Once a maintenance task has been created, users can easily request work quotes from preferred contractors saved in Re-Leased by contacting them through email.
Preparation to request quotes
If you do not have a quote request email template already set up, navigate to Settings > Communications > Templates > Create Correspondence Template > Template Type: Quote Request. This template will be sent to contractors when you request quotes from them.
You can personalize the email subject line or the contents of the email by editing the default copy in the template and by adding or removing merge fields available to you. For example, you might want to ask for the quotes to be submitted before a certain date or include more information about your company at the bottom of the template. To do so, simply include all relevant merge fields from the +subject and +body selection and edit the text as required.
Please note, the default {{ Link }} merge field line in the quote request template should not be removed as this {{ Link }} merge field will provide an individualized link that contractors will utilize to submit their quotes to you.
Finally, preview and save your template.
Sending a quote request
There are two ways you can request a quote in Re-Leased:
1. By clicking Add, then Quote Request on the maintenance task detail page:
2. By scrolling down to the Quotes section in the task details page, and clicking + Create Quote:
Both links land you on a quote request email creation page. Start by adding the recipients, the contractors, you wish to request quotes from by typing their names into the “To” field. Alternatively, you can use a pre-build list of contractors and other contacts by clicking Filter Contacts on the top right of the To field.
Next select the correct quote request template from the template dropdown you wish to use for this job. If you created a quote request template previously, your template will show up in this dropdown.
Remember to check you have the quote request {{ Link }} merge field included in the body of this email before sending it out.
Please note, your quote request emails will be sent individually to all your recipients, and the recipients will not see who else you have sent the quote request email to.
Once the emails have been sent, the contractor will receive your quote request email. By clicking the included unique quote request link in the email, they can view more details about the job, price it and leave any comments before submitting the quote. The contractor will see on screen that their quote has been successfully submitted.
The contractor may submit more than one quote for the same task and view or edit the quote/s they have already submitted.
You will receive an email each time they submit a quote. If they edit one, they must submit it again and it updates on your dashboard as well as sending another email.
Once you accept a quote the quote links stop working.
If you send the quote request to more than one contact, they each receive a different link. They can only see their own quotes for the same job with each link you send to them.
Assessing Quote responses
To see the Quote responses, you can find the Quote request in two places:
- In the Maintenance Hub, under the Quotes Tab. Click the Status to see more details.
- Or you can get there directly from the Task the quote is associated with. Click on the Quote request to see more details.
On this page you will see a summary of all Quote requests and their responses. For any responses received, click View Details to see all details of the quote.
Here you can find all details of the given quote, including any attached documents or images, as well as an option for accepting the quote.
Accepting the quote will kick off the workflow for creating a Work Order for the selected Contractor.