# Quotation approval checklist

Use this as a review worksheet, then adapt the owners and thresholds to your purchasing policy. It is a starting point, not an approval policy or a substitute for your organization’s required controls.

Request reference: ____________________  Quote reference: ____________________

Reviewer: ____________________  Reviewed on: ____________________

## 1. Match the quotation to the request

- [ ] Confirm the supplier, request reference and quotation version.
- [ ] Match each item, specification, quantity and unit to the request.
- [ ] Record the quotation currency and validity date.
- [ ] Save the source email and quotation where the reviewer can access them.

## 2. Make the cost explicit

- [ ] Check quantity × unit price for every line.
- [ ] Record freight, installation, discounts and other charges separately.
- [ ] Confirm whether tax is included, excluded or still unknown.
- [ ] Compare the complete expected cost with the correct request budget.
- [ ] Flag missing costs rather than treating them as zero.
- [ ] If currencies differ, record the approved exchange rate and comparison date.

## 3. Resolve the commercial terms

- [ ] Confirm the delivery date and any partial-delivery arrangement.
- [ ] Compare payment terms with the request and company policy.
- [ ] Confirm warranty length, exclusions and the claim process.
- [ ] Record unresolved questions in the supplier question log.
- [ ] Keep written evidence of any revised supplier terms.

## 4. Record a decision

- [ ] Identify the approver and check the required approval threshold.
- [ ] Present the request, quotation, revised terms and unresolved exceptions together.
- [ ] Record approved / revise / declined, the decision time and any conditions.
- [ ] Keep the approval tied to the exact quotation version.
- [ ] Confirm the approved order details before an authorized person issues a purchase order.

Decision: ____________________  Conditions: ____________________

Evidence reference: ____________________

## 5. Keep the order open through receipt and invoice review

- [ ] Record actual received quantities, receipt date and receiving owner.
- [ ] Keep outstanding quantities visible after a partial delivery.
- [ ] Compare the invoice with the approved order and receiving record.
- [ ] Assign quantity, price or tax differences to a named reviewer.
- [ ] Record how the exception was resolved before releasing a held amount.

## Prepared example

PR-1042 requests 24 monitor arms and 6 docking stations. The quote is $2,184 in goods plus $72 shipping, or $2,256 before tax, against a $2,400 budget before tax. Payment and warranty require clarification. When 20 of the 24 arms are received but all 24 are invoiced, 4 × $58 = $232 requires quantity review. Tax remains a separate check.

All names and records in this example are fictional. The local Trion demo does not issue orders, send email, approve a real transaction or make payments.