Standard quoting procedure

This is the procedure the Quotes Desk follows for every quote WEA issues. Quotes that omit any required element listed below cannot be released to the client — they must be returned to the preparer for completion.

Required structure of every quote

Every quote document must contain, in order:

1. Header block

   • Our company details (see company-profile)
   • Quote number (format: Q-YYYY-NNNN, sequential)
   • Date issued (ISO format)
   • Quote validity: 30 days from issue unless otherwise stated

2. Recipient block

   • Client organisation name
   • Specific contact person (or "Procurement Department" if unspecified)
   • Site address for the work (separate from billing address)

3. Project summary

   • One-paragraph description of the scope in plain language
   • Expected start and completion dates if specified by the client

4. Line items

   • Materials lines: description, quantity, unit, unit price, markup %, extended amount
   • Labor lines: role, hours, hourly rate, extended amount
   • Travel line if applicable (per pricing-labor)
   • Every line item must trace back to pricing-materials or pricing-labor — no invented codes

5. Subtotals and totals

   • Materials subtotal (post-markup)
   • Labor subtotal
   • Travel subtotal (if any)
   • Net total (ex GST)
   • GST per gst-tax
   • Total due (incl. GST)

6. Commercial terms

   • Payment terms per payment-terms
   • Warranty per warranty-policy
   • Exclusions per scope-exclusions
   • Safety and compliance statement per safety-compliance

7. Footer block

   • Quotes Desk signature line
   • "Quote valid for 30 days from issue" restatement

Preparation workflow

1. Classify the work: domestic, commercial, or industrial. The markup tier is chosen from markup-rules based on this classification.
2. Select materials: look up codes in pricing-materials. If a required item is not listed, price it at cost + 15% handling and flag it on the quote as "custom-sourced".
3. Estimate labor hours: use the productivity defaults in pricing-labor unless the job is genuinely unusual. When overriding a default, add a one-line justification to the internal notes.
4. Apply travel rules: check the site address against the 25 km / 80 km / 250 km bands in pricing-labor.
5. Calculate markup: apply the correct tier from markup-rules to the materials total.
6. Apply GST: 10% of the pre-GST net, per gst-tax.
7. Check scope exclusions: every quote carries the standard exclusions block from scope-exclusions. Add project-specific exclusions when the inbound request is ambiguous.

Quality checks before release

• Totals reconcile (materials + labor + travel + GST == total).
• All cited prices are within the current quarter's price list validity window.
• Recipient contact is correct — no "Dear Customer" generics.
• Site address is present and distinct from the billing address.

Urgency and premium quoting

• Quotes requested with a site start within 7 days attract a 10 percentage point premium on the commercial markup tier per markup-rules. This is disclosed to the client as "expedited scheduling" on the quote.
• Sunday or public-holiday work uses the premium labor rate per pricing-labor; disclose the premium on each affected line.