Approving supplier costs and quotes
How approval limits work, how you are asked to approve a supplier's quote, and what happens to the job while it waits for your decision.
Updated
Some accounts want a say before money is spent on a breakdown. Fix My Truck can hold the work until you approve the supplier’s quote.
Approval settings
Approval is set up per account with our team:
- Jobs need the account’s approval: on or off.
- Approval limit: quotes up to this amount go ahead without asking you. Quotes above it need your approval. With no limit set, every quote needs approval.
With approval turned off, suppliers go ahead as soon as they are on the job. Ask us to change your settings at any time.
How you are asked
When a supplier’s quote is over your limit:
- The job shows Awaiting customer approval, and the supplier is told to wait for the go-ahead.
- Your portal users get an email with the request.
- You open the job in the customer portal and choose Approve or Decline. A decline needs a short reason, so the supplier and our team know what to do next.
- You can also give your answer to our team by phone or email; they record who approved it and how.
As soon as the quote is approved, the supplier gets the go-ahead and starts work.
Later quotes
- An approval covers any later quote up to the amount you approved.
- If the supplier finds more work and the quote rises above what you approved, the go-ahead is paused and you are asked again.
- A decline applies to the quote it was given on. The supplier may revise their quote, or we may find another supplier.
While a job waits
A vehicle can’t be repaired while a quote waits for approval, so please answer quickly, especially out of hours. If your approvers might be hard to reach, tell us who else can approve, or ask us to set a higher limit for after-hours jobs.
Only a Fix My Truck administrator can let work go ahead without your approval, and the reason is recorded on the job.