Quote Intake & Project Routing

Standardized quote intake for commercial projects

Quote intake checklist for commercial projects showing project and ship-to, quantities and timeline, electrical and controls, environment rating, and documentation needs.
Quote intake checklist: include these details to reduce revisions and speed turnaround.

Quick answer: For the fastest commercial quote turnaround, submit ship-to city/state, quantities, target delivery date, voltage/controls requirements, environment rating, and any submittal or photometric needs. This page lists exactly what to include so we can confirm configuration, lead time, shipping constraints, and documentation without delays.

Selection note: If you’re still determining the right fixture family (or correcting a prior selection), use the buying guide that matches the space before requesting alternates. This reduces re-quotes caused by mounting-height assumptions, distribution/beam angle mismatch, controls incompatibility, or rating conflicts:

Quote intake and project routing for commercial lighting orders

This page standardizes the information we request for commercial quotes and project support. A complete intake reduces revision cycles, prevents configuration errors, and improves shipping predictability—especially for multi-SKU orders, phased deliveries, and projects with documentation requirements.

Scope note: This intake process is designed for commercial projects (contractors, facility teams, and project managers). If your request involves submittals, IES files, compliance documentation, or delivery coordination, use the checklist below.

Document handling note: The form on this page does not support file uploads. Submit the form first, then email drawings, schedules, or spec documents to support@starsandstripeslighting.com.

What to send for a fast quote

Commercial quotes move faster when the request includes the parameters that impact configuration, lead time, and shipping. Use the list below as your baseline intake.

  • Project type and application: warehouse, office, exterior/site, canopy, corridor, etc.
  • Ship-to location: city/state (or full address if available)
  • Quantities: per SKU/type and any alternates
  • Target delivery window: required-on-site date and any phased delivery schedule
  • Electrical requirements: voltage and any site constraints
  • Controls requirements: 0–10V, dimming expectations, sensors/controls integration (if applicable)
  • Environment rating: dry/damp/wet, dust, washdown, coastal/corrosive exposure (if applicable)
  • Documentation needs: submittals, listings/certs, IES files, closeout packet expectations

Buying guide shortcuts (optional): If your request includes alternates, include the applicable guide link so your team is aligned on the selection constraints and layout assumptions:

Use the copy/paste template if you want a single message format your team can reuse.

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Ship-to and receiving requirements

Shipping constraints drive carrier selection, delivery planning, and the likelihood of exceptions. Include these details up front to reduce delays and rework.

  • Receiving hours: days/times the site can accept deliveries
  • Appointment requirement: whether scheduled delivery is required
  • Access limitations: loading dock vs. ground delivery, gate codes, restricted access, jobsite rules
  • Lift-gate needs: required if no dock or forklift is available
  • Contact on-site: receiving contact name/role (if available)
  • Partial shipment policy: whether partial deliveries are acceptable or not

Operational note: If the project has a strict receiving window, specify it early so we can align shipment timing and help reduce missed deliveries.

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Electrical, controls, and compliance needs

These inputs prevent incorrect configurations and reduce change orders. If you don’t have every detail, include what you know and label unknowns clearly.

  • Voltage: specify site voltage requirements
  • Dimming/controls: dimming method and any integration requirements (if applicable)
  • Emergency/backup: emergency circuits, battery backup, or life-safety requirements (if applicable)
  • Environment and ratings: wet/damp, dust, washdown, impact resistance (if applicable)
  • Listing/certification needs: UL/ETL and any project-specific compliance constraints (if applicable)

If controls are involved: include control narratives or the controls section of the spec when available. This reduces “quote → revise → re-quote” loops.

Related buying guide: If your project includes life-safety devices or egress compliance, this guide helps standardize documentation assumptions and testing expectations:

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Submittals, photometrics, and closeout documentation

If your project requires documentation beyond product selection, specify those needs at intake. This helps align lead time expectations and ensures the correct documents are compiled.

  • Submittals: cut sheets, listings/certifications, manufacturer documentation
  • Photometrics: IES files and related photometric documentation (if applicable)
  • Closeout packet: warranty documents, product documentation, turnover file expectations (if applicable)
  • Formatting preferences: naming convention, bundling requirements, or submittal format constraints

Tip: If you have a preferred submittal template or naming convention, email it after submitting the form so we can keep documentation consistent for review and closeout.

Buying guide references (optional): If documentation is being requested to support fixture selection, include the most relevant guide link so the team evaluating the packet is aligned on the application assumptions:

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How we route your request

Commercial project routing map showing how quote intake flows into configuration review, then routes into submittals and listings, photometric IES files, ship-to constraints, and closeout packet before delivery and closeout.
Routing map: complete intake enables faster configuration review and cleaner handoffs to documentation and shipping.

Where buying guides help most: If your request is for alternates or re-spec (not a straight reorder), include the relevant buying guide link in the message so we can align distribution, mounting height, controls method, and compliance assumptions before quoting multiple options.

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Supporting documents (email)

Our quote intake form on this page does not support file uploads. If you have project documents, email them after submitting the form so we can tie them to your request.

  • Email documents to: support@starsandstripeslighting.com
  • Subject line: “Quote Intake Documents — [Project Name] — [City, State]”
  • Include in the email: the name + email used on the form and any reference number shown after submission (if applicable)

Recommended documents: fixture schedule, drawings (PDF), spec notes, controls narrative (if applicable), approved equals/substitution rules, and any phasing plan or required-on-site dates.

Optional: If your team is referencing a buying guide as the selection basis, include the link in your email so documents and alternates are evaluated against the same assumptions.

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Copy/paste intake template

Copy and paste the template below into the form message field. Fill what you can, and mark unknowns as “TBD.”

Project / Facility Name:
Project Type (warehouse/office/exterior/canopy/etc.):
If using a buying guide as the basis, paste link here:

Ship-To City/State (or full address if available):
Receiving Hours:
Appointment Required? (Yes/No):
Dock Available? (Yes/No):
Lift-Gate Needed? (Yes/No):
On-Site Receiving Contact (name/role if available):

Quantities + Product Types (or SKUs if known):
Target Delivery Date / Required-on-site:
Phased Delivery? (Yes/No) If yes, describe:

Voltage:
Controls/Dimming Requirements:
Environment Rating (dry/damp/wet, dust, washdown, coastal):
Emergency/Backup Requirements (if applicable):

Documentation Needed (submittals, listings/certs, IES files, closeout packet):
Special Notes / Constraints:

Attachments Available? (Yes/No) If yes, list the files and email them to support@starsandstripeslighting.com after submitting this form.

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Frequently asked questions

What is the minimum information you need to start a quote?

At minimum: ship-to city/state, quantities, target delivery window, voltage, and any environment or controls constraints. If documentation is required (submittals/IES/closeout), include that at intake.

Can you quote from a fixture schedule?

Yes. A fixture schedule is one of the fastest ways to quote accurately because it typically includes quantities, types, and project intent.

What if we don’t have all details yet?

Send what you know and mark unknowns as “TBD.” We can begin configuration review and identify the missing items that will materially affect lead time, compliance, or shipping.

How do we send drawings and schedules if the form has no upload?

Submit the form first, then email supporting documents to support@starsandstripeslighting.com. Use the subject line “Quote Intake Documents — [Project Name] — [City, State]” and include the same name and email used on the form.

Do receiving constraints really matter for quoting?

Yes. Appointment requirements, lift-gate needs, limited access, and restricted receiving hours can affect carrier selection, delivery planning, and the likelihood of exceptions.

Which buying guide should we use before requesting alternates?

Use the guide that matches the space so mounting height, distribution/beam angle, controls method, and compliance assumptions are aligned before quoting multiple options:

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If you’re coordinating a commercial order end-to-end, use these pages to align documentation, shipping visibility, and closeout deliverables. For the full workflow overview, use the Commercial Project Support hub.

Related buying guides: Use the guide that matches the scope of your project to reduce re-quotes and spec mismatches:

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Submit your request

Use the form on this page to submit your quote intake details. After you submit, email any supporting documents to support@starsandstripeslighting.com so we can match them to your request.

  • Tip for fast routing: use the same project name in your form submission and your email subject line.
  • If this request is tied to an existing order: include your PO/order reference in the form.

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