How to Prepare a Cost-Based Quote in Epicor Kinetic
Cost-based quote preparation turns a customer's RFQ and drawing into a price built from real cost: material, routing labor and burden, outside processing and a target margin, recorded as quantity-break prices on an Epicor Kinetic quote.
Two things quietly break quotes: a supplier price that has expired, and an estimate that lands above what the part actually cost the last time it ran. This guide follows the recorded run end to end, from the RFQ email through Quote Engineering, the Supplier Price List, the Quote Worksheet, the last job's cost comparison, two approvals in Teams and the final quote PDF.
- Who does itEstimator / sales engineer, with the buyer confirming supplier pricing and the sales manager approving exceptions
- How oftenPer RFQ (daily)
- Steps13 steps · 5 systems
- By hand4–20 hours a day across the estimating desk
Watch the full workflow
every click in this recording is an AI agent — no one is touching the keyboard.
In the recording, an AI agent reads RFQ CR-RFQ-26-0412 from Cascade Robotics for drawing CR-3380 revision C (250 and 1,000 pieces, due 10/09/2026) and creates Quote 3107 in Epicor Kinetic. Because revision C is not in Kinetic yet, it seeds the method of manufacture from part AC-6120 revision B, then finds the Pacific Finishing anodize price expired, raises RFQ 482 and waits for the buyer to approve the new $2.05/EA price in Teams. It rolls up cost on the Quote Worksheet ($24.65 unit cost, 43% markup, $35.25 at 1,000), compares against last job 015188 ($23.18), builds a variance workbook and routes the quote to the sales manager, who approves it. The agent then marks the quote Quoted, produces the quote PDF and updates the quote task list.
- 1:36Read the RFQ and its attachments
- 1:48Confirm the RFQ is complete
- 2:12Create the quote header and line
- 3:00Build the method from the closest revision
- 3:24Check every supplier price the quote uses
- 3:36Raise a supplier RFQ and notify the buyer
- 4:06Buyer approves the new supplier price
- 4:30Roll up cost and apply the markup
- 4:42Compare the estimate with the last actual job
- 5:12Document the variance in a workbook
- 5:36Sales manager approves the quote
- 6:06Apply the approval and mark the quote Quoted
- 6:24Produce the quote PDF and update the task list
Systems involved
You need access to each of these before you start. In the recording the agent works in all of them from one desktop, signed in as the user.
- Epicor KineticOpportunity/Quote Entry, Quote Engineering (method of manufacture), Supplier Price List, RFQ Entry, Quote Worksheet, Job Tracker and quote Task List
- OutlookRFQ mailbox where the customer's request, PDF drawing and STEP model arrive
- Microsoft TeamsApproval cards for the buyer (supplier price update) and the sales manager (quote approval)
- ExcelCost Variance & Historical Run Summary workbook saved to the quote
- Quote PDFCustomer-facing Quotation 3107 generated from Kinetic
What you start with
- Customer RFQ email with drawing PDF and STEP file
- Existing part and method of manufacture for the closest revision
- Supplier Price List
- Quote Worksheet markup rule for the customer's price tier
- Last actual job cost from Job Tracker
What you end with
- Quote 3107 with lines and quantity-break prices
- Method of manufacture for the new revision
- Supplier RFQ 482 and updated price list
- Q3107_Cost_Variance_Summary.xlsx
- Quotation 3107 PDF
- Updated quote task list and stage
The workflow at a glance
Action Decision Human review Select a step to jump to how it's done.
- 01 Action · Outlook Read the RFQ and its attachments
- 02 Decision · Outlook Confirm the RFQ is complete Yes Open the quote in Kinetic. No Reply to the customer for the missing quantity, drawing or CAD file and hold the RFQ.
- 03 Action · Epicor Kinetic Create the quote header and line
- 04 Action · Epicor Kinetic Build the method from the closest revision
- 05 Decision · Epicor Kinetic Check every supplier price the quote uses Yes Raise a supplier RFQ and notify the buyer (next step). No Continue to the cost roll-up.
- 06 Action · Epicor Kinetic / Microsoft Teams Raise a supplier RFQ and notify the buyer
- 07 · Human review · Microsoft Teams Buyer approves the new supplier price
- 08 Action · Epicor Kinetic Roll up cost and apply the markup
- 09 Decision · Epicor Kinetic Compare the estimate with the last actual job Yes Prepare a variance package and route for manager approval. No Within thresholds: the quote can be auto-approved.
- 10 Action · Excel Document the variance in a workbook
- 11 · Human review · Microsoft Teams Sales manager approves the quote
- 12 Action · Epicor Kinetic Apply the approval and mark the quote Quoted
- 13 Action · Epicor Kinetic Produce the quote PDF and update the task list
Step-by-step: how to do it
-
Action · Outlook · 1:36 in the video
Read the RFQ and its attachments
Open the RFQ email and its drawing. Note the customer, part number and revision, what changed from the prior revision, material, finish, quantities and the due date. Check the drawing's revision block and title block match the email.
In the videoRFQ from Cascade Robotics' senior buyer.
- RFQ
- CR-RFQ-26-0412
- Drawing
- CR-3380 revision C gripper mount bracket (moves two M4 holes vs rev B)
- Finish
- Black anodize
- Quantities
- 250 and 1,000
- Due
- Friday 10/09/2026
- Attachments
- CR-3380_RevC.pdf, CR-3380_RevC.step
-
Decision · Outlook · 1:48 in the video
Confirm the RFQ is complete
Before opening a quote, confirm you have quantities, a readable drawing, material and finish. If anything is missing or unreadable, ask the customer before spending estimating time.
- If yes Open the quote in Kinetic.
- If no Reply to the customer for the missing quantity, drawing or CAD file and hold the RFQ.
In the videoParsed RFQ; all required fields found.
- Customer
- Found
- Contact
- Found
- Drawing
- CR-3380 rev C (readable, 1 sheet + STEP)
- Material
- Aluminum 6061-T6
- Finish
- Anodize
- Quantities
- 250–1,000 EA
- Due date
- Found
-
Action · Epicor Kinetic · 2:12 in the video
Create the quote header and line
In Opportunity/Quote Entry create a new quote for the customer, put the customer's RFQ number in Reference, set the due date, salesperson and price tier. Add the line for your part and revision with the customer part number, then enter one quantity break per requested quantity.
In the video- Quote
- 3107
- Customer
- CASCADE
- Reference
- CR-RFQ-26-0412
- Due
- 10/09/2026
- Tier
- Tier 2 - Standard Repeat
- Line 1
- AC-6120 rev C 'Gripper Mount Bracket, 6061-T6, Black Anodize'
- Customer part
- CR-3380
- Quantity breaks
- 250 and 1,000 EA
-
Action · Epicor Kinetic · 3:00 in the video
Build the method from the closest revision
Open Quote Engineering for the line and use Actions > Get Details. If the new revision is not in the system, pull the method from the closest existing revision of the part (Get Costing Lot Size, Use Method Part), then review operations and materials and adjust what the revision changes. Mark the line Engineered and Ready to Quote.
In the videoRevision C was not in Kinetic; method seeded from AC-6120 rev B (close match 96%, change: 2 hole positions).
- Materials
- AL6061-B425275 bar, HC-M4-INS helicoil inserts
- 10
- Operation
- Saw
- 20
- Operation
- 5-axis mill
- 30
- Operation
- Deburr
- 40
- Operation
- Anodize Type II black
- Supplier
- Outside, SUP4410 Pacific Finishing
- 50
- Operation
- CMM inspection
-
Decision · Epicor Kinetic · 3:24 in the video
Check every supplier price the quote uses
Open the Supplier Price List filtered to the quote's method and include expired lists. Any material or outside-processing price that is expired, missing or below a lot minimum must be refreshed before you price the quote.
- If yes Raise a supplier RFQ and notify the buyer (next step).
- If no Continue to the cost roll-up.
In the video4 price lists used by Quote 3107; 1 expired.
- ANOD-II-BLK Expired 08/31/2026 (36 days)
- Operation
- Opr 40 anodize
- Supplier
- Pacific Finishing
- Price
- $1.65 EA
- Lot minimum
- 250.00
-
Action · Epicor Kinetic / Microsoft Teams · 3:36 in the video
Raise a supplier RFQ and notify the buyer
In RFQ Entry create an RFQ to the supplier for the affected part at the quote's quantities, with Send by email and Supplier Response Required ticked. Tell the buyer which operation, supplier and price expired so they can chase the response.
In the video- RFQ
- 482
- Supplier
- Pacific Finishing
- Item
- ANOD-II-BLK
- Quantities
- 250 / 1,000
- Reason
- Supplier price list expired 08/31/2026
- Reference
- Quote 3107 / Opr 40
- Buyer
- Messaged in Teams
-
Human review · Microsoft Teams · 4:06 in the video
Buyer approves the new supplier price
When the supplier responds, the buyer enters it in Supplier Response Entry and reviews the effect on the quote. Approve updates the Supplier Price List and the quote is re-costed; reject stops the quote until a price is available.
In the video- Supplier price
- $2.05/EA
- Lot minimum
- $275
- Valid to
- 03/31/2027
- Subcontract cost at 1,000
- $1,650.00 → $2,050.00 (+$400)
- Buyer approval
- Pacific is our only qualified black anodize source.
-
Action · Epicor Kinetic · 4:30 in the video
Roll up cost and apply the markup
Open the line's Quote Worksheet, confirm hours and cost by category (burden, labor, material, subcontract), and enter the markup for the customer's price tier. Check the resulting unit cost, unit price and gross margin for each quantity break.
In the videoCosts at quantity 1,000.
- Burden
- 11,819.50
- Labor
- 5,880.00
- Material
- 4,900.00
- Subcontract
- 2,050.00
- Total
- 24,649.50 ($24.65/unit)
- Markup
- 43% (T2-STD)
- Unit price
- $35.25
- Gross margin
- 30.07%
- 250 pcs
- $37.21
-
Decision · Epicor Kinetic · 4:42 in the video
Compare the estimate with the last actual job
Open Job Tracker for the last job of this part and compare its actual cost by category with the quote estimate. If the estimated unit cost is above the last actual, find the drivers before the quote goes out.
- If yes Prepare a variance package and route for manager approval.
- If no Within thresholds: the quote can be auto-approved.
In the videoJob 015188 (closed 03/27/2026, 1,000 EA) versus the estimate.
- Actual unit cost
- $23.18
- Estimate
- $24.65
- Difference
- +$1.47, +6.3%
- 5-axis burden rate $78 to $85/h since 07/2026
- Anodize $1.65 to $2.05
-
Action · Excel · 5:12 in the video
Document the variance in a workbook
Build a short summary: cost category, last actual, quote estimate, difference and driver, plus the production run history and the price vs the last quote. Save it to the quote so the approver sees the evidence.
In the videoQ3107_Cost_Variance_Summary.xlsx.
- Labor
- +168.00
- Burden
- +899.10
- Material
- +2.40
- Subcontract
- +400.00
- Quote
- $35.25 at 30.1% margin
- Last quote 3021 (02/12/2026)
- $33.40, +5.5%
- Job 014722
- Unit cost
- $24.10
- Job 015020
- Unit cost
- $23.40
- Job 015188
- Unit cost
- $23.18
-
Human review · Microsoft Teams · 5:36 in the video
Sales manager approves the quote
Send the approver the quoted price, estimated cost, last actual job cost, margin vs target, quote total vs their limit and price change vs the last quote, with the workbook attached. They approve, reject or override the price.
In the videoQuote 3107 card; the sales manager approved as quoted.
- Quoted
- $35.25
- Estimated
- $24.65
- Last actual
- $23.18 (Job 015188)
- Margin
- 30.1% vs 30% target (auto-approve at 25%)
- Quote total
- $35,250.00 (limit $50,000)
- Vs last quote
- +5.5%
-
Action · Epicor Kinetic · 6:06 in the video
Apply the approval and mark the quote Quoted
Record who approved and why in the quote comments, tick Quoted, and save. Confirm both quantity-break prices and the extended price on the line.
In the videoQuote 3107 saved, 'approved pricing applied, Quoted'.
- 250
- 37.21
- 1,000
- 35.25
- Markup
- 43, T2-STD
- Extended
- $35,250.00
- Comment
- RFQ, method seeded from AC-6120 rev B, anodize price from RFQ 482 and the approval
-
Action · Epicor Kinetic · 6:24 in the video
Produce the quote PDF and update the task list
Print the quote form, check the price, terms, lead time and notes, and send it to the customer. Then close the quote tasks and advance the stage so the pipeline is current.
In the videoTask list shows 'Send quote to customer' complete and stage Quote Sent.
- Quotation
- 3107
- Dated
- 10/06/2026
- Valid until
- 11/05/2026
- Terms
- Net 30
- FOB
- Dayton OH
- Lead time
- 4 weeks ARO
- 250 @ $37.21
- Extended
- $9,302.50
- 1,000 @ $35.25
- Extended
- $35,250.00
Rules, exceptions and controls
Rules to follow
- If the requested revision is not in the ERP, seed the method from the closest existing revision and adjust only what changed.
- Every supplier price the quote uses must be current; an expired list (here 36 days past 08/31/2026) triggers a supplier RFQ before pricing.
- Markup comes from the customer's price tier (Tier 2 - Standard Repeat, 43% / T2-STD in the run) with a 30% target margin.
- Auto-approval requires margin at or above 25% and the estimate not above the last actual job cost; quote totals were checked against a $50,000 limit.
- Any quote whose estimated unit cost exceeds the last actual job cost goes to the sales manager.
When something doesn't match
- RFQ missing quantities or with an unreadable drawing/CAD: the quote is held and the customer asked.
- New revision not in the system: method seeded from the closest revision, flagged for engineering review if no close match exists.
- Expired or missing supplier price: supplier RFQ raised; if purchasing rejects or no price arrives, the quote stops.
- Estimate above last actual cost: variance package and manager approval instead of auto-approval.
- Manager rejects or overrides the price: the override is applied to the quote before it is sent.
Controls and audit trail
- Buyer approval before a new supplier price updates the Supplier Price List.
- Sales manager approval in Teams for quotes that fail an auto-approval check, with the variance workbook attached.
- Approval and its reason written into the quote comments for the audit trail.
- Estimator recorded on the engineered line; quote tasks show who completed each stage.
Practitioner tips
- Always open the last closed job for the part before you price; it is the fastest sanity check on routing hours and rates.
- Filter the Supplier Price List to Active and Expired so lapsed outside-processing prices do not hide.
- Write the driver for each cost difference (rate change, supplier price) so the approver does not have to dig.
- Keep quantity breaks on the same markup ID so the price ladder stays consistent.
About this recording
In the recording, the agent handled the RFQ intake, quote and method setup, supplier price check and RFQ, cost roll-up, last-job comparison, variance workbook, quote PDF and task updates. People made two decisions in Teams: the buyer's price approval and the sales manager's quote approval.
Documented the way you'd train a new hire — and the same way an agent learns it.
Frequently asked questions
How do you build a cost-based quote in Epicor Kinetic?
Create the quote and line in Opportunity/Quote Entry, build or pull the method of manufacture in Quote Engineering, then use the Quote Worksheet to roll up burden, labor, material and subcontract cost and apply a markup. Quantity-break prices are calculated from that worksheet.
How do I copy a method from another revision in Epicor quote engineering?
In Quote Engineering use Actions > Get Details with source Part, pick the part and the closest existing revision, and keep Use Method Part ticked. Then edit the operations or materials the new revision changes and mark the line Engineered.
What should I check before sending a manufacturing quote?
Confirm every supplier and outside-processing price is current, that margin meets the target for the customer's tier, and that the estimated unit cost is not above the last actual job cost. In the recording the quote failed only the last-job check and went to the sales manager.
Why compare a quote to the last job cost?
The last closed job shows what the part really cost to make. If the estimate is higher, something changed, such as a burden rate or supplier price, and someone should confirm the change is real before the customer sees a higher price.
Can an AI agent do cost-based quote preparation in Epicor Kinetic?
Yes. As shown in the recording, the agent works the same Kinetic, Outlook, Teams and Excel screens a person does, from the RFQ to the quote PDF. A buyer approved the new supplier price and a sales manager approved the quote.