Roles
The seven Quote Hub roles and what each one does day to day.
Every user has one role, set by an administrator. Your role decides what is routed to you: the proposals in your inbox, the approval steps in your queue and the hub requests on your workbench.
Roles route work rather than lock it away. Everyone can open any enquiry and see the whole pipeline. A colleague with the same role, a sales lead or an administrator can decide a proposal in All pending if you are away. The exceptions are listed under What is restricted.
| Sales engineer | Sales lead | Hub buyer | Hub lead | Technical approver | Commercial approver | Administrator | |
|---|---|---|---|---|---|---|---|
| Owns enquiries; their AI proposals arrive in your inbox | · | · | · | · | · | ||
| Receives RFQ forms; sends supplier RFQs; records quotes | · | · | · | · | |||
| Sees all hub requests by default | · | · | · | · | · | ||
| Technical approval step | · | · | · | · | · | ||
| Commercial approval steps (by value and margin) | · | · | · | · | |||
| Edits screening and scope rules | · | · | · | · | |||
| Imports master data | · | · | · | · | |||
| Costing, approval and follow-up settings | · | · | · | · | · | · | |
| Manages users | · | · | · | · | · | · |
Sales engineer
Usually in the KL Sales Hub. Owns enquiries from intake to outcome.
- New enquiries from the mailbox are assigned to the active sales engineer with the fewest open enquiries.
- Receives the AI proposals for their enquiries: screening, clarifications, D365 opportunity, stock or external supply, RFQ form, supplier selection, costing, deviations and quotation.
- Sends the RFQ Upload Tool form to the hub, runs the bid check, builds the costing, submits for approval, sends the quotation and records won or lost.
- Can edit suitability and scope rules in the Rules studio.
Sales lead (Perth)
Shown as Sales Lead (Perth).
- Runs the Perth RFQ meeting for enquiries the team has tabled.
- Approves commercially when the quote value is above A$50,000, the margin is below 15% or the selection is a single bid (default limits).
- Can edit rules and import master data.
Hub buyer
In the KL hub. Floats RFQs to suppliers.
- Each RFQ Upload Tool form sent to the hub is assigned to the hub buyer with the lightest current load.
- Sends supplier RFQs, chases suppliers, uploads supplier quotations and records quotes.
- Receives supplier proposals: send RFQ, follow up, message and record an extracted quote.
- Hub workbench opens on Mine for hub buyers.
Hub lead
- Sees every hub request (Hub workbench opens on All) and reassigns buyers.
- Is notified of new forms when no buyer is assigned.
- Can import master data.
Technical approver
Decides the technical approval step on every quotation: the technical bid evaluation (TBE) and any deviations. See Approvals.
Commercial approver
Decides the commercial approval step on every quotation, checking value, margin and supplier selection against the DOA.
Administrator
- Manages users, automation and policies, integrations and the audit log on Administration.
- Changes the DOA limits, costing policy, follow-up rules, mailbox check schedule and autopilot settings.
- Can decide any approval step and is the final tier above A$250,000 (default limits).
- Sees all pending proposals and approvals in their badges and on the dashboard.
What is restricted
| Action | Who |
|---|---|
| Decide an approval step | The role named on the step, or an administrator |
| Decide an AI proposal | The person it is assigned to, anyone with the assigned role, a sales lead or an administrator |
| Re-open a won, lost or closed enquiry | The enquiry owner, a sales lead or an administrator |
| Open Administration | Administrator |
| Save changes in the Rules studio | Sales engineer, sales lead, administrator |
| Import master data | Sales lead, hub lead, administrator |
Everything else is open to every signed-in user. Each decision is recorded with your name.