Proposals are sent by service providers detailing the costs and materials involved to complete the specified work. When a service provider submits a proposal, you can take the following actions in SC Mobile:
- View proposal details
- Find and filter proposals by status, priority, trade, and more
- Process proposals: approve, reject, put on hold, or assign them to specific employees in your organization
Users with the "Proposals: Process" and "Proposals: Full Control" permissions can take action on proposals in SC Mobile. See Invoices Tab in Dashboard.
Standalone Proposals Versus Proposals Linked to a Work Order
There are two types of proposals:
- Standalone proposals are not tied to a work order. Once the proposal is accepted, a work order is generated.
- Example: A service provider may create a standalone proposal while servicing a Planned Maintenance work order (say, a proposal for a HVAC repair created when a provider was performing filter maintenance). Also, you may see standalone proposals from RFPs generated by you or your internal team, such as for CapEx projects.
- Proposals associated with a work order are generated from an existing work order. This typically occurs when a service provider is already working on a repair, but the scope of work has increased, or work will cost more than the NTE.
- Example: A service provider is fixing a roof, based on the task specified in a work order. The NTE is $1500, but the scope of work increases the costs to $1700. You may request the service provider to submit a proposal based on the existing work order.
Accessing and Viewing Proposals
In SC Mobile, you can view proposals from a location, from a work order associated with a proposal, and from the proposals list.
From a Location
| You can view all proposals submitted for a specific location. ⦿ How to View Proposals for a Location
From here, you can take action on a proposal or view the proposal details. |
From a linked work order
| When a proposal is linked to a work order, you can see the proposal status and number on the work order details screen. ⦿ How to View a Proposal from an Associated Work Order
|
From the proposals list
| You can view a full list of proposals submitted for all locations to which you have access. ⦿ How to View the Proposals List
From here, you can take action on a proposal or view the proposal details. |
Viewing Proposal Details
On the proposal details screen, you can see the following info:
- Recommendation on the proposal provided by the Supporting Intelligence solution
- Project description
- Attachments uploaded with the proposal (if any)
- The breakdown of project costs: costs incurred to date, materials, installation labor, non-installation expenses, freight, tax, and the total cost
- After locating the desired proposal, tap each line item to view more details. You can not expand line items where the cost is zero (0.00).
Taking Action on Proposals
Once you have reviewed the proposal details, you can process the proposal — approve, reject, put on hold, or assign it to a specific employee in your organization.
- On the desired proposal, tap Approve.
Depending on whether the proposal is associated with a work order, you can select the original or existing WO or create a new one. Specify the required WO parameters, and tap Confirm / Select WO.
Approved proposals must be associated with a work order. For standalone proposals, you need to create a new work order upon accepting the proposal. For proposals linked to a work order, you can either keep the original work order or choose another one.
- In the green overlay that appears, select a reason for approval (if required), and enter your comment.
- Tap Approve to confirm. The proposal moves to the Approved status.
- On the desired proposal, tap Reject.
- In the red overlay that appears, select a reason for rejecting the proposal.
- (Optional) Enter a comment explaining why you’re rejecting the proposal.
- (Optional) Tap Select People to Alert to specify people who will receive a notification about the rejected proposal. The provider who submitted the proposal is selected by default. To add another email address, tap Add Email.
- Tap Proceed to confirm. The proposal moves to the Rejected status.
- On the desired proposal, tap On Hold. The button color changes to yellow.
You can take a proposal off hold by tapping On Hold again. The button color will change back to blue.
- On the desired proposal, tap Assign. A list of users appears.
- Tap the desired user, and then tap Assign.
- In the blue overlay that appears, select a reason for assigning the proposal (if required), and enter your comment.
- Tap Assign to confirm. The proposal is marked as Assigned, and the name of the assignee is listed on the proposal.
You cannot undo a proposal assignment. Once you assign a proposal to a user, you can only reassign it to another user.
Filtering Proposals
You can filter proposals by the following criteria:
You can sort the list by the proposal creation date, trade, or status. You may also exclude proposals associated with a work order, To reset the filter, tap Reset, and apply the desired changes. When the filters are reset, the Open and On Hold statuses are selected, and the creation date is set to the last 3 months. |
|
Once the filters are applied, they remain turned on even when you quit the app or sign out. |
|
You can create a custom filter by tapping the plus + icon in the upper-right corner of the Filter Proposals screen.
- On the proposals list, tap Filter / Filter Applied. The Filter Proposals screen appears.
- Apply the desired filter by tapping Apply. You will see Filter Applied on the proposals screen.
- On the proposals list, tap Filter Applied. The Filter Proposals screen appears.
- On the applied filter, tap Reset, and then tap Apply. You will see Filter on the proposals screen.
