Supplier Quotes & Work Orders

Overview

To get pricing for a job, open the maintenance request → click the Actions button → Request quotes, pick your suppliers and click Send requests. Quotes that come back appear on the Quotes tab, where you Accept quote (or Send for owner approval first). Then send the job with Actions → Send to supplier.

Request quotes from suppliers

Open the maintenance request

From the left menu, click Maintenance and open the request you want to quote. It opens on the Overview tab.

Start a quote request

Click the Actions button (top right) and choose Request quotes. The Request quotes from suppliers window opens.

Filter by category

Use the Category chips to narrow the supplier list — the request's own category is selected for you. You can turn several on, or leave them off to see every supplier.

Pick the suppliers

In Suppliers (required), select one or more suppliers to quote — use Select all to add the whole filtered list. A supplier you've already requested a quote from is greyed out with Quote already requested.

Send the requests

Click Send requests, then Send to confirm. Keyhook emails each supplier a link to submit their quote and moves the request's status to Awaiting Quotes.

Note: The request still sends with no description or photos, but suppliers have far less to price from — Keyhook shows a Heads up warning first so you can add detail before sending.

Review and accept a quote

Open the Quotes tab

On the maintenance request, click the Quotes tab. It has four sub-tabs — Pending Requests, Received Quotes, Approved Quotes and Rejected Quotes.

Compare the received quotes

Open Received Quotes to see each supplier's Amount (ex-GST), Timeline, notes and any attached files. Click a row to open the full quote in a new tab.

Select the quote to accept

Tick the one quote you want and click Accept quote. Only one quote can be accepted per request, so the button stays disabled while more than one is ticked.

Set the expected dates

In the Accept quote window, set the expected Start date (and optional End date), or click To be confirmed if the supplier will confirm timing later, then click Confirm.

Reject the quotes you don't want

To turn a quote down, tick it and click Reject quotes, then confirm.

Chase a slow supplier

To remind suppliers who haven't replied, open the Pending Requests tab, tick them and click Resend requests, then confirm.

Note: Leave Reject all others on accept on (top right of Received Quotes) and accepting one quote automatically rejects every other received quote for the request. Turn it off to accept a quote without rejecting the rest.

Send the work order to the supplier

Check the supplier is set

On the Overview tab, make sure the right supplier is chosen in the Supplier field, and add anything they need in Notes for supplier.

Save the request

Click Save.

Send to supplier

Click the Actions button and choose Send to supplier, then click Send to confirm. Keyhook emails the work order to the supplier and shows a Sent to supplier confirmation with the date and time.

Note: This insurance check only applies when your agency has enabled the expired-supplier-insurance warning setting: with it on, if the chosen supplier's insurance is missing or expiring within 30 days, Keyhook asks you to record a reason before it will send. With the setting off, Send to supplier just shows the normal Send confirmation — so check the supplier's cover yourself before you commit the job.

Send quotes to the owner for approval first

Select the quotes to send

On the Received Quotes tab, tick the quote (or quotes) you'd like the owner to weigh up and click Send for owner approval.

Confirm the send

Review the listed quotes in the Send quotes for owner approval window and click Send for approval, then Send. The request's quote is marked Awaiting approval and the owner is emailed to review it.

Note: Owner approval doesn't dispatch the job by itself — once the owner is happy, you still accept the quote and send the work order with Actions → Send to supplier.

Record a quote yourself

Open Add Quote

On the Received Quotes tab, click Add Quote — use this when a supplier sends their price by phone or email instead of through Keyhook.

Enter the quote

Choose the Supplier (required), then enter the Amount (ex-GST) and Timeline, add any Notes from supplier, and optionally attach the quote PDF in the Attachment field.

Save

Click Save. The quote appears under Received Quotes alongside any that came in through Keyhook.

Note: Amount (ex-GST) and Timeline are required unless you attach the quote PDF — with a file attached, both become optional.

Preview what the supplier sees

Find the supplier link

On the request's Overview tab, find Link for supplier (shown with the Work Order ID). This is the public job page — no Keyhook login needed.

Open the preview

Click the link to open the page exactly as the supplier sees it: the Work Order ID, category, location, access details, description, photos and your contact details.

Share or download it

The supplier can use Download PDF on that page to save the job, and should quote the Work Order ID when invoicing.

Frequently asked questions

Do I have to get quotes before sending a work order?

No. Requesting quotes is optional — if you already know who's doing the job, set the Supplier on the request and go straight to Actions → Send to supplier.

Can I accept more than one quote?

No — only one quote can be accepted per maintenance request, so the Accept quote button is disabled while more than one is selected. With Reject all others on accept on, accepting one automatically rejects the rest.

What happens when I send quotes for owner approval?

The quote is marked Awaiting approval and the owner is emailed to review it. Approval on its own doesn't send the job — once the owner agrees you still accept the quote and use Send to supplier.

A supplier's quote has no price or timeline — is that allowed?

Yes, if they attached their quote as a PDF. When there's no attachment, both the Amount (ex-GST) and Timeline are required — the same rule applies when you record a quote yourself with Add Quote.

How does a supplier view the job without a Keyhook account?

Through the Link for supplier shown on the request — it opens a public page with the job details, photos and contact info, and a Download PDF button. They quote the Work Order ID when they invoice.