The quoting process
How a client enquiry moves through Quote Hub, from the first email to a won or lost quotation.
Every client enquiry becomes one record in Quote Hub with its own number, such as SQ-2026-00018. The enquiry moves through ten stages, shown on the stage bar at the top of the enquiry. AI agents prepare most of the work at each stage. You review it, edit it where needed and approve it before anything is sent or changed.
- 1Enquiry arrivesEmail, shared folder or manual entryClientIntake Agent
- 2Suitability & scopeGround rules + frame agreement scopeSales engineerScreening Agent
- 3Opportunity in D365CT1 fields pre-filled, sent as a fileSales engineerOpportunity Agent
- 4ClarificationsQuestions answered in the client portalSales engineerClientClarification Agent
- 5Stock or externalSAS stock and recycle inventory checkedSales engineerFulfilment Agent
- 6RFQ form to hubSupplier shortlist from approved listsSales engineerKL hubSourcing Strategist
- 7Supplier RFQsOnline RFQ, reminders, quotes in portalKL hubSupplierHub Buyer · Quote Reader
- 8Bid checkWeighted comparison, supplier per lineSales engineerBid Evaluation Agent
- 9Costing & TBECost build-up, margin, technical reviewSales engineerCosting Agent
- 10ApprovalsTechnical + commercial (DOA)Approvers
- 11Quotation & deviationsClient format, deviations, submissionSales engineerClientQuotation Agent
- 12OutcomeWon or lost recorded, D365 updatedSales engineer
Where the work happens
Each stage has a main tab on the enquiry. Select a stage on the stage bar to open that tab.
| Stage | Enquiry tab | Guide |
|---|---|---|
| Intake | Overview | Enquiry intake |
| Suitability & scope | Overview | Screening |
| Clarification | Clarifications | Asking the client |
| Requirements & stock | Lines & specs, Stock (SAS) | Lines and specs, Stock check |
| Sourcing | Sourcing | Sourcing, Hub sourcing |
| Bid check | Bid check | Bid check |
| Costing & TBE | Costing & TBE | Costing |
| Approval | Approvals | Approvals |
| Quotation | Quotation | Quotation |
| Outcome | Overview | Outcome |
The D365 opportunity is created alongside screening, from the Overview tab. See D365 opportunity.
Stage guides
Enquiry intake
Mailboxes, the shared folder and manual entry.
The enquiry workspace
Header, stage bar, next step and tabs.
Screening
Suitability and scope-of-supply check.
Perth RFQ meeting
Daily agenda for enquiries that need a senior call.
D365 opportunity
CT1 fields, import file and OneDrive folder.
Asking the client
Questions and answers through the client portal.
Lines and specs
Every line item and its technical attributes.
Stock check
Score stock or external supply.
Sourcing
RFQ form and supplier shortlist for the KL hub.
Hub sourcing
Supplier RFQs, reminders and quotes.
Bid check
Compare offers and choose a supplier per line.
Costing & TBE
Cost build-up, margin and technical review.
Approvals
Technical and commercial approval.
Quotation
Cover letter, deviations and submission.
Outcome
Record won or lost.