Before you quote: protect your delivery promise and your cash
A practical quotation checklist for mining suppliers: clarify the scope, check delivery capacity, understand payment terms and prepare the records needed to finish the job.
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AI 生成的示意图A quotation is a delivery promise with commercial terms attached. Before sending it, check that your team understands the scope, the cost of fulfilling it and the evidence needed to close the job properly.
The aim is a quotation you can explain and an order you can execute, rather than a low number that creates problems later.
Confirm what the customer is buying
Read the request line by line. Match specifications, quantities, units, delivery location and the required date. Identify which items are mandatory and whether alternatives are permitted. For a service contract, clarify the work boundaries, milestones, resources and acceptance process.
Record assumptions and exclusions clearly. Ask the buyer to resolve important uncertainties through the approved clarification channel before the deadline.
Check your supply and execution plan
Confirm availability with your sources and agree realistic lead times. Plan transport, packaging and any handling requirements. For on-site work, establish what access, induction and mobilisation arrangements the buyer requires.
Consider what could interrupt delivery and how you would respond. Do not present stock, equipment or staff as available until you have checked.
Review the full cost and payment timetable
Include the costs relevant to the scope, such as purchasing, transport, labour, testing and agreed site requirements. Understand applicable tax and currency terms with qualified support where needed. A price should reflect the work you have actually agreed to provide.
Map the timing of your cash commitments against the customer’s proposed payment terms. Check what happens if delivery acceptance or an invoice is queried. Decide whether you can complete the commitment on those terms before accepting it; do not assume a future payment will arrive earlier than agreed.
Make the quotation easy to assess
A useful quotation identifies the customer request, gives a clear scope and price breakdown, states its validity and explains delivery and payment terms. Check the arithmetic and the document version before sending it. Have another responsible person review unfamiliar or material commitments.
Keep written approval for changes. If the scope grows, agree the revised terms rather than allowing an informal request to become an unsupported obligation.
Prepare the evidence needed to finish
Confirm who can acknowledge delivery or accept completed work. Retain the authorised order, delivery records, agreed changes and acceptance evidence. Follow the customer’s actual invoice-submission requirements and keep a record of queries and responses.
RockStrata recommendation: start with a connected business foundation
RockStrata’s purpose is to help mining suppliers establish their presence, connect with opportunities and build stronger businesses. Business Launch helps you explain your operating needs and explore a suitable configuration. Describe where enquiries, quotations, deliveries and invoicing currently lose continuity so that your proposed scope addresses a real business problem.
Review the capabilities and services included in your actual quotation. Begin with a clear business identity and a manageable delivery promise, then build the systems and working habits that support repeatable execution.
