Manufacturing Quote Review Checklist (Free)

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

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Scope and requirements

Drawing number and revision match the RFQ and are stated on the quoteCRITICALAll notes, flag notes and specifications on the print are read and pricedCRITICALQuantity, release schedule and annual volume are confirmedSpecial processes and approved processors required by the customer are identifiedCRITICALInspection, first article and documentation requirements are pricedExport control or regulatory flags are checked before sharing data

Material and purchased items

Material grade, form and cut-off or yield loss are costedCRITICALCurrent supplier price or recent PO price used, not an old standardMinimum buy and lead time for material are consideredPurchased components and hardware are included at current priceMaterial certification and traceability costs are includedMaterial price validity or surcharge clause is set for volatile metalsCRITICAL

Routing and cost build-up

Every operation has a work center, setup time and run timeCRITICALSetup is spread over a realistic lot sizeMachine hour rates and labor rates are currentScrap, rework and inspection allowance are appliedOutside processing is quoted by the processor and includes freightTooling, fixtures and gauges are costed or assigned to the customer

Margin and commercial terms

Margin meets the minimum target for this type of workCRITICALPrice breaks reflect real cost differences by quantityPackaging, freight and delivery terms are includedPayment terms and credit risk are acceptableQuote validity period and lead time are statedCRITICALQuote is reviewed by a second person above a set value

Risk and follow-up

Capacity is checked against the promised delivery datesCRITICALTight tolerances or difficult features have a risk allowanceAssumptions and exclusions are written on the quoteCurrency and exchange rate exposure are coveredQuote is logged with the cost sheet for later win/loss and variance review

Aim for every critical item checked before a quote goes out. Unchecked non-critical items should be a conscious decision recorded in the assumptions.

Automated pre-quote checks

Optional: we can discuss a read-only check that flags stale prices, missing operations and low margins before quotes are released.

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

How to use the checklist

Run it for every quote above your review threshold, and for any quote with new customers, new processes or tight tolerances. Tick items as you confirm them, and treat the items marked critical as stop points. Save or export the completed list with the cost sheet. Over time, the items that keep getting missed tell you where your estimating process needs a template, a rate update or a stronger review.

Where quotes go wrong

The usual causes are predictable. Print notes are skipped, so special inspection or marking is not priced. Material is quoted from an old standard, so a price rise eats the margin. Setup time is spread over a larger lot than the customer will actually order. Outside processing arrives at a higher price than assumed. Capacity is not checked, so promised dates slip and expediting costs follow. The checklist is organised around these points: scope, material, routing, terms and risk.

Linking the review to variance analysis

A quote review is most valuable when its results are compared with actual job cost. Store the estimate by cost element, then use a job costing variance worksheet at closeout to see which assumptions failed. If the same item fails repeatedly, for example welding hours, add a rule or a correction factor to the estimating template. This turns a one-time review into a feedback loop that improves hit rate and margin.

Common mistakes

Review is often skipped for small quotes, but a pattern of small low-margin jobs can cost as much as one large mistake. Another mistake is having the person who built the estimate also be the only reviewer. A second pair of eyes on assumptions finds different errors from the first. Finally, quotes that carry no written assumptions leave you exposed when the customer's scope changes.

Frequently Asked Questions

Who should review a quote?

A second person who did not build the estimate, such as a senior estimator or the controller, for quotes above a value or risk threshold. For small repeat work, a rule-based check against the estimating template can be enough.

What margin should I target on a quote?

It depends on your cost structure and the market. Set a minimum contribution or gross margin per type of work, based on your overhead and the margin needed to fund growth, and require approval for anything below it.

How do I handle material price risk?

Shorten the quote validity, tie price to a published index or add a surcharge clause that triggers when the index moves beyond a set percentage. Also confirm supplier price validity before you commit to a long delivery schedule.

Should I keep the cost sheet after quoting?

Yes. Keep the estimate by cost element with the quote record. When the job is won and closed, compare actual cost with the estimate to find estimating bias. For lost quotes, the sheet helps you see where you were out of range.

If your quotes come from an ERP or estimating tool, we can add an automated pre-check that flags old material prices, missing operations and margins below target before a quote is released.

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Manufacturing Quote Review Checklist Before You Send