Every contractor has lived this one. A client comes back on a fit-out tender — they want the feature wall in oak instead of laminate, the kitchen scope trimmed, two meeting rooms added. You revise. They push back on the prelims. You revise again. Three weeks later someone on the client side asks you to "confirm the figure", and now there are four spreadsheets called some variation of Acme_FitOut_REV-C.xlsx, two of them emailed, one on the shared drive, one on an estimator's desktop — and nobody can say with certainty which one is the live number.
That uncertainty is not a filing problem. It is a margin problem, and it costs real jobs.
The wrong number goes out, and you honour it
The danger isn't that you lose track for a day. It's that the gap between revisions is exactly where the expensive mistakes live. Someone forwards Rev B because it was the last one in their sent items, not realising Rev C dropped the sell price by four percent after a scope cut that was later reversed. The client accepts. Now you are contractually anchored to a number you never meant to stand behind, and the only way out is an awkward conversation that costs you either margin or goodwill.
Run this across a busy pipeline and the pattern compounds. Estimators rebuild from whichever copy they happened to open. A buyer prices a package off a superseded breakdown. The final number you defend in a negotiation is one nobody in the room can actually trace back to a decision. None of it is dramatic. All of it is avoidable.
One quote, every revision in one place
Vyntworks treats revisions of a quote as exactly that — revisions of one quote, not separate files. Every time the client pushes back, you raise a new revision: it clones the current live version and advances the label automatically (Rev A → Rev B, or 1 → 2, however you've set it up). The old revision isn't deleted and it isn't lost — it's kept, marked superseded, and sat in the same place as every other version of that quote.
Open the revisions view for any quote and you get the whole story in one table: revision number, version label, reference, name, the buy and sell figures, and a status against each one — LIVE, superseded or archived. There is exactly one revision marked live at any time. No hunting through inboxes, no "I think this is the latest" — the system holds a single source of truth, and it is unambiguous.
When the client confirms they want to go back to the earlier scope, you don't rebuild anything. You set live on the revision you want, and that becomes the official number the project converts from. The decision is a click, and it's recorded.
See exactly what changed between two versions
The part that quietly saves the most arguments is the comparison. Tick any two revisions and compare them, and Vyntworks shows you what actually moved — how many lines were added, removed and changed, and the sell delta between the two.
That turns a vague "I think we took the partitions down a notch" into a precise, defensible answer. When a client asks why Rev C is eleven thousand pounds higher than Rev A, you don't go line-hunting across two spreadsheets at midnight — you show them the four lines that changed and the figure that moved. It's the difference between a credibility-building reply in five minutes and a half-day reconstruction job that still leaves room for doubt.
It also protects you internally. Before a revision goes out, a commercial lead can see at a glance what changed since the last one that left the building — so a dropped contingency or a mis-dragged formula gets caught before the client ever sees it, not after they've accepted it.
The version you send is the version you meant to send
The whole point is to remove the moment where the wrong number escapes. When every revision lives against one quote, one of them is unambiguously live, and you can see exactly what separates any two of them, "which version is live?" stops being a question anyone has to ask — and stops being a question that quietly costs you jobs.
If your estimating team is still reconciling revisions by filename, book a walkthrough and we'll set quote versioning up on one of your own live tenders, so you can watch the confusion disappear from a real job.
