Core Workflow

Daily estimating workflow

Kwantflow does not require one rigid process. A consistent daily routine can still reduce missed deadlines, duplicated work, and stale rates.

Start with the RFQ dashboard

At the beginning of the day:

  1. Review active RFQs by due date and priority.
  2. Check newly received enquiries.
  3. Confirm which RFQs are waiting for information, ready to estimate, or ready to quote.
  4. Archive work that is no longer active when your team no longer needs it in the active view.

Use Manage the RFQ dashboard for statuses, priorities, deadlines, and bulk actions.

Triage connected email

If a mailbox is connected for the active workspace:

  • review messages identified as possible RFQs;
  • open the message before accepting the detection result;
  • create a reviewable RFQ intake when the enquiry belongs in Kwantflow;
  • confirm the requester, company, dates, and attachments before saving;
  • leave unrelated messages outside the RFQ workflow.

Mail RFQ Detection helps prioritise review. It does not replace your decision about whether an enquiry should become an RFQ.

Progress the highest-priority RFQ

Inside the RFQ:

  1. Review the latest files and customer notes.
  2. Confirm whether any addendum or revised drawing changes the scope.
  3. Group files into practical assets when the enquiry contains separate packages.
  4. Update takeoffs and costs against the current evidence.
  5. Record assumptions, inclusions, exclusions, and unresolved questions while they are fresh.

When information is missing, keep the uncertainty visible. Do not turn an assumption into a reusable workspace fact.

Review calculations and sources

Before treating an estimate as ready:

  • verify quantities and units;
  • check linked material, labour, equipment, and subcontract rates;
  • confirm the currency and rate basis;
  • inspect manual allowances;
  • check whether current supplier information differs from the workspace default;
  • confirm totals after every material scope change.

Kwantflow AI can help find records and calculate exact arithmetic, but the selected records and commercial assumptions still require review.

Prepare the commercial response

When the estimate is stable:

  1. Choose which asset estimates belong in the quote.
  2. Review quote options and markups.
  3. Check customer details, identifiers, currency, tax, totals, lead time, inclusions, exclusions, and terms.
  4. Export the intended revision.
  5. Review any rewritten email before sending it.

An exported revision is a commercial snapshot. If the scope changes later, update the estimate and create the next reviewed revision.

Improve reusable data after the job

When you discover something worth reusing:

  • update a verified material or rate;
  • link the relevant supplier or subcontractor;
  • save a recurring cost pattern as a cost preset;
  • save a genuinely repeatable estimate as a template;
  • add a stable classification or cost code;
  • improve workspace AI guidance when the correction should apply again.

Do not add one-off customer details merely because they appeared in the latest RFQ.

End-of-day check

Before closing the app:

  • confirm urgent RFQs have clear next actions;
  • save or finish any important edits;
  • create a manual backup before a major setup change when appropriate;
  • verify that you are working in the correct workspace if you manage more than one business.