# Quotes and Purchase Orders

Turn vendor quote PDFs into priced line items, purchase orders, and a price history you can trust.

A vendor quote lands in your inbox, and the numbers in it die there: retyped into a spreadsheet once, never connected to the parts they price, gone by the next job. Submittal Kit reads the quote and keeps every price on the part it belongs to.

![A purchase order with acknowledged, shipped, and received lines](https://submittalkit.com/static/images/help/quotes-and-purchase-orders-po.webp)

## Drop in a quote

Open your project's Procurement tab and switch to the Quotes view.

1. Drop the vendor's quote PDF on the page. Line items are read from the document, matched against your parts, and priced.
2. Review the candidate. Confirm the vendor (or create a new one, and remember that spelling as an alias), the quote date, and a reference.
3. Fix up the lines: uncheck any you don't want, remove a misread line, search your [part library](/help/part-library) to correct a match, create a part that doesn't exist yet, or add a line by hand.
4. Accept the selected lines, or dismiss the candidate and its staged file is discarded.

If a file can't be read automatically, you can still add each priced part by hand and keep the PDF attached as the source.

## Prices follow the part

Every accepted line becomes a price record on that part. Together they form your price book, and it reaches across projects: pricing a part on a new job shows what vendors quoted it on every other job, for reference only, never applied automatically. That history is the difference between negotiating from memory and negotiating from your own records.

## Purchase orders

When you're ready to buy, build a PO from the quotes you accepted.

1. Create a purchase order and add lines by searching your parts. Where a part has more than one quoted price, pick the price option you're actually buying at.
2. Tie each line to a budget line so the committed cost lands in your [Budget Register](/help/budget-and-sov).
3. Acknowledge the PO when the vendor confirms it, then record the promised ship date.
4. Log receiving events as material arrives, at the shop or at the site, and attach the packing slip to each one.

Ordered, acknowledged, and received status roll up into the [Coverage view](/help/coverage-and-lead-times), so the question "did we ever order that?" has an answer you can point at.

> Receiving dates do double duty: they build a historical record of each part's actual lead time, which sharpens the order-by warnings on every future job.

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Submittal Kit · Procurement & Change Orders · Updated 2026-08-15
Canonical: https://submittalkit.com/help/quotes-and-purchase-orders