A complete machining quotation usually contains the following core modules. A complete machining quotation usually contains the following core modules. You can choose according to the actual situation.
After many machine processing factories report prices to customers, customers will object because they think the price is expensive. At this time, if you continue to ask or explain some details, it will be unclear again. The reason for this situation is that the quotation form is not too precise. The three sets of templates mentioned below correspond to different business scenarios. After you take it and make some modifications, you can use it directly.
Don’t miss the basic information column
The number, date, validity period of the quotation, the full names and contact information of both companies, these are details that are easily overlooked by everyone. Therefore, it is recommended to write the report number in the format of "BF-Year-Serial Number". Regarding the validity period, it is best to write it from fifteen to thirty days. The reason is that the fluctuation range of the material market is particularly large. Once this time period is exceeded, the price must be re-assessed.
It is necessary to fill in the information of both parties completely. The two parties mentioned here refer to the purchaser and the processor. The full names of these companies or the specific addresses, contact persons and telephone numbers are absolutely indispensable. The address must be accurate to the street number. At the same time, it is recommended to write down the main and backup candidates when filling in the contact person. The purpose of this is to avoid any problems related to delays in subsequent logistics and distribution or invoice issuance or daily communication.
Write down the details of the processing items
List the parts name, material grade, specification size, quantity, drawing number and key technical requirements one by one. The material must be written with a specific grade. For example, specific names such as 45 steel or 304 stainless steel. Do not just write the name of carbon steel, otherwise the finished product will not be graded.
The drawing number must correspond to the version given by the customer. The drawing number, edition, and release date must be clearly written. The tolerance level, surface roughness, and hardness range must be clearly determined. Do not write in general terms like the drawing, otherwise it will be unclear who is responsible if there is a dispute.
The cost components are broken down item by item
Please put the material cost in a separate line, and indicate the unit price, dosage and loss rate, and then break down the processing fee according to the process, such as how many working hours were used for turning, what is the specific unit price of working hours, how many working hours were used for milling, what is the specific unit price of working hours, how many working hours were used for drilling, what is the specific unit price of working hours, how many working hours were used for grinding, and what is the specific unit price of working hours. Heat treatment, blackening, galvanizing, and anodizing should also be listed separately. Do not package this cost into one number.
If it is a small batch customization, additional mold opening fees or first-piece commissioning fees will be charged. If you encounter large structural parts, you have to calculate the lifting and transportation costs, and you also have to worry about the amortization cost of the tooling fixtures.
Please clearly mark the calculation basis behind each expense, so that when customers have questions, you can point to the numbers above to explain. The purpose of this is to illustrate that these results are not just imagined, they are all reasonable and well-founded.
Quotation Summary and Taxes
First add all the expenses together, then list the subtotal results, and then calculate the value-added tax. Here, general taxpayers calculate it at a tax rate of 13%, and small-scale taxpayers calculate it at a tax rate of 3%. Finally, the total price including taxes and fees is calculated.
The uppercase and lowercase letters of the total price must be consistent with each other. The uppercase part needs to be written in the form of Chinese characters such as "一二三四", and the lowercase part must use numbers directly. If the numbers on both sides do not match, the bill must be invalidated and reissued.
At the bottom, you should clearly indicate whether tax is included and whether shipping and packaging are included. If subsequent customers increase the quantity or modify the drawings, the price adjustment mechanism must be clearly written. For example, if the quantity increases or decreases within 20%, the unit price will remain unchanged. If it exceeds this range, the price needs to be recalculated.
Don’t be vague about business terms
It is recommended to pay 30% in advance, 60% before shipment, and the remaining 10% after acceptance. If it is a small batch order, the payment method can be agreed to be a 50-50 ratio.
The starting time of the delivery cycle is calculated from the time when the advance payment is received and the drawings are confirmed. It needs to be clearly written here whether it is calculated based on natural days or working days. If delivery is completed beyond the agreed time, a liquidated damages of one thousandth and one percent per day must be paid as compensation in accordance with regulations, but the total cumulative amount of this part of liquidated damages cannot exceed 5% of the total price.
In the quality standards section, you have to write clearly whether you are implementing national standards or corporate standards. Regarding the acceptance method, it depends on whether the customer accepts it on site or it is handed over to a third party for testing. The after-sales terms should also be written clearly.
If you encounter quality problems, free repair is required. If the failure is not caused by quality reasons, you will have to pay for repairs. The warranty period is usually one year, but if the damage is caused by improper use, it is not covered by the warranty.
Three sets of templates correspond to three scenarios
In the case of standard batch parts, if the quantity is more than 500 pieces, then the focus should be on the splitting of processes, and the issue of batch discounts should also be considered, and those terms will be more biased towards delivery date requirements and batch acceptance standards.
If it is a small batch customization, when the quantity is between one to fifty pieces, the focus will be on the cost of mold opening and commissioning and the shortest delivery cycle , and the payment method will become more and more compact. When dealing with large structural components, the main focus should be on the development of transportation and lifting plans, and the use of staged payments to fulfill the contract.
The framework is the same, but the difference lies in the different emphasis on fees and the degree of easing or tightening of the terms. First get the template, and then delete all the items that are not applicable. Then fill in the specific content of your own process, plus the logical part of the quotation. Then export it to PDF format and stamp it before sending it out. In this case, a standardized quotation can save about half of the wrangling.
Does the current quotation of your factory basically do not need to be modified after it is sent out, or do you have to modify it every time a customer asks? You are welcome to talk about the specific difficulties in the comment area. If you think this content is helpful to you, please like it with your finger , or forward it to your workshop colleagues so that they can take a look.
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