How Do Machine Shops Manage Quotations and Job Cards?

Machine shops manage quotations and job cards by converting a customer enquiry into a controlled production workflow. The quotation defines the commercial promise. The job card turns that promise into shopfloor action.

When this process is handled manually, mistakes become common. A drawing revision may be missed. A process step may not be costed. A job card may not include inspection instructions. Machine time may be estimated loosely. Rework may not be linked back to the job. At dispatch, the owner may know revenue but not actual profitability.

A good system connects enquiry, quotation, job card, production, quality, costing, and dispatch.

AICAN Optiwise helps manufacturing teams manage these connected workflows with better visibility.

Enquiry Capture

The process starts when a customer sends an enquiry.

A machine shop should capture:

• Customer name.
• Part name or number.
• Drawing or model reference.
• Revision number.
• Material specification.
• Quantity.
• Tolerance requirements.
• Surface finish requirements.
• Delivery date.
• Special process needs.
• Customer-supplied material details.

If enquiry details are incomplete, quotation accuracy suffers.

Drawing and Process Review

Before quoting, the team should review the drawing carefully.

They need to identify:

• Required operations.
• Critical dimensions.
• Tolerance complexity.
• Required machines.
• Tooling or fixture needs.
• Inspection needs.
• Outside process requirements.
• Material availability.
• Risk areas.

This review prevents underquoting and production surprises.

Quotation Costing

A practical quotation should estimate the real cost of the job.

Cost elements include:

• Raw material.
• Machine time.
• Setup time.
• Tooling.
• Fixture cost if needed.
• Labour assumptions.
• Outside processes.
• Inspection effort.
• Packing and dispatch.
• Rejection or risk allowance where appropriate.

ERP helps by storing historical rates, previous quotations, and actual job cost data. This makes future quoting more accurate.

Quotation Approval and Follow-Up

Not every quotation should be sent without review. High-value jobs, low-margin jobs, or technically risky jobs may need approval.

The system should track:

• Quotation prepared.
• Quotation approved.
• Quotation sent.
• Customer response.
• Negotiation status.
• Order received.
• Lost enquiry reason.

This improves sales follow-up and helps management understand win rates.

Job Card Creation

Once the order is received, the quotation should convert into a job card.

A job card should include:

• Customer and order reference.
• Part details.
• Drawing revision.
• Quantity.
• Material.
• Operation sequence.
• Machine or work centre.
• Setup notes.
• Tooling reference.
• Inspection points.
• Due date.
• Special instructions.

The job card should be clear enough for the shopfloor to execute without relying only on verbal explanation.

Routing and Machine Scheduling

The job card should define the routing: which operations must happen and in what order.

Machine shops may include operations such as cutting, turning, milling, drilling, grinding, tapping, deburring, inspection, outside treatment, and packing.

ERP helps schedule these operations across machines and work centres. It can show which jobs are waiting, running, completed, or delayed.

Production Reporting

As work happens, operators or supervisors should update job progress.

Useful updates include:

• Job started.
• Operation completed.
• Quantity produced.
• Quantity rejected.
• Downtime reason.
• Rework required.
• Job moved to next operation.
• Job sent outside.

This keeps the office and shopfloor aligned.

Inspection and Quality Linkage

Inspection should be linked to the job card.

The quality team may record:

• First-piece approval.
• In-process inspection.
• Final inspection.
• Accepted quantity.
• Rejected quantity.
• Rework decision.
• Defect reason.
• Measurement record where required.

When quality is linked to job cards, repeated issues become easier to investigate.

Actual Cost Review

After completion, compare quotation estimate with actual job performance.

Review:

• Estimated vs actual material.
• Estimated vs actual machine time.
• Setup time.
• Rework time.
• Rejection quantity.
• Outside process cost.
• Delivery performance.

This review improves future quotations and reveals hidden loss.

How AICAN Optiwise Helps

AICAN Optiwise helps machine shops connect quotations, job cards, production tracking, quality checks, and costing. It reduces dependency on scattered files and improves job-wise visibility.

AICAN focuses on practical manufacturing operations. You can learn more at About AICAN.

Founder’s Note

A quotation is a promise. A job card is how the factory keeps that promise.

When both are connected, the shop can learn from every job: what was estimated, what actually happened, where time was lost, and whether the job was profitable. That learning is what helps a machine shop grow with control.

FAQs

What should be included in a machine shop quotation?

A quotation should include material, operations, machine time, setup, tooling, outside processes, inspection needs, quantity, delivery timeline, and commercial terms.

What is a job card in a machine shop?

A job card is a production document that defines what must be made, the quantity, operations, machine route, drawing reference, inspection requirements, and due date.

Why should quotations connect to job cards?

Connecting quotations to job cards ensures that what was promised commercially is reflected in production instructions and later compared with actual cost.

How does ERP help quotation management?

ERP stores enquiry details, quotation history, process estimates, approvals, customer follow-up, and conversion into job cards.

How does AICAN Optiwise help?

AICAN Optiwise connects quotation and job card workflows with production, quality, costing, and dispatch visibility.