Export Specification

Detailed specification for exporting quotes and cost breakdowns from CostEngine (MfgIQ).

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Overview

The export module generates customer-facing quotes and internal cost breakdowns in multiple formats. This document defines:

• Supported output formats
• Quote structure and content
• Excel breakdown specifications
• PDF layout and branding
• Email integration

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Supported Export Formats

Format	Use Case	Level of Detail	Customizable
PDF	Customer quote	Summary	Yes - Branding
Excel	Internal review	Full breakdown	Yes - Templates
CSV	Data analysis	Raw data	No
JSON	API integration	Structured data	No
Email	Direct send	PDF + Excel	Yes - Templates

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PDF Quote Specification

Layout Structure

┌─────────────────────────────────────────────────┐
│ [Company Logo]                  Quote #Q-XXXX  │
│                                 Date: YYYY-MM-DD│
├─────────────────────────────────────────────────┤
│ CUSTOMER INFORMATION                             │
│ Customer Name                                    │
│ Contact Person                                   │
│ Address                                          │
├─────────────────────────────────────────────────┤
│ PART INFORMATION                                 │
│ Part Number | Drawing Number | Revision         │
│ Material    | Quantity       | Lead Time        │
├─────────────────────────────────────────────────┤
│ PRICING SCENARIOS                                │
│ ┌─────────────┬──────┬───────────┬─────────┐   │
│ │ Scenario    │ Qty  │ Price/Pc  │ Total   │   │
│ ├─────────────┼──────┼───────────┼─────────┤   │
│ │ Base (25%)  │ 1000 │ ₹661.50   │ ₹661,500│   │
│ │ Aggressive  │ 1000 │ ₹608.00   │ ₹608,000│   │
│ │ Safe (35%)  │ 1000 │ ₹714.50   │ ₹714,500│   │
│ └─────────────┴──────┴───────────┴─────────┘   │
├─────────────────────────────────────────────────┤
│ TERMS & CONDITIONS                               │
│ • Payment Terms: Net 30                         │
│ • Delivery: 6-8 weeks ARO                       │
│ • Validity: 30 days from quote date             │
│ • Tooling: Included                             │
├─────────────────────────────────────────────────┤
│ TECHNICAL SPECIFICATIONS                         │
│ • Material: SAE4140 Steel                       │
│ • Processes: Cut, Turn, Thread, HT, Coat        │
│ • Quality: As per drawing specs                 │
├─────────────────────────────────────────────────┤
│ FOOTER                                           │
│ Company Name | Contact Info | www.company.com   │
└─────────────────────────────────────────────────┘

Content Specifications

Header Section

Field	Source	Format	Required
Company Logo	Settings	Image (PNG/JPEG)	Yes
Quote Number	Auto-generated	Q-YYYY-NNNN	Yes
Quote Date	System date	YYYY-MM-DD	Yes
Valid Until	Date + 30 days	YYYY-MM-DD	Yes
Quote Version	Version tracker	v1.0, v1.1, etc.	Yes

Customer Information

Field	Source	Format	Required
Customer Name	Excel import	Text, max 100 chars	Yes
Contact Person	Excel import	Text, max 100 chars	No
Email	Excel import	Valid email	No
Phone	Excel import	Text, max 20 chars	No
Address	Customer Master	Multi-line text	No

Part Information

Field	Source	Format	Required
Part Number	Excel import	Text, max 50 chars	Yes
Drawing Number	Excel import	Text, max 50 chars	Yes
Revision	Excel import	Text, max 10 chars	No
Material Grade	Excel import	Text	Yes
Order Quantity	Excel import	Integer	Yes
Lead Time	Settings	Text (e.g., "6-8 weeks")	Yes

Pricing Scenarios

Standard 3-Scenario Model:

Scenario	Margin %	Description	Calculation
Base	25%	Standard margin	Cost × 1.25
Aggressive	15%	Competitive pricing	Cost × 1.15
Safe	35%	Premium margin	Cost × 1.35

Configurable Options: - Custom margin percentages (per customer or quote) - Single scenario mode (for rush quotes) - Quantity break pricing (different margins for different quantities)

Terms & Conditions

Field	Source	Default Value	Customizable
Payment Terms	Settings	"Net 30"	Yes
Delivery	Settings	"6-8 weeks ARO"	Yes
Quote Validity	Settings	"30 days"	Yes
Tooling	Settings	"Included in price"	Yes
Warranty	Settings	"As per standard terms"	Yes

PDF Styling

Typography: - Headings: Roboto Bold, 14pt, Color: #2C3E50 - Body Text: Roboto Regular, 10pt, Color: #34495E - Table Headers: Roboto Medium, 9pt, Color: #FFFFFF, Background: #3498DB - Numbers: Roboto Mono, 10pt (for price alignment)

Colors: - Primary: #3498DB (Blue) - Secondary: #2C3E50 (Dark Gray) - Accent: #E74C3C (Red, for warnings) - Success: #27AE60 (Green) - Background: #FFFFFF (White)

Page Layout: - Size: A4 (210mm × 297mm) - Margins: 20mm on all sides - Orientation: Portrait - Header: 40mm - Footer: 20mm

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Excel Breakdown Specification

Multi-Sheet Structure

Sheet 1: Quote Summary

Mirrors the PDF format with clickable links to detailed sheets.

Columns: - A: Description - B: Value - C: Notes

Key Rows: - Quote metadata (number, date, customer) - Part information - Pricing scenarios table - Terms and conditions

Sheet 2: Detailed Cost Breakdown

Complete cost buildup with explainability.

Columns:

Col	Field	Data Type	Format	Notes
A	Cost Component	Text	-	Hierarchical structure
B	Quantity	Decimal	#,##0.00	Input quantity
C	Unit Rate	Currency	₹#,##0.00	Rate per unit
D	Amount	Currency	₹#,##0.00	Calculated cost
E	% of Total	Percentage	0.0%	Contribution
F	Source	Text	-	Data origin
G	Assumptions	Text	-	Key assumptions
H	Override	Yes/No	-	Manual override flag

Row Structure:

Row 1: Headers
Row 2: [BLANK]
Row 3: Material Cost
Row 4:   └─ Raw Material           | 2.304  | ₹99.5    | ₹229.25 | 43.3% | Material Master | Current rate | No
Row 5:   └─ Scrap Adjustment       | -      | 5.0%     | ₹11.46  | 2.2%  | Excel         | 5% scrap    | No
Row 6:   └─ Total Material         | -      | -        | ₹240.71 | 45.5% | -             | -           | -
Row 7: [BLANK]
Row 8: Operations Cost
Row 9:   └─ Op 1: Cutting          | 1.0    | ₹14.47   | ₹14.47  | 2.7%  | Excel         | 0.12h cycle | No
Row 10:  └─ Op 2: Turning          | 1.0    | ₹72.05   | ₹72.05  | 13.6% | Excel         | 0.60h cycle | No
...

Sheet 3: Material Details

Columns: - Material Grade - Gross Weight (kg) - Net Weight (kg) - Yield % - RM Rate (₹/kg) - RM Rate Source - RM Rate Date - Material Cost - Scrap % - Scrap Cost

Sheet 4: Routing Details

Columns: - Operation No - Operation Name - Machine Type - Setup Time (hrs) - Cycle Time (hrs) - Machine Rate (₹/hr) - Setup Cost/Piece - Cycle Cost/Piece - Tool Cost/Piece - Total Op Cost - Scrap % - Notes

Sheet 5: Overheads

Columns: - Overhead Category - Basis (e.g., % of Material, % of Operations) - Rate/Percentage - Amount - Notes

Sheet 6: Assumptions & Notes

Free-form notes including: - Manual overrides with justifications - Critical assumptions - Customer-specific notes - Quote history (if revised)

Excel Formatting

Cell Styles: - Headers: Bold, Blue background (#3498DB), White text, Border - Subtotals: Bold, Light gray background (#ECF0F1), Border - Total: Bold, Dark gray background (#BDC3C7), Border - Overrides: Yellow background (#FFF3CD), Red text (#E74C3C) - Warnings: Orange background (#FFE5CC)

Conditional Formatting: - Green cells for costs below industry benchmark - Red cells for costs above threshold - Yellow cells for manual overrides

Protection: - Lock formula cells (to prevent accidental edits) - Allow editing of override cells only - Password protect structure (optional)

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CSV Export Specification

Flat Structure

Single CSV file with all cost data in tabular format.

Columns:

quote_number,quote_date,customer,part_number,material,quantity,cost_category,cost_subcategory,description,qty,rate,amount,source,override_flag,notes
Q-2026-0042,2026-01-24,ABC Mfg,RH-2024-05,SAE4140,1000,Material,Raw Material,SAE4140 Steel,2.304,99.5,229.25,Material Master,No,Current rate
Q-2026-0042,2026-01-24,ABC Mfg,RH-2024-05,SAE4140,1000,Operations,Cutting,Cutting operation,1.0,14.47,14.47,Excel,No,0.12h cycle
...

Use Cases: - Data warehouse import - Business intelligence tools - Custom reporting

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JSON Export Specification

Structured Format

{
  "quote": {
    "quote_number": "Q-2026-0042",
    "quote_date": "2026-01-24",
    "version": "v1.0",
    "valid_until": "2026-02-24",
    "status": "draft",
    "customer": {
      "name": "ABC Manufacturing",
      "contact": "John Doe",
      "email": "john@abc.com"
    },
    "part": {
      "part_number": "RH-2024-05",
      "drawing_number": "RH-2024-05-R1",
      "revision": "R1",
      "material": "SAE4140",
      "quantity": 1000,
      "lead_time": "6-8 weeks"
    },
    "cost_breakdown": {
      "material": {
        "total": 240.71,
        "details": {
          "raw_material": 229.25,
          "scrap_adjustment": 11.46
        },
        "assumptions": {
          "rm_rate": 99.5,
          "rm_rate_source": "Material Master",
          "yield_percent": 86.8,
          "scrap_percent": 5.0
        }
      },
      "operations": {
        "total": 238.45,
        "details": [
          {
            "operation_no": 1,
            "name": "Cutting",
            "machine_type": "Band Saw",
            "setup_time": 0.30,
            "cycle_time": 0.12,
            "machine_rate": 120.00,
            "total_cost": 14.47
          }
        ]
      },
      "overheads": {
        "total": 50.00,
        "details": {
          "factory_overhead": 30.00,
          "admin_overhead": 20.00
        }
      },
      "grand_total": 529.16
    },
    "pricing_scenarios": [
      {
        "scenario": "Base",
        "margin_percent": 25,
        "price_per_piece": 661.50,
        "total_value": 661500.00
      },
      {
        "scenario": "Aggressive",
        "margin_percent": 15,
        "price_per_piece": 608.00,
        "total_value": 608000.00
      },
      {
        "scenario": "Safe",
        "margin_percent": 35,
        "price_per_piece": 714.50,
        "total_value": 714500.00
      }
    ],
    "terms": {
      "payment_terms": "Net 30",
      "delivery": "6-8 weeks ARO",
      "tooling": "Included",
      "validity_days": 30
    },
    "metadata": {
      "created_by": "estimator@company.com",
      "created_at": "2026-01-24T10:30:00Z",
      "modified_at": "2026-01-24T10:30:00Z",
      "source_file": "costing_template.xlsx"
    }
  }
}

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Email Integration

Email Template

Subject Line Template:

Quote #{quote_number} for {part_number} - {customer_name}

Email Body Template:

<!DOCTYPE html>
<html>
<head>
  <style>
    body { font-family: Arial, sans-serif; color: #333; }
    .header { background-color: #3498DB; color: white; padding: 20px; }
    .content { padding: 20px; }
    .footer { background-color: #ECF0F1; padding: 15px; font-size: 12px; }
    table { border-collapse: collapse; width: 100%; }
    th, td { border: 1px solid #ddd; padding: 8px; text-align: left; }
    th { background-color: #3498DB; color: white; }
  </style>
</head>
<body>
  <div class="header">
    <h2>Quote for {part_number}</h2>
  </div>

  <div class="content">
    <p>Dear {customer_contact},</p>

    <p>Thank you for your inquiry. Please find attached our quote for the following:</p>

    <table>
      <tr><th>Part Number</th><td>{part_number}</td></tr>
      <tr><th>Drawing Number</th><td>{drawing_number}</td></tr>
      <tr><th>Material</th><td>{material}</td></tr>
      <tr><th>Quantity</th><td>{quantity}</td></tr>
    </table>

    <h3>Pricing Summary</h3>
    <table>
      <tr>
        <th>Scenario</th>
        <th>Price per Piece</th>
        <th>Total Value</th>
      </tr>
      <tr>
        <td>Base (25% margin)</td>
        <td>₹{base_price}</td>
        <td>₹{base_total}</td>
      </tr>
      <tr>
        <td>Aggressive (15% margin)</td>
        <td>₹{aggressive_price}</td>
        <td>₹{aggressive_total}</td>
      </tr>
      <tr>
        <td>Safe (35% margin)</td>
        <td>₹{safe_price}</td>
        <td>₹{safe_total}</td>
      </tr>
    </table>

    <p><strong>Quote Validity:</strong> {validity_date}</p>
    <p><strong>Delivery:</strong> {delivery_time}</p>
    <p><strong>Payment Terms:</strong> {payment_terms}</p>

    <p>Please find attached:</p>
    <ul>
      <li>PDF Quote - Customer-facing document</li>
      <li>Excel Breakdown - Detailed cost analysis</li>
    </ul>

    <p>Should you have any questions or require clarifications, please feel free to reach out.</p>

    <p>Best regards,<br>
    {estimator_name}<br>
    {company_name}</p>
  </div>

  <div class="footer">
    <p>{company_name} | {company_address} | {company_phone} | {company_email}</p>
    <p>This quote is valid for {validity_days} days from the date of issue.</p>
  </div>
</body>
</html>

Attachment Rules

1. Always Attach:

2. PDF Quote (customer-facing)

3. Conditionally Attach:

4. Excel Breakdown (if customer requests detailed breakdown)

5. Technical drawings (if available and customer requests)

6. Never Attach:

7. Internal notes
8. Override justifications
9. Profit margin calculations

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Export API

REST Endpoint

POST /api/v1/quotes/{quote_id}/export

Request:

{
  "format": "pdf",
  "options": {
    "include_logo": true,
    "branding_template": "default",
    "show_detailed_breakdown": false,
    "scenarios": ["base", "aggressive", "safe"]
  }
}

Response:

{
  "status": "success",
  "export_id": "exp_20260124_001",
  "files": [
    {
      "format": "pdf",
      "filename": "Quote_Q-2026-0042_v1.0.pdf",
      "size_bytes": 245678,
      "download_url": "https://api.costengine.com/downloads/exp_20260124_001/quote.pdf",
      "expires_at": "2026-01-25T10:30:00Z"
    }
  ],
  "generated_at": "2026-01-24T10:30:00Z"
}

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Customization Options

Branding Templates

Multiple branding templates supported:

1. Default - Standard company branding
2. Minimal - Clean, simple layout
3. Detailed - Full technical specifications
4. Custom - Per-customer branding

Template Configuration:

{
  "template_id": "custom_abc_corp",
  "customer_id": "ABC-001",
  "logo": "path/to/abc_logo.png",
  "primary_color": "#E74C3C",
  "secondary_color": "#2C3E50",
  "font_family": "Arial",
  "show_detailed_specs": true,
  "custom_footer": "Preferred Supplier to ABC Corp"
}

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Performance Targets

Export Format	Target Time	File Size Limit	Notes
PDF	< 3 sec	2 MB	Standard quote
Excel	< 2 sec	5 MB	All sheets
CSV	< 1 sec	10 MB	Data only
JSON	< 500 ms	1 MB	API response
Email Send	< 5 sec	10 MB total	Including attachments

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Related Documentation

• Costing Formats Index → - Overview of all costing formats
• Import Specification → - Excel import format specification
• Quote Output Use Cases → - Detailed export scenarios
• Modular Blocks → - Quote generation architecture