Understanding Revisions
MASTER SPECIALISTS
What is a Revision? A revision is an addition to an estimate. When our technicians discover additional issues during repair work, we create a revision to get your approval before proceeding with the extra work per account guidelines. This keeps you informed and involved in decision milestones.
Why Do Revisions Happen?
Sometimes during repairs, we discover problems that weren't visible during the initial inspection. Sometimes it is outside the scope of the area of work we are performing. Sometimes the work is required, sometimes it is highly advised, and sometimes it is preferential. We can, according to your account policies and procedures, send a revision.
Revision Workflow
Estimates vs. Revisions
| Original Estimate | Revision | |
|---|---|---|
| When Sent | Before any work begins | During repair when new issues found |
| ID Format | Q-FLEET-120124-AB12 | Q-FLEET-120124-AB12.R1 |
| Approval Process | Approve (including partial approval), deny, or ask questions | Fully approve or deny (no partial), or ask questions |
| Purchase Order | Can use same PO or provide new one | Can use original PO or provide new one |
Status Guide
| Status | What It Means | Your Action |
|---|---|---|
| Awaiting Approval | We've found additional work needed | Please review and respond |
| Approved | You've approved the additional work | Work will proceed |
| Denied | You've declined the additional work | Original work continues without additions |
Common Revision Scenarios
Scenario 1: Hidden Damage
While replacing brakes, we discover the rotor is warped and needs replacement.
You'll receive: Revision with rotor replacement cost for approval.
Scenario 2: Related Issue
During engine repair, we find a worn belt that will likely fail soon.
You'll receive: Revision recommending belt replacement while engine is accessible.
How to Respond to a Revision
- Online (Preferred): Click the approval link in the email to approve, deny, or ask questions
- Email Reply: Reply using the format below (see Email Reply Format section)
- Phone: Call us at (704) 594-5301 to discuss or approve over the phone
Note: Unlike estimates, revisions must be fully approved or denied - partial approval is not available for revisions.
Email Reply Format (Auto-Processing)
Reply to the revision email using this format. Our system will automatically process your response:
Required Fields:
REVISION: Q-FLEET-120124-AB12.R1
DECISION: APPROVE (or DENY, QUESTION)
NAME: Your Full Name
EMAIL: Your_Email_Address
LOCATION: Your Location/Facility Name
Optional Fields:
PO: Your Purchase Order Number
NOTES: Any comments or questions
Example approval with PO:
DECISION: APPROVE
NAME: John Smith
EMAIL: jsmith@company.com
LOCATION: Charlotte Depot
PO: 78901
NOTES: Please proceed with the additional repairs.
Your Total Cost
Your final invoice will include:
Original Estimate Amount (approved items only)
+ Any approved line items from original estimate
Revision Amount(s) (if approved)
+ Any approved revision items (R1, R2, etc.)
= Total Invoice Amount
Frequently Asked Questions
Q: Can there be multiple revisions?
A: Yes, complex repairs may have R1, R2, etc. Each requires separate approval.
Q: What happens if I deny a revision?
A: We complete only the originally approved work. No additional charges. Warranties may be affected based on documentation of the condition of the parts and what has been denied. If you have questions, please ask before a final decision is made, as different manufacturers have different warranty policies and processes.
Q: How quickly should I respond?
A: Please respond promptly - the vehicle may be waiting for your decision to continue repairs.