Accepted on the PO, by engineering and procurement
The PO number in the quote, both signers signing online, and the tooling paid on signing.
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In QuoteCloud a manufacturing quote is accepted when the buyer adds their PO number (a Forms block field, Business, or entered by your team before sending), each signer from engineering and procurement signs online, and the tooling or a deposit is paid on signing through Stripe or PayPal (Essentials and up).
Two acceptance sections from fictional manufacturers' quotes. Behind: Tessmore Engineering's quote TE-Q-2417 for Quenda Robotics, accepted on PO number QR-PO-4471, signed by Sofia Lindqvist for Engineering and Marcus Oyelaran for Procurement, with $2,343.00 of tooling paid via Stripe. In front: Pellbrook Plastics' mould and parts quote PP-Q-1192 for Arden Home Products, with PO number AHP-55210, signed by the product manager and awaiting the purchasing signature, and 50% of the mould tool, $8,030.00, due on signing.
Engineering signs the part, procurement signs the PO
In most plants the engineer approves the part and the buyer owns the purchase order, often a week apart. Put both on the same quote: each is a signer with their own signature, and the quote shows who has signed and who hasn't.
The PO number goes in as part of acceptance. Use a text field in the acceptance section that the buyer fills as they sign (the Forms block, Business), or, when the PO arrives before the quote goes out, your team types it in first.
Set the tooling as a fixed amount paid on signing, so fixtures, soft jaws and CAM programming are paid for before you cut metal. Tick the first article report on the right and the quote total follows; the tooling stays the same.
- Each signer signs online with their own signature
- No signing order: they sign when they're ready
- The PO number recorded in the accepted quote
- Tooling paid by card through Stripe, or through PayPal
eSignatures: every plan · payments: Essentials and up · Forms block: Business
How tooling and NRE sit in the quoteYour quote · QR-220, Rev B
Lead time 5 weeks after PO and first-article sign-off
| Quantity | Unit price | Lead time |
|---|---|---|
| 100+ | $27.20 | 4 wks |
| 250+ | $23.26 | 4 wks |
| 500+ Quoted | $20.31 | 5 wks |
| 1,000+ | $18.10 | 6 wks |
| One-off · tooling & NRE | |
|---|---|
| Fixtures & soft jawsOne-off · kept for repeat orders | $1,450.00 |
| CAM programming & setupOne-off · includes first-off approval | $680.00 |
| Options · tick to add | |
| $420.00 | |
| $1,150.00 | |
- Subtotal
- $12,705.00
- Tax 10%
- $1,270.50
- Total
- $13,975.50
- Tooling paid on signing Fixed amount: one-off lines + tax
- $2,343.00
Accept against your PO
2 of 2 signed
- Sofia LindqvistEngineering SignedWed 28 Oct, 9:12 am
- Marcus OyelaranProcurement SignedWed 28 Oct, 2:40 pm
Each signer signs online · Certificate of authenticity and audit trail
A fixed amount or a percentage, set on the quote
What gets paid on signing is your call, quote by quote. Three fictional manufacturers, three ways to set it.
Price breaks, per 1,000 parts
| Quantity | Unit price per 1,000 | Lead time |
|---|---|---|
| 5,000 | $610.00 | 3 weeks |
| 20,000 Quoted | $420.00 | 4 weeks |
| 50,000 | $365.00 | 6 weeks |
| 100,000 | $338.00 | 8 weeks |
Quantity breaks are our pricing, typed into the quote. Lead times run from T1 sample approval.
Accept and order the tool
1 of 2 signed
- Kate SorensenProduct manager SignedTue 20 Oct
- Graham PellPurchasing Awaiting signature
Each signer signs online · Certificate of authenticity and audit trail
Half the mould tool, as a fixed amount
Pellbrook Plastics asks for half the P20 mould plus tax before it orders the steel: $8,030.00, typed on the quote as a fixed amount. The product manager has signed; the payment is due once purchasing signs too.
- Fixed amount: the same whatever options are ticked
- Shown as due until every signer has signed
- Parts invoiced later from your own system
Payments: Essentials and up
Machine, options and services
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Machine | $86,500 | ||
Case-packing conveyor module, 9 mMild steel frame, painted · 2 lanes · guarding to your layout
|
1 ea | $86,500 | $86,500.00 |
| Options · tick what you need Tick to add | |||
| 1 ea | $14,200 | $14,200.00 | |
| 1 ea | $9,800 | $9,800.00 | |
| 1 ea | $3,600 | $3,600.00 | |
| Spares and services | $13,150 | ||
Spares kitBelts, sensors, bearings · you can change the quantity
|
1 kit | $2,450 | $2,450.00 |
Factory acceptance testAt our works, with your product
|
1 test | $2,900 | $2,900.00 |
Installation & commissioningOn site, 4 days, 2 engineers
|
1 job | $7,800 | $7,800.00 |
- Subtotal
- $113,850.00
- Tax (10%)
- $11,385.00
- Total
- $125,235.00
- Plus, monthly
- $0.00/mo
- 30% on signing, to order long-lead parts (30%)
- $37,570.50
Accept, sign and pay
2 of 2 signed
- Hamish DoyleOperations manager SignedFri 23 Oct
- Nadia PetrovFinance director SignedFri 23 Oct
30% on signing, to order long-lead parts (30%)
$37,570.50
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
30% of a machine, to order long-lead parts
Wexcombe Machine Works takes 30% of the conveyor module on signing. Because it's a percentage, it follows the total: untick the washdown frame and the payment drops with it. Operations and finance both sign.
- Percentage of the quote total
- Recalculates as the buyer ticks options
- Two signers from the customer
Payments: Essentials and up
Configured product & equipment quotesYour cartons
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Cartons | $4,650 | ||
Folding carton, 100 g tea, 4 colours350 gsm board · die-cut, glued, packed flat
|
25 × 1,000 | $186 | $4,650.00 |
| One-off · kept for reprints | $1,270 | ||
Printing platesCMYK
|
4 plates | $145 | $580.00 |
Cutting formeTo your dieline TC-100
|
1 ea | $690 | $690.00 |
| Options Tick to add | |||
| 1 ea | $120 | $120.00 | |
| 1 lot | $380 | $380.00 | |
- Subtotal
- $6,040.00
- Tax (10%)
- $604.00
- Total
- $6,644.00
- Plus, monthly
- $0.00/mo
- 30% on signing, to order the board (30%)
- $1,993.20
Approve the quote and pay 30%
Amelia Hollins · Founder
Signed online · Wed 21 Oct, 4:18 pm
30% on signing, to order the board (30%)
$1,993.20
Paid via PayPalPay with card or PayPal
Certificate of authenticity and audit trail attached
30% through PayPal to order the board
Fernvale Print & Pack's customers are small brands, so the 30% to order the board is paid through PayPal. Plates and the cutting forme are one-off lines, and the hard proof is an option the founder ticked.
- Stripe or PayPal, set per quote
- Or no payment at all for account customers
- Plates and formes kept for reprints
Payments: Essentials and up
Account customers: distributor quotesWhat an accepted quote holds on to
When a dispute starts with “that's not what we ordered”, this is what you open.
The PO number
In the quote itself, typed by the buyer in a Forms block field as they signed, or by your team before sending.
Every signature
Each signer's own signature with the date and time, from engineering and from procurement.
Certificate of authenticity
Every completed document carries a certificate of authenticity, an audit trail and a unique document ID.
The drawing revision
The drawing as it was quoted, placed as a PDF page or an image. A new revision is a revised quote.
The options chosen
Which quantity break and options the buyer chose, at the prices on the quote, and the total they accepted.
The payment
The tooling or deposit amount, the gateway it went through and when. QuoteCloud doesn't store card details.
Get your next quote accepted on the PO
Free for 14 days, no credit card required. Connect Stripe or PayPal in the trial and send a real quote with a tooling payment.
Signed and paid. Then your ERP takes over
Your team sees it happen in the quote's activity: opened, an option ticked, signed by engineering, signed by procurement with the PO number, tooling paid.
From there the order belongs in your ERP. A Zapier trigger such as Recipient Signed Document, Form Submitted on Document or Document Payment Event can raise the sales order there, if your ERP has a Zapier connector or an API. QuoteCloud doesn't create the purchase order, the sales order or the invoice.
- Activity on every quote: opens, choices, signatures, payments
- Email notifications to the sender
- Zapier, Make or the API from Essentials
Zapier, Make and the API: Essentials and up
ERP, MRP, CRM & accounting connectionsActivity
- Quote openedSofia Lindqvist, Quenda Robotics
- First article report ticked+$462.00 inc tax
- Signed by EngineeringSofia Lindqvist
- Signed by ProcurementMarcus Oyelaran · PO QR-PO-4471
- Tooling paid$2,343.00 via Stripe
- Sales order raised in your ERPThrough Zapier or the API
Set up PO acceptance once, in your template
Everything below lives in your RFQ response template, so every estimator's quote is accepted the same way.
Add the PO field
Put a Forms block text field labelled “Your PO number” in the acceptance section (Business), or use a data item your team fills.
Connect a gateway
Connect Stripe or PayPal once. Then set a fixed amount or a percentage to be paid on signing on each quote.
Add both signers
When you send, add the engineer and the buyer as signers. Turn on the one-time passcode by email if you want it.
Set the expiry date
Material prices and machine time don't hold forever: give every quote an expiry date and watch Expiring Soon.
Hand it to the ERP
Connect a Zapier trigger to your ERP so a signed, paid quote raises the order. See the options.
PO acceptance and tooling payments, answered
How does the buyer add their PO number to a quote?
Add a text field for the PO number to the acceptance section with the Forms block, on the Business plan, and the buyer types it in as they accept. If the purchase order arrives before you send, your team can type the number into the quote first, as a data item. Either way the PO number stays in the accepted document.
Can engineering and procurement both sign the same quote?
Yes. Add each person as a signer and each signs online with their own legally binding signature; the quote shows who has signed and who is still to sign. There is no fixed signing order, so they sign when they're ready. eSignatures are included on every plan, including Free.
Can we take a tooling payment or deposit when the quote is signed?
Yes, on Essentials and above with Stripe or PayPal connected. Set the payment on each quote as a fixed amount, such as the tooling plus tax, or as a percentage of the total. The buyer pays straight after signing. QuoteCloud takes one payment on signing; later invoices come from your own system.
Does QuoteCloud create the purchase order, sales order or invoice?
No. QuoteCloud records the PO number, the signatures and the payment in the accepted quote. To raise a sales order or an invoice, connect your ERP or accounting software through Zapier, Make or the API, or natively to Xero or QuickBooks on Business. Without that, your team enters the order as usual.
Can we ask signers to confirm a passcode before signing?
Yes. You can turn on recipient verification, which emails a one-time passcode to the signer to enter before they sign. Every completed document then carries a certificate of authenticity, an audit trail and a unique document ID, and QuoteCloud's eSignatures are eIDAS compliant and legally binding.
What happens if the drawing changes after the quote is signed?
Send a revised quote for the new revision. Before anyone signs, Revise Last Version updates the quote and keeps the earlier versions (version history is on Business). After signing, the accepted quote stays as it was and the change goes out as a new quote for both signers to accept.
More for manufacturers
Every page of the QuoteCloud manufacturing microsite.
-
Quantity breaks, tooling & NREPrice breaks shown as a table or as alternative rows the buyer picks, with tooling, fixtures and programming as one-off lines.Explore
-
Blanket & annual supply agreementsAnnual pricing, scheduled releases shown as repeating charges, terms and an expiry date, signed once for the year.Explore
-
ERP, MRP, CRM & accounting connectionsAccepted quotes to your ERP or MRP through Zapier, Make or the API, your CRM and your accounting software.Explore
- RFQ responses & part quotesAnswer the RFQ part by part: material and finish, quantity, unit price, lead time, freight terms and an expiry date on the quote.
- Configured product & equipment quotesMachines and equipment with options and add-ons as optional items, spares the buyer sets the quantity of, and a build schedule.
- Drawings, specifications & marked-up imagesThe customer's drawing attached as a PDF or placed as an image and marked up, with your assumptions and exceptions beside it.
- Distributor & reseller quotesConfigured product quotes for distributors, reseller price offers bulk-sent from one template, and dealer terms in the agreement.
- Discount approvals & hidden marginsQuotes over a discount or a total value go to a manager first, and cost and margin stay in your team's view only.
- Price book, SKUs & CSV importParts, materials, finishes and services in one product catalogue with SKUs, costs and margins, loaded from a CSV export.
- Manufacturing templatesReal QuoteCloud templates for manufacturing proposals, services agreements, work orders, QA plans and price quotes.
- QuoteCloud implementation for manufacturersYour price book imported, RFQ and agreement templates converted, approvals and payments set up, estimators trained.
- FAQAnswers to the questions job shops, equipment builders, packaging and print firms, co-packers and distributors ask most.
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