In Bureau Works, vendors (agencies) are able to receive a quotation request from a Client that uses a different instance of Bureau Works. It allows a convenient isolation of information, giving each part (Client and Vendors) more flexibility and safety.
In the next sections the process of receiving a quote request, preparing it and sending it back to the clients will be described.
Note: This feature requires special configuration that needs to be done by the Bureau Works tech team. Get in touch with your account manager to learn if/how it can be enabled for your BW instance.
Identifying Projects Requested by "External" Clients
The projects that have been requested by clients at a different BW instance are reachable under the Projects > List Project, just as usual. However, such projects will be tagged as "RFP" as a way to differentiate them.
See image below:
Notice that those projects will arrive at the status "Preparing".
Preparing a Quote and Sending it Back to Client
When preparing a Quote, as a vendor, you can choose one of the two approaches:
- Run an automatically analysis - that will take into account all the leveraging (TM, repetitions) that is enabled by the CAT tool
- Manual analysis - in this case, the person responsible for creating the quote (usually a Project Manager) will have to enter each line item manually, drawing from a previously set up Pricelist.
Those options are displayed at the Services Cost section of the project details page. See image below:
Naturally, the most efficient (and recommended) way to create the quote is using the automatic approach. However, if for some reason, it is necessary to do it manually, the images below give a good idea on how it works:
Send que Quote Back to the Client Requester
Once the quote is ready, with all the costs and analysis, it can be sent back to the client-requester, from inside Bureau Works, with a very simple step: at the project details page, go to the "Project Actions" menu and select the option "Send Offer", as depicted in the image below.
Once you send the quote back to the Client requester, they will be able to analise the costs and proposed Due Date. If they decide to move ahead and approve that project (from they own BW instance), it will get approved automatically in your project list as well. That is how you will know that you can start executing it.
See image below to understand how you will know that a externally requested project has been approved: