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The Bid Approval Process

An approval process can be setup for bids by leverging the 5 possible statuses a bid can have. This ensures that only the desired bids with the correct approval can be used to create jobs and also allows you to keep track of what state each bid is in.

Pending

The pending status is for bids that are actively being worked on or have just been created and are awaiting to be approved by both management and the customer. A pending bid that is printed will show the watermarked text Draft on all pages.

Approved

The approved status is for bids that are completed and have been approved by both management and the customer. Only bids with this status, can be used to create a new job or be tied to an existing job.

Modifying an Approved Bid

If an approved bid is modified and then saved, its status will be changed back to pending and it will need to be approved again by someone with the appropriate roles. To see what was changed on a bid, you can always check out the bid’s audit history.

Returned

The returned status is for bids that are completed and were sent to a customer for approval but the customer has requested changes before approving. A returned bid that is printed will show the watermarked text Draft on all pages.

Rejected

The rejected status is for bids that are completed and sent to a customer for approval but the customer did not accept the bid and went with another option. This status is used for historical purposes to keep track of the bids that were ultimately not won. A rejected bid that is printed will show the watermarked text Draft on all pages.

Archived

The archived status is for bids that are completed and were at one time an approved bid used to create jobs. However, they have since been replaced by a new version for the same customer due to pricing changes or other factors. This status is used for historical purposes to keep track of the bids that were ultimately won. An archived bid that is printed will show the watermarked text Draft on all pages.

The Approved Bid Rule

There are not a lot of requirements when working with the approval process and the system will not force you to use all the statuses or follow a particular workflow. However, there is one rule that is enforced when working with approved bids. This rule requires that there can only be one bid in the system at a given point in time with an approved status for a specific customer with the same job type, operator, district and play.

This rule is in place to prevent accidentially picking an outdated/non-approved bid for a new job and then having the wrong billing items and pricing setup. When starting a new job, you can search for bids by customer, district, play and job type and have confidence that the bid you are using is the only currently approved bid.