XYZ Company Operating Procedure 1 - Quoting

Procedure: Quoting
Purpose and Scope

To make sure that when we quote for a job, that we have the capacity to meet the customer’s
requirement, and that we provide an accurate quotation.

Company Policies
Quoting
i] The amount of detail on a particular Quote may vary; it must be suitable for the nature of
the job and the degree of commercial risk.
ii] Each Quote is given a unique quote number.
iii] When a quote is submitted, a copy of the quote must be stored in the relevant Quote file on
the network, by Customer name. If accepted, the Quote is then used as input to the Orders
& Purchasing procedure #2.
iv] The Quote folder must contain all relevant information used for the quote. This includes
copies of drawings, specifications, any calculations or assumptions used, etc.

Responsibilities
A Director will decide when a quote is required, and is also the final authority on whether to
submit a quote for a particular job.

Either Director may do Quotes, or delegate authority to another employee (eg, Supervisor).

A Director will review Quotes before release.

Quoting_Procedure Sample.doc savedate: 23-Jan-10 Page 1 of 2

XYZ Company Operating Procedure 1 - Quoting

Flowchart

Requirement (eg, customer request,

inquiry, new job)

Check the requirements and our

capabilities

Do we have the No Can we

No End
capabilities? subcontract?

No

Yes
Analyse the information and
requirements

Get information / quotes

Material needed? Yes
from 2- 3 suppliers

New skills/ Yes Arrange for extra capacity/

capacity required? qualifications/resources

Calculate machine time

Gather information;
Produce written Quote
with Quote id & Customer prefix

No Review - OK?

Yes Yes

Changes Store final approved in Quote file

required? Deliver Quote to customer

Quote accepted?

Yes

Orders &
Purchasing

Quoting_Procedure Sample.doc savedate: 23-Jan-10 Page 2 of 2