What this checklist covers
The Accessory Quotation Checklist is a 15-point scorecard for item-wise pricing, package pricing, discount approval, tax accuracy, fitment charges, warranty terms, and quotation validity. Each criterion is scored from 1 to 5 on what the auditor sees on the day, and every gap goes into an action plan with an owner and a close date.
AutoSmart tip: Accessory quotation audits should cross-check a sample of recent quotations against the final invoices for the same customer. A systematic gap between quoted and invoiced amounts — in either direction — indicates either unauthorised discounting, pricing errors, or post-quote additions that were not properly consented to. Both are compliance and customer trust risks.
The checks
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Item-wise and package pricing
- Is every accessory quotation itemised — with each accessory listed separately by name, part number, and individual price — not quoted as a single bundled total?
- Where a package price is offered, is the saving versus individual item pricing clearly shown on the quotation, making the value proposition transparent to the customer?
- Is pricing on the quotation consistent with the current approved accessory price list, with no manual adjustments applied without proper documentation?
- Is the quotation format standardised — using a consistent template rather than ad hoc email or handwritten prices — ensuring all required fields are captured every time?
Discount approval and tax accuracy
- Is any discount applied to the quotation authorised by the appropriate management level before it is offered to the customer, not applied at the consultant's discretion?
- Is the discount amount and the authorising manager's name recorded on or attached to the quotation, creating a traceable approval record?
- Is the applicable tax (VAT or equivalent) calculated correctly on the quotation, applied to both the accessory price and the fitment charge separately where required?
- Is the pre-tax and post-tax total shown separately on the quotation, allowing the customer to clearly see the tax component of the total cost?
Fitment charges and warranty terms
- Is the fitment charge for each installed accessory shown as a separate line item on the quotation — not included in the accessory price without disclosure?
- Are the warranty terms for quoted accessories clearly stated on the quotation — covering duration, what is covered, and where warranty claims are submitted?
- Is the installation timeline (if not fitted at point of sale) included on the quotation, so the customer knows when to expect the accessory to be ready?
Quotation validity and governance
- Is a validity period stated on every accessory quotation, preventing customers from presenting outdated quotes after prices or promotions have changed?
- Is every quotation retained in the CRM or DMS, attached to the customer record, so a consistent price is honoured if the customer returns within the validity period?
- Is the customer's signed or digitally confirmed acceptance of the quotation required before any accessory is ordered or fitment is scheduled?
- Is accessory quotation accuracy reviewed periodically — comparing quoted prices against invoiced prices to identify systematic errors or unauthorised discounting?
How to run it
How the scoring works
Before the visit, fill in the dealer or centre, the auditor, the date and the audit cycle. Then score each of the 15 checks from 1 to 5 on what you see on the day, not on what the site aims for, and add them up out of 75.
- 1Not in place
- 2Attempted
- 3Defined
- 4Managed
- 5Fully sustained
- Green60–75 · 80–100%Compliant. Keep the standard.
- Amber38–59 · 50–79%Improvement needed: a structured action plan within 30 days.
- Red0–37 · Below 50%Priority intervention, escalated to regional management.
Then close every gap
Each gap goes into the action plan tracker and moves through four stages until the auditor closes it.
- 1PendingOwner and close date set
- 2In progressWork under way, evidence gathered
- 3CompletedEvidence submitted for review
- 4ApprovedVerified and closed by the auditor
