How to get Quotes and Parts

  1. Overview
  2. Platinum Department
  3. How to get Quotes and Parts

Getting Quotes and Ordering Parts 

This guide details the standard procedure for obtaining price quotes and identifying the correct hardware after a technician has completed a job assessment. 

Step 1: Supplier Quote Request

Before finalizing an estimate for the customer, you must secure current pricing and availability from a supplier.

>>> Core Suppliers

We commonly work with the following suppliers:

 

Standard Quote Request Procedure

 

The process for requesting a quote is the same for all vendors.

Action: Send an email to the chosen supplier's contact. 

  1. Subject:
    - Parts Inquiry - Sure Lock & Key Locksmith LLC;
    - Quote For Sure Lock & Key LLC;
    - Quote Request for Sure Lock & Key LLC; 

  2. Email Body:

    • If Part is Known: Clearly list the product details (including brand, model, finish, keyway, quantity, etc.).

    • If Identification is Needed: You can send pictures of the part (e.g., a closer, a lock, etc.) and write a clear request like: "We need this closer. Could you help us identify which one we need and provide a quote for it?" Attach clear photos to the email.

  3. Quote Checklist: Always ask for the following information:

    • Availability

    • Current Pricing

    • Lead Time / Shipping Time / Shipping Cost

    • Return Policy

When emailing Sec Lock, the Subject must follow this exact format:
Sure Lock & Key LLC Quote Request //JOB ID // Reference Number W46591
Please ask the supplier to clearly mark the quote they send back with the Workiz Job ID (that was given in the Subject)

You may also log into Sec Lock to check tracking numbers, eta for the parts/quotes, etc.

 

Step 2: Processing Quotes and Finalizing the Estimate

Once you receive the responses from suppliers, you can proceed with the best option.

  • Update the Job: Always update the job with a note about what supplier you chose to get the quote from.

  • PDF quote: If you receive a PDF file as a quote, please download it and attach it to the relevant job.

  • Logistics Note: Go to the Logistics Order Tracking spreadsheet and leave a note that the job has a PDF file attached (if applicable).

  • Create Estimate for a Client: Calculate the final customer estimate by applying our standard markup and adding labor and service call fees where applicable.

 

Step 3: Placing the Parts Order (Logistics)

To officially request that the parts be ordered, you must use the Logistics Order Tracking spreadsheet.

  • Put Job ID (from Workiz);

  • All the parts (that we need to order given in an estimate from a supplier);

  • Office/Category: Platinum;

  • State: Depends on the state the client needs to have a job/parts order done;

  • Job Description: put the exact name of parts that supplier provided you with;

  • Price: don’t touch price fields, it’s up to the Logistics Department/Tech Support. 

  • Make sure you have the Shipping Address (if it’s parts only).

Note! If you need to order 3 different parts, you have to submit 3 different requests with their names/ SKUs and quantity, because they can be ordered from different suppliers. (check the screenshot above) 

Once parts are ordered, make sure to check the Tracking Number or double check with the Logistics Team for a lead time. Inform the client as well as update the job with a note, including the Tracking number as well. 

For Purchase Orders (POs) required to ship parts to their address, put the shipping address in the job notes and add a 'Blind Order' note to the Logistics Order Tracking spreadsheet. This designation means the shipment must go directly to the client's specified shipping address.

More on how to use the Logistics spreadsheet use Article “HOW TO USE LOGISTICS SHEET”.

External Sourcing & Follow-Up

A. Alternative Vendors for Ordering

We commonly order from the following external sources, typically after a part number has been identified:

  • Amazon

  • Trudoor

  • UHS Hardware

Crucial Check: If you search and find a cheaper part from an external vendor, you must send the link and part details back to the Technician to double-check and confirm it's the correct item before ordering.

B. Shipping and Tracking

  1. Once parts are ordered, check the Tracking Number or double-check with the Logistics Team for the lead time.

  2. Inform the client and update the job with a note, including the Tracking number.

  3. Purchase Orders (POs) / Blind Orders: For shipments that must go directly to the client's address, put the shipping address in the job notes and add a 'Blind Order' note to the Logistics Order Tracking spreadsheet.

Important: Before ordering from an external vendor, if you search and find a part, always send the link and part details back to the technician to double-check and confirm it is the correct item.

 

 

Source

Written by Britney EM Last updated October 2, 2025
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