Ask a supplier to price the products in your schedule, then compare what they send back against what you already have before anything changes.
Give your supplier access
A supplier needs access to your project before they can quote on it. Manage them from the Suppliers area in your project hub, or from supplier access in your schedule. Open the supplier avatars or the access list to see who has access.
Open supplier access and select Invite
Search your address book or create a supplier contact
Select Next
Set the permissions for what they can suggest
Select any project files they should see, such as pinboards, presentations or uploaded files
Review what is being shared, add a message and select Confirm and Invite
Inviting a supplier does not share any products. You choose which products they see when you send them for a quote.
Permissions control what a supplier can propose, not what they can change. Depending on what you allow, that can cover pricing and lead times, product specifications, and new products or alternatives. Pricing includes RRP, trade price, discount and shipping. You can change a supplier's permissions from the access list at any time, and it is worth checking them before you send a request, because a supplier cannot suggest something you have not allowed.
Share the project files a supplier needs to understand the request. Remove a shared file later and they lose access to it immediately.
Your supplier does not need a Programa account. They work from a secure link, which stays active for 30 days.
Send products for a quote
You can request a quote for one product, or for several across sections.
Open your schedule
Select the checkboxes beside the products you want quoted
Open Actions and choose Get quote
Check the supplier receiving the request.
Review their access, and add a message explaining what you need, such as pricing or a confirmed lead time
Select Send quote request
Your supplier receives an email with a link to view and quote the shared products, and can return to it while the link is active. The first time you use quoting, a short introduction walks them through the workflow.
Review and apply what comes back
A supplier response never changes your products. It waits for you. When updates are waiting, a review bar appears at the top of your schedule, showing how many there are and who sent them. The review bar shows updates for the products in that schedule.
Compare and decide
Select Review in the review bar
Compare the current and proposed values. Depending on the supplier's permissions, these may include pricing, lead times, quantity or specifications
Choose Accept and next to apply the supplier's values, or Reject to decline
If you reject, you can add a reason for the supplier to see
When you finish, select View recently reviewed products to open Products filtered to the items you just reviewed
Responses are grouped by supplier, with your current details and the proposed values side by side, and you can see how long the quote is valid. Work through them one at a time, or accept all remaining updates from the footer of the review panel once you have checked them.
If you have edited a product since requesting the quote, read the comparison before accepting. It shows exactly what would change, so your own edits are not overwritten without you noticing.
Accepted values update the products in your project. Open a product's Financial tab to check its pricing, or Activity to see the acceptance recorded. For the calculations that use product pricing, see: How product pricing calculations work
Fees on a quote
Suppliers can add Freight, Installation or Custom fees to a quote. Fees appear in the review panel as estimates, alongside the product updates.
Accept a fee to add it as a line item in your schedule, named with the fee and supplier, such as "Shipping fee - Cult Design"
Reject a fee during review if you do not want it, or delete it from the schedule later
An accepted fee only goes onto an order if you select it when you create the order.
Suggested products and alternatives
Where their permissions allow it, suppliers can suggest alternatives or products you did not ask about. These arrive in the same review panel as pricing updates.
Open the suggestion in the review panel
Check the product details and the destination shown under Will be added to Schedule / Section
Accept it to add the product, or reject it with an optional note
Once accepted, it can be quoted like anything else in your schedule.
Track what is out for quote
Quoting updates each product's Procurement status, so you can see where every request stands without opening it. The product status stays as it was.
Sending a request sets it to Quoting
Accepting a quote sets it to Quote accepted
Rejecting a quote sets it to Quote rejected, including when you reject a quote you had already accepted
A revised quote from the supplier, or a new request, sets it back to Quoting
Restoring an accepted quote sets it to Quote accepted
If a product is already at Ordered or later, quoting does not change its status. You can still change the status by hand at any time.
Need more help with supplier quotes? Contact our support team via live chat for personalized assistance.