Viewing and Approving Vendor Proposals

A Vendor Proposal is the work that a vendor is proposing to do to complete the work order that is assigned to them. The proposal will be visible to you in your Work Order when your vendor creates and submits their proposal to you. It will contain their price to complete the work that is specified in the proposal/Work Order.

Reviewing Vendor Proposals

When a vendor proposal has been submitted to you, it can be found in the Proposal tab of the Work Order it was submitted to. If you have a Client and a Vendor on this Work Order, you will also have to click to the Vendor Proposal tab in order to view the proposal.

The information in the proposal is broken down with the scope of work at the top, and the line items below. We will be reviewing the line items.

The Vendors proposal will have their costs listed out with all information that they provide. The costs are summarized at the top and bottom of the proposal so that you can review and the information. Once you are done reviewing, you can Approve, or Reject the proposal. We will go into that in the next section.

Approving and Rejecting Proposals

When a vendor proposal is submitted to you, the proposal is in the Submitted state. As the client to review this proposal, you can approve, or reject this proposal.

Approving the Proposal:

Hitting the approve button at the top of the proposal will move the proposal to the Approved state. This does 2 things. It updates the NTE of the Purchase Order for the vendor that submitted the proposal, and it lets the vendor know that they can move forward with the proposed work.

Rejecting the Proposal

Hitting the Reject button at the top of the proposal will ask you for a Rejection Reason.

The Rejection Reason will provide information to the vendor. This lets them know why their proposal has been rejected. First, you pick a Type for the rejection reason. Then you can add a Description which will carry over to the vendor once rejected. Once the information is input, you can hit the 'Reject' button and the proposal will be sent back to the vendor with the rejection and in the Rejected  state.

Setting Limits

Limits can be placed on roles in the company profile. These limits will prevent the roles from being able to submit/approve/reject/cancel any proposal that is above the set limit. The limits can be found on the company profile page within the roles. 

When a proposal is above the users set limit threshold, they will be unable to perform the action and will have to pass the proposal to a user with a higher limit threshold.

Proposal Notes

Notes can be added to a proposal for internal purposes. These notes can be used to keep track of questions or comments if somebody else in the company might need additional insight before they accept/reject the proposal.

The notes will not be shared with the vendor at any point. You can access the notes by clicking on the Notes tab at the top of the proposal next to the Details. We have a note counter on the tab to help track if there has been a note added so you can more easily access all needed information.