Written by DROPS.ST.
Give each wholesale quote a stable reference and each revision a distinct version. Before an order proceeds, identify which version the buyer accepted and compare its lines, quantities and assumptions with the order.
DROPS makes that comparison concrete. Named wholesale packages and quantity pricing tiers structure the catalogue choices, while customer-linked order items preserve what was ordered. Staff can check the actual selection rather than relying on an email total alone.
Quote authoring, version archives and acceptance evidence remain in a separate approved process; catalogue pricing and order records do not establish native quotation or approval software.
Identify the reference and revision
A quote reference identifies the discussion. A revision identifies the exact document within it. Fictional reference Q-104 might have revisions 1 and 2.
Do not replace revision 1 with different content still called revision 1, or use filenames such as “final-new-final” to explain the sequence.
Record each version’s issue date, owner and working status, such as draft, issued, superseded or accepted. Those labels organise the workflow; they do not determine the document’s legal effect.
Use the business’s reviewed terms and authorised commercial process. This guide controls the records, not contract wording or legal rights.
Preserve the changing facts
| Quote element | Record | Order-handoff check |
|---|---|---|
| Identity | Quote reference and revision | Accepted document located? |
| Parties | Business and contact references | Correct relationship? |
| Item lines | SKU, unit and package | Same catalogue selections? |
| Quantity | Count and its meaning | Cases and units distinguished? |
| Pricing basis | Currency, unit price and range | Calculation matches quantity? |
| Service assumptions | Delivery basis and included work | Conditions still visible? |
| Reviewed terms | Template or document version | Correct terms attached? |
| Validity and exceptions | Review date and approved deviations | Further decision needed? |
Keep the accepted quote with its accompanying documents. A total alone can omit the package definition or delivery condition the buyer relied on.
For information needed before the first quote, use the wholesale enquiry guide. Version control begins when that discussion produces a document that may change.
Explain what changed
List the changed lines or assumptions when issuing a new revision. “Revision 2 changes item A from two cases to one; each case still contains twelve units” is clearer than “updated quote attached.”
Mark the earlier version superseded in the register and preserve it. Staff should be able to explain why an earlier conversation differs from the current document.
The UK Government Data Quality Framework recommends documentation that reduces ambiguity and makes changes understandable. Apply that principle to the register; it is not a prescribed contract-versioning standard. Government Data Quality Framework.
Keep the document location accessible to the responsible team. A revision in one employee’s inbox is difficult to retrieve at handoff.
Clarify acceptance before proceeding
Record the buyer’s response, the document it refers to and when it was received. Verify the authority required by your commercial process.
If the response says “looks fine” while several versions remain in the conversation, clarify the intended revision and open conditions. Sending a later attachment does not prove the buyer agreed to its changed quantity.
When the stated validity period has passed, obtain the appropriate commercial review before reusing its price or delivery assumptions.
Store the outcome in the approved business record. A draft file or shop account is not automatic evidence of accepted wholesale terms.
Hypothetical example: one reference, two quantities
Q-104 revision 1 lists two cases of item A, with twelve units per case. Revision 2 changes the request to one case and states that it replaces revision 1.
The fictional buyer confirms revision 2. At handoff, the owner finds a draft order still showing two cases.
The owner holds the handoff and reconciles it through the authorised process. Matching product names would not reveal the error; the comparison needs the revision, package definition and quantity.
If an existing order needs correction, use the supported correction procedure instead of erasing the document history.
Check the accepted version against the order
Compare the customer association, item references, units, packages, quantities and applicable total. Check that quantity pricing corresponds to the agreed selection.
Record an intentional later change as a new decision rather than silently treating it as part of the earlier acceptance. Use the wholesale menu guide to make package meanings clear.
With fictional records in an approved test environment, ask a colleague to retrieve the accepted revision and explain the differences. Use no funds, real customer documents, outbound messages or fulfilment. An automatic quote-to-order link is a separate demonstration requirement.
Make the comparison concrete with DROPS
Choose DROPS when structured wholesale packages, quantity tiers and customer-linked order items are central to your handoff. They give staff specific details to compare with the accepted document, with the website and connected Telegram shop using a common order system.
Explore DROPS and open the demo shops. Bring two fictional revisions and the final agreed selection. Assess the catalogue and order information, then keep the quote archive and acceptance process clearly owned alongside the shop.