Note: If your company is EDI/API integrated with Kojo, this portal may not be necessary.

Step 1. Receive a Request for Quote from a Contractor using Kojo

When a Contractor sends you a Request For Quote (RFQ) from Kojo, you'll get an email that alerts you. Simply click the "Enter Bid" button in the email if you would like to submit your Quote using Kojo's Bid Portal, otherwise you have the option to email your PDF Quote in response to the Contractor's RFQ email.

If this is your first time receiving an RFQ from a Contractor using Kojo, then you will be required to register an account. The email that the customer sent the RFQ to will need to be used for registration and to access the RFQ.

If you are unable to log in for any reason, please reach out to vendorsupport@usekojo.com.

Step 2: Enter Bid

When you click the "enter bid" link in the RFQ email, you will be taken to the orders page. Locate your RFQ and click in to it. You will then see two main options:

1. Upload a Quote – Quickly upload your PDF quotation to Kojo. The system will scan your quote, eliminating the need for manual data entry. A copy of your uploaded PDF will also be sent to the customer.
2. Manually Enter a Quote – Input all quote details manually for full control over the submission. You will still need to upload your Quote PDF using this option.

Demo video here.

Step 3: Uploading a Quote

Click the "Upload Quote PDF" box.

On the next screen, drag and drop your PDF quote into the upload area or select it from your computer. The file will take a few seconds to upload and then you will see it on your screen as an option to choose.

When you upload the document, we use OCR scanning in order to find what was on the pdf and map it to the relevant fields in a quote response. This helps save time manually entering in each line item!

Once the upload and scanning process is complete, click Next: Review Scan in the lower-right corner to map the quote lines to the RFQ.

You'll review the data that was scanned in from the pdf and ensure that the values match what you expect. If you need to add or edit additional values, please do so. Then click Next: Map Items in the lower-right hand corner to map the items in the RFQ to the items in the quote response you just uploaded.

You'll choose the scanned item and click Map next to the corresponding RFQ item for each of the items in your quote response. 

Once you've mapped all of your items you'll click Next: Review Quote where you'll review your work.

On this screen you'll be able to add any notes or backorder information. You'll see the following fields:

1. No Quote: If there is a product in the RFQ that you do not have available, you can click the No Quote button. This will grey it out and show your Contractor that you can not provide this item. Note: If you have selected No Quote for a product but need to undo this action and provide a quote, click Undo.
2. Add Replacement: Use this option if a product is quoted but you have a different product that can replace the original item or the product requested requires additional items not listed. When clicking this option, an additional line item will appear and additional line items can be added.
3. UOM: Select from a pre-populated list the unit of measure used for the product being quoted.
4. Unit Price: Price of the product you are quoting.
5. Ext. Price: Known as Extended Price, this is the aggregate price of the quantity requested and the unit price.
6. BO Qty: The amount of product requested that is back-ordered. Enter the number of items here.
7. BO Date: The date that the back-ordered products will be available.
8. Notes: Open text space to record notes for the contractor.

You'll also be able to review the subtotal information at the bottom of the screen. You can add any additional discounts or tax here as well.

Once you're ready to send your quote response to your customer you'll click Submit Quote.

Optional: Manually Entering a Quote

Click the "Manual Entry" box.

This will open you to a screen where you can fill in the values for the quote response. You will see the following fields:

1. 1. No Quote: If there is a product in the RFQ that you do not have available, you can click the No Quote button. This will grey it out and show your Contractor that you can not provide this item. Note: If you have selected No Quote for a product but need to undo this action and provide a quote, click Undo.
   2. Add Replacement: Use this option if a product is quoted but you have a different product that can replace the original item or the product requested requires additional items not listed. When clicking this option, an additional line item will appear and additional line items can be added.
   3. UOM: Select from a pre-populated list the unit of measure used for the product being quoted.
   4. Unit Price: Price of the product you are quoting.
   5. Ext. Price: Known as Extended Price, this is the aggregate price of the quantity requested and the unit price.
   6. BO Qty: The amount of product requested that is back-ordered. Enter the number of items here.
   7. BO Date: The date that the back-ordered products will be available.
   8. Notes: Open text space to record notes for the contractor.

If necessary, upload any attachments that contain additional information needed by the Contractor.

To complete your bid, enter the final quote information before sending including the subtotal, discounts, the assigned salesperson, and additional notes.

Once completed, hit the Submit Quote button to send!

Step 4: Quote Submitted Confirmation

Once you have submitted your quote response successfully, both you and your customer will receive a confirmation email, confirming the bid. You will also be redirected to this screen:

If you are selected as the awarding vendor, you will then also receive an email with a subsequent Purchase Order detailing the order, job, and delivery information. This is only viewable in PDF and email, not in the portal.

This guide ensures a smooth transition to the new system, reducing manual entry and improving efficiency. If you have any questions, please refer to Kojo support or your account representative.

FAQ

How do I edit quantity and UOM on a line item when I'm responding to a RFQ in the bid portal?

Answer: When you are responding to a RFQ via the manual entry option, click Options > Add Replacement and then you will be able to change the quantity and UOM of the line item.

The scanning process is taking too long. How do I go back to the old method?

Answer: The old flow is still there! If you click on the "Manual Entry" option you will see the exact same options as in the previous bid portal. You can enter your quote manually and upload a quote attachment there as well.