TABLE OF CONTENTS
- 1. Set up a Supplier Rate Card
- 2. Add other costs to a quote request
- 3. Spot quotes above the agreed price
- 4. Gear Automation - Add items to Quote Request
1. Set up a Supplier Rate Card
Store the prices you've agreed with a supplier once, and Infraspeak uses them every time you buy from that supplier or check one of their quotes.
1.1 Steps
1. Open the supplier's details.
2. In the side menu, select Custom prices (1). The page jumps to the Custom prices section (2), split into Materials and Other costs.
3. Under Materials, select Add custom price. While the list is empty you'll see There are no custom prices yet.
4. Open Material and pick the material. You can search the list. Once a material is selected, Standard price shows its current average cost price. Until then it reads Select a material first.
5. Enter the agreed price in Custom price (1) and select the save icon (2). To discard the row, select X instead.
6. Repeat for each material on the rate card.
1.2 When a material is in several warehouses
If the material has different average cost prices in different warehouses, Standard price shows Multiple prices. Hover the ... next to it to open Average cost prices, which lists each warehouse with its average cost price. The custom price you set applies whichever warehouse is used.
1.3 Add other costs
1. Under Other costs, select Add custom price.
2. Open Other cost (Select an other cost) and pick one. The list only shows other costs that are available to suppliers.
3. Enter the Custom price and save.
1.4 Edit or delete a row
Once a list has rows, a Search field appears above it, and long lists are split into pages.
To change a row, select the pencil icon at the end of the row (1). You can change the item, the price or both, then save. To remove a row, open ... and select Delete (2).
Confirm in Delete custom price? by selecting Delete. The price is permanently removed from the list. Dismiss keeps it.
1.5 What happens next
On purchases: When you add one of these materials to a purchase for this supplier, its cost price fills in from the rate card, whatever the warehouse. This applies to materials only; other costs are not filled in.
On quotes: When this supplier sends a quote, each material and other cost line is compared with the price you set here. Lines above it are flagged. See 03 - Spot quotes above the agreed price.
1.6 Good to know
On a client, Custom prices are the prices you sell at. On a supplier, they are the prices you buy at. Same section name, opposite side of the transaction.
There's one price per item per supplier. Prices that change by region, building or time of day are not supported, and rows are added one at a time (no file upload).
2. Add other costs to a quote request
Callout fees, visit prices and travel are usually other costs, not materials. You can now ask a supplier to quote them as their own lines, which also means they can be checked against the supplier's rate card.
2.1 Steps
1. Open the quote request you're building and go to Items.
2. Open the arrow next to Add material (1) and select Add other costs (2). The same menu also has Add material, Add service and Add item.
3. Open Other cost and pick one (1). The list only shows other costs that are available to suppliers, the same list used in supplier rate cards.
4. Check Quantity and Unit (2). If the other cost already has a unit set, it fills in for you. Then save the line.
5. The other cost now sits in the item list like any other line, with its quantity and unit.
Continue building the request as usual.
2.2 Edit or remove the line
To change it, select the pencil icon on the line. To remove it, open ... on the line and select Delete. Confirm in Delete item from list?; it cannot be recovered.
2.3 Good to know
The other cost is saved with the line item. When the supplier replies, that link is what lets us compare their price with the one on the rate card.
3. Spot quotes above the agreed price
When a supplier replies to a quote request, Infraspeak works out what you expected to pay and flags anything above it with an orange "!" icon. You no longer need the rate card open next to the quote to catch a higher charge.
3.1 Where you'll see it
1. In the quote request list
In Purchases > Quote requests, open the In approval flow tab (1). An icon next to the Amount means that request has at least one quote above what you expected. Hover it (2) to see Price higher than expected.
The Approved tab also shows the Amount column, but without the icon: once a quote is approved, the check stops
2. In the quote request details
Open a quote request and go to Quotes. Each quote that's still Awaiting response and has at least one line above its expected price shows the icon next to its value. Hover it for the same message.
3. Inside a quote
Open the quote itself. Each line above its expected price shows the icon at the end of the row. Hover it to see the price you expected and where that price came from.
The label under the price tells you its source:
- Supplier custom price: the price on this supplier's rate card. This is the only one the supplier agreed to.
- Average cost price: a material with no custom price, so we use the average warehouse price.
- Cost price: an other cost with no custom price, so we use its default cost price.
3.2 How the expected price is worked out
| Line | Expected price |
| Material or other cost on the supplier's rate card | Custom price × quantity |
| Material not on the rate card | Average warehouse price × quantity |
| Other cost not on the rate card | Default cost price × quantity |
| No price available, or any other kind of line | Not calculated |
3.3 Good to know
The check runs while a decision is still open. Once a quote is approved or declined, it's no longer calculated.
The icon flags; it does not block or approve anything. You still decide, with Approve or Decline.
On quotes received through Network, the line menu (...) is not shown.
4. Gear Automation - Add items to Quote Request
A Gear automation can create and share a purchase quote request on its own, for example every time a work order of a certain area is created. Until now, that request went out empty and someone had to open it and add the lines. You can now define the items once, in the automation, and every request goes out with them.
For example: when a work order is created, and its area is Y, then create a quote request with item A and share it with the supplier.
4.1 Steps
1. Create an automation, or open an existing one.
2. Under When, choose the starting point, for example Work order and is created. Under and these conditions are met, add any conditions, like Work order area.
3. Under then, select the outcome Create and share purchase quote request (1). Fill in Supplier to send the quote request to, Report to send attached and Responsible person (from my company) as before. The new field, Items pre-filled in the quote request, is at the end of the card (2).
4. Open the arrow next to Add material (1) and choose the type of item (2): Add material, Add service, Add other costs or Add item. It's the same menu as in a quote request's Items section.
5. Pick the item (1), set Quantity and Unit (2), add Observations if needed, and save the line (3).
6. Repeat for each item. Each line can be edited with the pencil icon or removed from the ... menu.
7. Give the automation a name under Automation name and select Save.
From now on, each quote request this automation creates is shared with the supplier with these items already in it.
4.2 Good to know
Items are optional. Leave the field empty and the automation keeps creating an empty quote request, as before.
Existing automations do not change. Automations already set up with this outcome keep creating empty quote requests until you add items to them.
With a supplier rate card, this is close to hands-off: the automation sends the request with the right items, and the quote that comes back is checked against the agreed prices. See "03 - Spot quotes above the agreed price".