Paperless Parts

When a new RFQ lands, minutes matter. Start by pulling the request into Paperless Parts, attach drawings and specs to the Document Library, and tag them with part numbers and revisions. Create or match the buyer record in Contact Management, then let CRM Integration sync the opportunity so sales and estimating stay aligned. Assign Access Control so only the right estimators can edit cost drivers while sales can view status. Set Alert Notifications for due dates and follow-ups to keep the team on pace without side-channel pings or spreadsheets.

Open a draft quote and invite machining, sheet metal, quality, and sales to co-edit using Collaborative Editing. Everyone can add notes, update line items, and drop in reference images at the same time without overwriting each other. Route the draft through an Approval Workflow that fits your policies—engineering sign-off first, then GM, then finance for margin checks. Every step is logged in the Document Audit Trail, so you always know who changed what and when. When it’s ready, generate a branded PDF with Customizable Branding and PDF Export, then send it for customer sign-off with e-Signature to cut turnaround time.

Keep momentum after sending. Use Customer Pipeline to see where each quote sits, filter by value, due date, or likelihood, and prioritize follow-ups. Contact Management keeps account details, buyer roles, and prior conversations in one place. Document Analytics shows which recipients opened the quote, how often, and which sections drew attention, guiding more precise outreach. Set alerts when a quote is viewed or approaches expiration, and spin up revisions fast with updated attachments and terms. CRM Integration backfills activities and quote milestones automatically so reports reflect reality without manual entry.

Standardize how your shop handles paperwork and governance. Build a folder structure in the Document Library by customer, program, and revision, and use consistent naming to speed retrieval. Define role-based Access Control for estimators, sales reps, and executives to protect sensitive pricing. Create Approval Workflow templates by quote size or risk level so routing is automatic. Save branded PDF presets and boilerplate terms to eliminate formatting rework. If searching takes longer than it should, rely on tags, filters, and recently edited views to get to the right record quickly. For deeper sales insights, use Document Analytics alongside CRM data to model win rates and cycle times, then refine follow-up rules and approvals to trim delays. With these habits in place, your team moves from RFQ to signed quote with less chaos and clearer accountability.