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Open a project’s Documents tab for vendor quotes, order confirmations, invoices and packing lists. This keeps the paperwork beside the project and the schedule it refers to. Vendor Quotes is no longer a Finance tab; its entry point is here. A vendor quote records what a vendor offers to supply and at what cost. A purchase order records what your studio orders. A client invoice records what you bill the client. They have different roles in the workflow.

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Add vendor paperwork

  1. Open the project’s Documents tab.
  2. Drop a vendor document into the upload area, or click to choose a file.
  3. Check which schedule the document is being compared with. Select the right table if it is missing or wrong.
  4. Open the document and review the recognised information and findings against the original.
Findings distinguish Mismatch, Check and Note. A result of All checks passed means the available checks passed; still review the original specification and terms before ordering.

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Apply a suggested change

A document can suggest changes to schedule data. Review the proposed field values before choosing Apply. Dismiss leaves that proposal unapplied. Use Fill empty fields when you want a preview of information that could fill gaps. After editing the schedule, use the document’s re-check control to compare it again.

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Record a quote without a file

Choose Record a quote a vendor sent in the project’s Documents tab, or use the manual quote entry offered in the documents area. Set the vendor, quote number, dates, validity, lead time, terms and line prices. Link quote lines to the relevant schedule items. If you are asking for a quote first, start with Get a quote from the schedule. A requested quote records that you are waiting for an answer; a quote entered after a vendor has answered starts as received.

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Accept and check the result

Review quoted units, prices, quantities and linked rows before accepting. Acceptance can update eligible linked rows’ Vendor cost. Read the result: unlinked lines, conflicting costs or incompatible units may need a decision before their price can be applied. Resolve those lines individually. Do not assume that accepting a quote has applied every amount, allocated all freight and tax, or placed an order. Confirm the schedule totals and create the purchase order when ready.

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Keep a useful record

Attach the original quote and subsequent vendor documents. Keep validity dates and promised dates up to date, and review unresolved findings when the vendor sends a revision. Use Procurement view to track the schedule items through ordering and delivery.

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Ask AI to help with the paperwork

AI can save and find project files, prepare pricing-request wording, list overdue pricing responses, and preview quote comparisons. Creating a request does not send an email, and saving an attachment does not apply its prices. See Project workflows with AI.