Streamlining Your Quotation Processes
Managing multiple contractors and work orders quickly becomes overwhelming when you rely on inconsistent and manual processes. Traditional quotation workflows are time-consuming, prone to errors, and lack transparency, creating increased inefficiencies and operational risk. Modern quotation management solutions however now offer a way to streamline these critical workflows, improving end-to-end transparency, accuracy, and operational control.
TL:DR – Key Takeaways
- Centralised & Standardised: One platform with standardised quotation templates can provide full visibility, reduce errors, and streamline your quote approvals.
- Complete Pricing Transparency: Quotes can now be instantly validated against contract rates and market benchmarks to prevent overpayments and flag discrepancies.
- Audit-Ready Reporting: Accurately logging your quotation processes, supports accountability, contractor management, and means smarter procurement decisions.
Overview
Managing multiple contractors, work orders, and requests for quotes can be a major challenge for facility management teams. When repairs or defects arise, obtaining and comparing quotes is often time-consuming, inconsistent, and prone to errors.
With over 20 years of live-in-field and on-site data we have found facility and procurement managers frequently encountering several inefficiencies with their traditional quotation processes:
- Inconsistent workflows: Contractors submitting quotes in various formats and workflows creating errors, delays, and confusion.
- Difficulty validating pricing: Comparing quotes to contract rates or market pricing is challenging. This consistently means increased risk of overpayment or inflated subcontractor costs.
- Manual handling: Paper-based or fragmented digital processes require significant manual effort, leading to delays and inaccuracies. This manual handling of quotes consistently increases the frequency of quote oversights and compliance gaps.
Innovative Solutions for Quote Management
Modern quote management platforms, powered by real-time data and automated workflows, simplify the entire process while improving transparency and control. Verified’s platform provides a centralised, end-to-end solution, giving teams a single source of truth for all quotes.
By standardising quote submission and providing clear visibility into each stage of the procurement process, teams can efficienty evaluate options and maintain control over contractor compliance. Automated workflows and standardised templates streamline the entire quotation lifecycle, reducing errors and saving valuable time. Finally, real-time visibility in each stage of the procurement process ensures contractors stay accountable and aligned with property managers.
3 Keys to Improving Your Quotation Workflows
Leading Australian organisations are already leveraging the Verified platform to improve their quotation workflows. 3 key features within our Quote Management Module, saving time and money are:
- Instant Pricing Validation – More Transparency: Quotes are automatically validated against contract specifications. Contractors must provide evidence for their pricing, including sub-contracting arrangements. Discrepancies are flagged immediately, ensuring compliance and cost control.
- Process Automation – More Efficiency: Customised templates, automated quote generation, and streamlined approval workflows reduce manual intervention. Contract managers can easily request revisions, reject quotes, and manage multiple quote versions.
- Data Reporting & Audit Compliance – More Accuracy: Every action is logged, providing 24/7 visibility into user activity, quote history, and KPIs such as time on-site versus time quoted. Every action is logged in an audit-ready system, providing transparency, accountability, and risk mitigation. Comprehensive reporting enhances contractor management, accountability, and strategic decision-making.
Verified’s quotation solution provides a full lifecycle system that simplifies the generation, evaluation, and approval of quotes in line with service agreements. Managers can gain confidence knowing quotes are accurate, auditable, and compliant, enabling smarter procurement decisions.
Transform Your Operations Today
Centralising your contractor and quote management gives you a clear data set for making better, more strategic decisions. This helps protect your organisation by ensuring vital information is always accessible and verifiable, even when contractors or vendors change.
To learn more, schedule a demo or call 1300 133 950 to see how Verified can streamline your quote management processes.