Quote to order

From an accepted quote to an order production can actually run

Acceptance that locks a revision, a purchase order matched line for line against it, and a handoff that carries the agreed numbers rather than somebody's retyping.

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Diagram titled "Quote through to order", showing the seven RFQ-to-order stages from enquiry intake through to accepted order.

In short

KanchanFlow is an RFQ-to-Order CRM that closes the quote-to-order gap: e-signed acceptance locks the agreed revision, purchase order capture matches the buyer PO line for line against that locked revision, and only a matched or explicitly resolved order is pushed to your ERP.

Between a quote a customer says yes to and an order your floor can run, there are three documents and at least two people who each assume the other checked. The quote, the acceptance, and the purchase order. The gap between them is where a shop agrees one price and bills another, or cuts material to the wrong print revision.

None of this is exotic. It is the plainest possible discipline: freeze what was agreed, compare what was ordered against what was agreed, and only send production what survived the comparison.

Acceptance

Signing freezes the revision

The moment a quote is accepted it stops being editable. Any change after that is a new revision with its own acceptance.

Locked revision: Signed = frozen; The accepted revision cannot be edited afterwards. A change means a new revision and a new acceptance.
Signer evidence: Name, email, IP, time; Held against the acceptance so the record survives a dispute two years later.
Countersigned PDF: Both sides; The exact document that was agreed, stored on the quote rather than in a mail folder.
Order created: On acceptance; An order record exists from the moment of signature, so it can be tracked before the PO arrives.

This is the smallest change with the largest effect. When the accepted revision is immutable, every later disagreement has a factual answer, and the phrase we agreed something different stops being an argument and becomes a document lookup.

PO matching

Seven fields, compared line for line

Not a header total check. Every line of the PO against every line of the accepted revision.

Field	Match rule	Why it matters
Part number	Exact	A PO against a superseded part number is the most common single mismatch
Drawing revision	Exact	Rev C accepted, Rev B on the PO — stop before material is cut
Quantity	Exact	A 250 accepted against a 200 ordered changes the per-piece price
Unit price	Exact	Checked against the accepted revision, not against any earlier quote
Delivery date	Tolerance you set	A pull-in outside your quoted lead time raises rather than passes
Terms	Flagged difference	Net 30 quoted, Net 60 on the PO, escalated to whoever owns credit
Line count	Exact	A PO covering four of five accepted lines is a partial order, not a discrepancy to ignore

Discrepancies

What happens when the PO does not match

A mismatch is a decision, and decisions want an owner and a record — not a blocked queue.

Raised, not blocked — A mismatch does not stop the order. It puts it in a discrepancy state with the two values side by side and an owner assigned.
One message to the buyer — The discrepancy view produces the email or WhatsApp message with the exact difference stated, so the buyer's own system can be corrected.

Resolution recorded — Accepted as ordered, corrected PO received, or quote re-revised. Whichever way it goes, the decision is on the record with a name against it.
Then the handoff — Only a matched or explicitly resolved order is pushed to production. That single rule removes most of what shops call a paperwork problem.

Handoff

What crosses into production

Customer, ship-to address and buyer contact
Line items with part number, drawing revision, quantity and agreed unit price
Promised delivery date per line, with the expedite flag where one applies
The accepted quote revision number and the PO number, both linked
Outside-service operations quoted, so purchasing knows what to buy out
Special instructions from the print or the buyer that were priced into the quote

The payload deliberately includes the outside-service operations that were quoted. Purchasing needs to know that the price assumed black oxide from a specific vendor at a specific rate, because buying it somewhere else at a different rate is a silent margin change nobody records.

Milestones come back the other way. A shop running a job-tracking system that reports operation completion can show inside sales where an order actually is, which removes the single most common interruption on a shop floor: a salesperson walking out to ask when something ships.

Boundaries

Where we stop

What this is not

This is not an ERP, MRP, CAD, BOM, or advanced CPQ system — it manages customer RFQs, quotes, follow-ups, and order handoff.

We do not schedule the order, we do not allocate it to a machine, we do not run an MRP pass against it, and we do not hold inventory. The order leaves us the moment it is matched and confirmed. What stays with us is the commercial record behind it — the RFQ it came from, every revision, the acceptance and the PO — so that when a question is asked eighteen months later there is an answer.

Questions about quote to order

Quote to cash is the whole cycle ending in a collected payment. Quote to order is the front half: getting from an issued quote to a confirmed, matched, production-ready order. In a job shop the front half is where the errors are created and the back half is where they are discovered. We concentrate on the front half because that is where a fix is still cheap.

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