Revising a Vending Machine Quote: Carry Forward the Requirements You Still Need
WEIMI INSIGHTS / PROCUREMENT • REVISION CONTROL
A revised quantity should not silently erase an important requirement.
Use a change list when moving from a multi-unit plan to a pilot or changing the delivery and payment configuration.
KEEP
State which requirements remain unchanged.
CHANGE
List the requested differences explicitly.
RECONCILE
Review the new document as a complete current offer.
When asking for a revised quotation, reference the previous document and provide a concise change list. Then check the new version in full rather than assuming every old condition survived.
01 / BUYER NOTES
Identify the document being revised
Give the supplier the relevant quotation reference, date and revision through the normal project correspondence. If several versions exist, identify which one is the starting point. A request saying “please update the old price” can leave both sides working from different scopes.
Keep the previous document as a record, but mark the current version clearly in your project file. Staff involved in approval, purchasing and installation should know which offer is under review.
Do not publish private quotation references or customer details in general marketing material. The useful public lesson is the revision method, while the actual commercial record belongs with the authorised project team.
02 / BUYER NOTES
Separate quantity changes from configuration changes
If the project moves from several machines to one pilot unit, state whether the hardware and functions remain the same. A reduced quantity may change pricing or commercial conditions without changing the technical need.
List any configuration changes independently: payment method, delivery mechanism, temperature function, screen, connectivity or other relevant options. Ask the supplier to show the resulting configuration rather than merely changing a total at the bottom of the page.
Avoid using “same machine” when the intended scope has changed. A clear line-by-line description reduces the risk that a lower price reflects an omitted feature the buyer still expects.
03 / BUYER NOTES
Restate the requirements that must carry forward
Include a short keep list for essential requirements such as the approved product package, destination electrical configuration, branding scope and local payment arrangement. This is especially useful when the project has accumulated details across several conversations.
Ask the supplier to confirm whether those items remain included, become optional or require further review. Do not treat silence as confirmation. An updated quotation should be understandable without reading every earlier message.
For custom work, carry forward the applicable drawing or artwork revision. If a previous design was only preliminary, say so. The new commercial document should not accidentally turn an unapproved concept into a production instruction.
04 / BUYER NOTES
Recheck delivery and service scope
A quantity change can alter packing, freight and local delivery arrangements. Confirm the named destination and what is included for unloading, placement, installation or training where relevant. A previous per-unit transport estimate may not apply to a smaller shipment.
Ask whether warranty, spare parts and support terms remain the same. Do not assume a pilot unit receives every service discussed for a future large rollout. Conversely, do not let necessary pilot support disappear because the order is smaller.
Keep estimates and commitments distinct. A revised delivery date may depend on configuration approval, component availability or other stated conditions. The document should identify those dependencies rather than implying that a date is unconditional.
05 / BUYER NOTES
Review commercial validity and payment instructions carefully
Check the currency, quotation validity, taxes or other stated exclusions and the payment schedule. Compare the current terms with the previous version so material changes are visible to the approving team.
Use the organisation’s normal verification process for payment details, especially if instructions change during the revision. Do not rely on a forwarded message alone when confirming the destination for a business payment. This article does not instruct or execute any payment.
If a proforma invoice is issued, reconcile it with the approved quotation and scope. The document title does not eliminate the need to check model, quantity, options and delivery terms.
06 / BUYER NOTES
Create a final revision summary
Use a simple table with previous scope, requested change and current confirmed scope. Include an open-items column where needed. This gives the supplier and buyer a common view of what the revision accomplished.
Before authorising production, resolve the items that affect the build and identify any later deliverables with clear owners and dates. Keep a final approved configuration record separate from preliminary alternatives.
A well-controlled revision does more than produce a new price. It ensures that the pilot or revised order still addresses the intended business need, with the correct equipment and a clear responsibility chain.
A useful three-column change list
Keep
Example: final package compatibility and approved branding.
Action: confirm these remain in the current offer.
Change
Example: quantity or destination service scope.
Action: show the resulting price and configuration impact.
Resolve
Example: payment provider or installation responsibility.
Action: assign an answer before the relevant commitment.
PRACTICAL ANSWERS
Questions worth asking before you order
Can I just ask the supplier to change the quantity?
You can, but also confirm which technical and service requirements remain. A smaller order may have different commercial conditions.
Does a lower revised price mean a better offer?
Not necessarily. Check whether the configuration, services or delivery scope changed.
Should the new quote include every old email detail?
It should capture the agreed current scope clearly enough to review. Important requirements should not remain hidden in old correspondence.
YOUR NEXT STEP
Send a clear revision request
Contact WEIMI with the previous quotation reference, a keep/change list and any unresolved items. Ask for one current proposal that states the final configuration and service scope.
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