a cost estimate and notes. You receive a notification that the quote is ready for your review.
Review the quote
Open the maintenance request detail. The Quote card shows the amount, notes, and status “Awaiting Your Decision.” Review the vendor’s estimate before taking action.
Approve the quote
Click Approve Quote. The vendor can now start work. Cost tracking auto-populates the estimated cost on the maintenance record.
Or reject with a reason
Click Reject Quote. A modal asks for your rejection reason. The vendor is notified with your feedback so they understand why the quote was declined.
Reassign after rejection
After rejection, the assignee section lets you switch to a different vendor. The new vendor starts a fresh acknowledge-quote-approval cycle from the beginning.
Common questions
Can a vendor revise their quote?
The current flow requires a new quote cycle. Reject the original quote and the vendor — or a new vendor — submits a fresh estimate to restart the process.
What if I approve and the cost changes?
Discuss with the vendor directly. The approved quote amount is recorded for tracking, but actual costs may vary based on the work performed.