CNC Machining Quote Review Checklist (Free)

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12 critical items still open - these are the highest-risk gaps.

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Drawing and requirements review

Confirm the drawing revision and model revision match the RFQCRITICALRead every general note, including referenced specifications and flow-downsCRITICALCheck for missing dimensions, conflicting views or unclear datumsIdentify key and critical characteristics and required inspection methodsCRITICALConfirm required certifications, test reports and documentation deliverablesCheck for export-control or customer-marked restrictions before sharing filesCRITICALIdentify any customer-supplied material, tooling or gauges

Tolerances and process feasibility

List the tightest tolerances and confirm a capable machine and processCRITICALCheck surface finish callouts against achievable machining methodsReview GD&T callouts and plan datums and fixturing around themFlag deep pockets, thin walls and long slender features for distortion riskCheck that internal corner radii match standard tool sizesDecide whether tolerances need grinding, honing, EDM or inspection in a controlled environmentReview thread callouts and verify gauge availability

Material and outside processing

Confirm material specification, temper and certification requirementsCRITICALGet current supplier pricing and lead time for stock, not an old priceCompute blank size with allowance and check minimum buy quantitiesInclude kerf, end drop and remnant in material costGet written quotes for plating, anodize, heat treat and coatingsConfirm approved-source or special process approval requirementsCRITICALAdd outside processing transit time to lead time

Cost build

Estimate cycle time by operation, and sanity check against a similar past jobCRITICALInclude setup, first article and program time for new partsUse current burdened machine rates by work centerAdd tooling and consumables for hard materials or special toolsInclude deburr, cleaning, inspection and packaging timeAdd a scrap allowance appropriate to the part riskCalculate price breaks from setup amortization, not a flat percentageCheck margin on price at full cost and the variable floorCRITICAL

Risk, capacity and delivery

Check machine and operator capacity for the proposed delivery dateCRITICALConfirm lead time includes material, outside process and inspectionNote first-time part risks and whether a prototype lot is advisableConsider cash flow impact for expensive material or long lead itemsIdentify items that could change price, such as revision or tolerance changes

Commercial terms and send-out

State assumptions and exclusions in writingCRITICALInclude revision, quantity breaks, lead time and validity periodCRITICALConfirm payment terms, shipping basis and tax or duty treatmentAttach terms and conditions and any required certifications you actually holdHave a second person review any quote above your internal thresholdLog the quote in your system with the cost build for later actual vs estimate review

Aim to complete every critical item before sending. For quotes above your internal review threshold, have a second person sign off. Review quote vs actual cost after the job to improve future estimates.

Capture quote reviews in your ERP workflow

Optional: we can discuss routing quote reviews through an approval workflow tied to your ERP.

Optional. The tool and every export work without this. No spam.

How to use the checklist

Work through the groups in order for every new part or revision. Mark each item done and treat the critical items as hard stops. For repeat parts with a recent quote, you can shorten the review to the revision, price and capacity checks. Export the completed list to keep with the quote record. It also becomes useful evidence of contract review activity if your quality system requires it, as AS9100 and ISO 9001 both expect a review of requirements before accepting an order.

Run the checklist before you finalize pricing, not afterward
Assign owners if different people handle engineering, buying and cost
Keep completed lists with the quote for post-job comparison

Where quotes most often go wrong

Missed notes and flow-downs lead the list: a special process requirement or a customer-specific inspection note that was not priced. Next come tolerances: a single tight bore can double a part's cycle time or require grinding. Material pricing follows, especially for titanium, nickel and copper alloys that move monthly. Then come setup and inspection time, which are the least visible costs when estimating from cut time alone. The checklist is ordered to catch these early, before time is spent on a detailed cost build.

Using it with the other quoting tools

Pair the cost build section with the cycle time estimator, material blank cost calculator and multi-operation worksheet for the numbers, and the floor price calculator for the decision. Use the assumptions and exclusions template to put the results in writing. When a job is complete, compare actual hours and material to the estimate and update the realization factors, rates and scrap allowances you use. Over a year this feedback loop is worth more than any single formula.

Common mistakes

Treating the checklist as paperwork instead of a decision gate is the main failure. Another is skipping the second-person review for large quotes because of time pressure. Teams also tend to skip the capacity item, then promise delivery that requires overtime. Finally, avoid hiding risk inside the price. If a requirement is uncertain, put it in the assumptions so the customer sees what the price depends on.

Frequently Asked Questions

Does this satisfy AS9100 contract review?

It supports the activity but does not by itself satisfy a standard. Your quality system defines what records are required. Use this list as a prompt and retain the completed copy with the quote record.

Which items should never be skipped?

Drawing revision, flow-down notes, critical characteristics, material source and certification, capacity and the margin check. Missing any of these is the most common cause of costly surprises after an order is won.

How often should the checklist be reviewed?

Review it after each lost money job. If a problem was not caught by an existing item, add one. A short checklist tuned to your shop works better than a long generic one.

Should customers see the checklist?

Generally no, it is an internal tool. Share the resulting assumptions and exclusions instead, which communicate the same risks to the customer in a form they can respond to.

If contract review and quote history are scattered across email and spreadsheets, Netray can help bring estimates, actuals and review records into one place alongside your ERP.

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CNC Machining Quote Review Checklist