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• New GovQuote Preview For Agencies

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• Lesson 1: Creating and Editing Your Agency Account

  To create a new agency account: Go to https://govquote.us/ Click the 'Get Started' button towards the bottom of the screen. 3.Go to I'm with a... and then select Agency from the drop-down menu. 4. Enter your agency name. 5. Add your main office address. ![](https://storage.crisp.chat/users/helpdesk/website/1755115a27de5800/screen-shot-2020-07-30-at-9462_1v3l189.Few readers

• Lesson 2: Inviting Additional Agency Users

  To invite additional users to your agency account: Click Account in the bottom left hand corner of the Navigational Menu Click My Organization Select the Users tab from the drop down menu Select Invite Users, then enter the email address of the user you wish to add Click the blue Invite button To learn how to delete agency users, [click heFew readers

• Lesson 3: Deleting Agency Users

  To delete a user from your agency account: Click on Account in the bottom left hand corner of the Navigational Menu Select My Organization tab Click the Users option in the drop down menu Click the grey Action button next to the user you wish to remove Click the Remove option ![](https://storage.crisp.chat/users/helpdesk/website/fb43156dcFew readers

• 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 Account in the navigation menu in the bottom left hand corner Select My Organization then choose the Customize Requests option from the drop down menu Select Add Field to begin your custom field Enter the name of your custom field in the Label text box Select the appropriate option from the **TypeFew readers

• Lesson 5: Adding Custom Terms & Conditions

  Agencies may add Custom Terms & 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 Account in the navigation bar in the bottom left hand corner Select My Organization then choose Customize Requests from the drop-down menu Copy and paste your custom terms and conditions into the field or attach a file using the Add a Document button Click the blue Submit buttonFew readers

• 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 Create Request button on the main 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 inclFew readers

• Lesson 7: Creating a New Request for a Service

  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 Service: Click the blue Create Request button on the main 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 incFew readers

• Lesson 8: Editing and Updating a Request

  Only published requests and draft requests may be edited. To edit a draft request: Check the Draft box on the left hand side of the page under Filters Click the title on the draft you wish to edit Click the grey Edit button Make any changFew readers

• Lesson 9: Sharing a Request

  To share a request via email: Click the Title of the request you want to share Click the grey Share Request button 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 recipFew readers

• Lesson 10: Canceling a Request

  To cancel a request: Click the Title on the request you wish to cancel Click the grey Cancel Request button Click the drop-down menu and choose a reason for cancelling the request Add any other explanation or comments in the text box Click the blue Submit button ![](https://storage.crisp.chat/users/helpdesk/website/fb43156dc6b99000/screen-shot-2020Few readers

• 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 Mark Read button in the top left hand side of the page.Few readers

• 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 Select 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. After awarding a quote, please send the company a follow-up message including your purchase order. ![](https://storagFew readers

• 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 also have the ability to remove responses that are seen as inappropriate/unhelpful. Responding to Companies Using Chat One of the great featurFew readers

• 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 grey View Messages text on the awarded request Enter a follow-up message in the text box including any attachments and click the grey Send button ![](https://storage.crisp.chat/users/helpdesk/webFew readers

• 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 grey View Audit Log button on any published request Click the grey Show button next to Companies with Quote to see your bid tabulation included Click Print... Verify that everything is correct Click Print To view and print the Certificate of Request: Click on any **AwFew readers

• 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 of the page Select your request Select the grey Share Request button Highlight the link. Then copy and paste it into an email, on social media, or directly on your websiteFew readers

• Lesson 17: Extending the Due Date & Time of A Past-Due Request

  Extending the Due Date & Time of A Past-Due Request Click the title of the open the RFQ you would like to change. Select the grey Edit button. Open the Due Date & Time dropdown option. To extend the due date: Choose a new date from the calendar view; dates that have passed will be greyed out and will be unelectable. To extend the time: Click the scheduled time in the right side of the calendar view. Choose a new time by selecting a future hour and/or minFew readers

• Lesson 18: Reopening An Awarded Request

  #Reopening an Awarded Request 1) After clicking on My Organization Requests, then click on the Awarded check box on the left hand side of the page. 2) Select the request you'd like to reopen. 3) Click Reopen Quote 4) Type your reason into the dialogue box that appears. 5) Click the blue Submit button.Few readers

• Lesson 19: Customizing Your Notifications

  Customizing Your Notifications On GovQuote, it's easy to tailor your experience. Notifications are no exception! To determine when you will receive email notifications, follow these steps: Click Account in the navigation menu on the left hand side of the page. Select Notifications at the top of the page Select or deselect the notifications you'd like to toggle. Click the blue Submit button. ![](https://storage.crisp.chat/users/helpdesk/website/fb43156dc6b99000/scFew readers

• 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.Popular

• 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. WVery popular

• Tip 3: Publishing a request to companies that are only near your 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.Very popular