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Agency Training Guide
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Lesson 16: Sharing a Link to Your Current RFQs
To Share a Link to Your Organization's Current RFQs: Click 'My Organization Requests' on the top, right-hand side of the page Select 'Share' on the opposite side of the screen Highlight the link. Then copy and paste it into an email, on social media, or directly on your website TIP: The most successful agencies on GovQuote take full advantage of the platform by adding a their custo
Lesson 1: Creating and Editing Your Agency Account
To create a new agency account: Go to https://govquote.us/ Click the Sign Up button in the top right corner Click Select an Organization Type and then select A Government Agency from the drop-down menu Enter your first and last name (optional), along with the email and password you wish to use to log in (required) Click the blue **
Lesson 2: Inviting Additional Agency Users
To invite additional users to your agency account: Click your name in the top right corner Click Settings from the drop-down menu Select the Users tab Under Users, enter the email address of the user you wish to add Click the blue Send Invitation Emails button To learn how to delete agency users, click here.(https://govquote.
Lesson 3: Deleting Agency Users or Your Agency Account
To delete a user from your agency account: Click your name in the top right corner Select Settings from the drop-down menu Click the Users tab Click the red Delete User button under the user you wish to remove Select which user you would like to take over any pending communications Click the red Yes, delete this user button
Lesson 4: Adding Custom Fields
Custom fields allow you to add one or more fields to the request form. Fields can be visible to companies or for internal use only. To add a custom field: Click the Custom Fields tab from the Settings menu Enter the name of your custom field in the Label text box Select the appropriate option from the Type drop-down menu If this custom field is only being used internally, click the checkbox Click the blue Save button !(https://storage.crisp.chat/users/help
Lesson 5: Adding Custom Terms and Conditions
Agencies may add a Custom Terms and Conditions which vendors must approve before being able to send quotes. To add a Custom Terms and Conditions for all of your agency's requests: Click your name in the top right corner Select Settings from the drop-down menu Click the My Agency tab Copy and paste your custom terms and conditions into the field on the right side or attach a file using the attachments placeholder Click the blue Save button !(https://storage.cri
Lesson 6: Creating a New Request for a Product
Creating a request will let companies know what products your agency is looking to purchase at the best possible prices. To create a new request for a product: Click the blue + New Request button on the main page (Note: If this is your first time creating a request, the button will be at the bottom of the Drafts page) Add a name, the specific details of your request, the due date and time, the max number of responses you want, and any attachments you would like to include wi
Lesson 7: Creating a New Request for a Service
Creating a request will let companies know what services your agency is looking to purchase at the best possible prices. To create a new request for a service: Click the blue + New Request button on the main page (Note: If this is your first time creating a request, the button will be at the bottom of the Drafts page) Add a name, the details of your request, the due date and time, the max number of responses you want, and any attachments you would like to include with the reques
Lesson 8: Editing and Updating a Request
Only published requests and draft requests may be edited. To edit a draft request: Select the Draft tab under My Requests Click View on the draft you wish to edit Click the blue Edit button Make any changes you would like to the request name, details, attachments, and/or categories Click the blue Save as draft button Select the Draft tab under My Requests again to see your applied changes !(https://storage.crisp.chat/users/helpdesk/website/4
Lesson 9: Sharing a Request
To share a request via email: Click View on the right-hand side of the request you want to share Click the Share Request button on the bottom right of the page Click the Email icon in the popup window This will open an email in your default email platform with a short message about what product or service your agency is requesting. It will also include a URL to the request. Next, enter the recipient and click Send to share your request via email !(https://st
Lesson 10: Canceling a Request
(Note: Only published requests may be canceled.) To cancel a request: Click View on the request you wish to cancel Click the red Cancel Request button Click the drop-down menu and choose a reason for cancelling the request Click the Would you use GovQuote again for future Requests drop-down menu and select "Yes" or "No" Add any other explanation or comments in the text box Click the blue Yes, Cancel Request button !(https://storage.crisp.chat/users/hel
Lesson 11: Notifications for Agencies
When a vendor responds to an open request you have posted, you will be notified within the app and via email. If someone else from your agency speaks with the vendor first, both of you will be notified of further updates. Notifications can be cleared by clicking the blue Dismiss text on each notification or by clicking Dismiss all. They can also be viewed on a separate page by clicking View all. !(https://storage.crisp.chat/users/helpdesk/website/440f4040-d03a-43d0-92fb-58bad3ac
Lesson 12: Choosing a Quote to Award
To Award on GovQuote After reviewing quotes from several companies, you can select the quote that meets your needs by clicking the blue Choose this Quote button. The company will be then be immediately notified that you have chosen their quote via in-app and email messaging. The quote status changes to Quote Awarded and can now be found under My Requests > Awarded. Awarded quotes and requests cannot be canceled or changed. After awarding a quote, please send the company a
Lesson 13: Chatting and Communicating with Companies
(Note: The entire GovQuote platform is constantly being monitored and curated by our dedicated staff to ensure the best possible experience for our users. However, while we strive to keep interactions positive and productive at all times, we cannot always prevent every unhelpful response due to the sheer amount of requests on the platform.) __ Users will soon have the ability to flag responses that are seen as inappropriate/unhelpful. Each flagged response will be reviewed by a GovQuote modera
Lesson 14: Following Up With Companies
Communication through the chat window can continue on an Awarded Request so that any paperwork required can be arranged with the company and the procurement process be completed. All communications become part of the Audit Record. To send a follow-up message to a company: Click the blue View text on the awarded request On the left of the page, under Quotes, click the blue View text next to the company name Enter a follow-up message in the text box including any attachme
Lesson 15: Viewing the Audit Record & Certificate of Request
GovQuote's Audit Record feature automatically records every event of a transaction and is available to be viewed and printed at any time. To view and print the Audit Record: Click the blue View text on any published request Click the View Audit button in the bottom left corner of the page Click the File tab of your browser (Chrome in this case) Click Print... Verify that everything is correct Click Print !(https://storage.crisp.chat/users/helpdesk/we
Tip 1: Getting the Fastest Responses and Best Prices
To get the fastest responses and best prices, make sure you: Select the right category and feel free to select more than one if it applies. Companies are notified based on categories selected. Include part numbers and where the products/services are to be delivered, so a company can respond without having to ask any additional questions. Respond quickly to any questions companies may have.
Tip 2: Be specific with your requests!
"What you give is what you get." Vendor response time to your requests is heavily dependent on the information you provide within the request. For example, creating a request and simply calling it "Work Uniforms" with very little info in the description field may not yield the most ideal results. Vendors need to know quantity, size, skillset, payment terms, and other such specifics based on what product or service your agency is looking to purchase in order to provide an accurate quote. W
Tip 3: How do I publish a request to companies that are only near my agency?
GovQuote handles this for you automatically. When a company registers for GovQuote, they enter the county and/or states in which they can deliver their product or service. When an agency publishes a request, the GovQuote system only notifies companies able to perform for that agency. For agencies who have an established local preference policy, each quote includes the location of the company, so that can be taken into consideration.