Manage Quotes
Solicit, compare, and accept contractor quotes for a project.
Why multiple quotes?#
Getting multiple quotes is a governance best practice that protects the syndicate and its co-owners. For any significant project, obtaining at least 3 quotes allows you to:
- Compare prices
- Validate timelines
- Avoid any appearance of favoritism
- Justify the choice to co-owners
Bill 16 strengthens the board's transparency obligations. Keep all received quotes in the project file, even rejected ones.
Workflow#
Identify contractors
From Contractors (Projects sub-section), enter each solicited contractor's details. Verify:
- Valid RBQ license
- Liability insurance
- References on similar projects
Create a quote request
From the project page, Quotes tab → New quote. Select the contractor, expected receipt date, and scope requested.
Enter quotes received
On receipt, record for each quote:
- Total amount
- Completion time
- Warranty offered
- Special conditions
- Attach the quote PDF
Compare
Syndic+ shows an automatic comparison table: price, timeline, warranty, gap vs. planned budget.
Validate references
Contact at least 2 references per shortlisted bidder. Document the check in the project notes.
Decision and vote
For works exceeding the board's authority threshold, take the decision to the AGM with the comparison table.
Accept a quote
Mark the quote as Accepted in Syndic+. Others automatically flip to Rejected. A work order can then be issued.
Evaluation criteria#
Price is not the only criterion. Also assess:
| Criterion | Suggested weight |
|---|---|
| Price | 40% |
| Reputation / references | 25% |
| Completion timeline | 15% |
| Warranties offered | 15% |
| Technical details | 5% |
Common mistakes to avoid#
- Accepting a single quote without comparison (except proven emergency)
- Not verifying the RBQ license — checkable at rbq.gouv.qc.ca
- Accepting the lowest price without analysis — may hide lower-quality materials
- Verbal quote — always require a signed written quote
Contract and payment#
An accepted quote should be contracted:
- Contract signed by both parties (board and contractor)
- Clear payment schedule (deposit, installments, 10% holdback at completion)
- Late penalty clause
- Termination conditions
Syndic+'s built-in e-signature streamlines this step.