How to Prepare a Perfect PCBA Quote Request for Your OEM Project

Securing an accurate and timely PCBA quote is the critical first step in any successful electronics manufacturing project. An incomplete or unclear quote request inevitably leads to delays, back-and-forth communications, and potentially inaccurate pricing that can derail your budget and timeline.

For OEMs and project managers, knowing exactly what information to provide is the key to a smooth and efficient sourcing process. This guide will walk you through the essential documents and specifications you need to prepare, ensuring your next PCBA quote request is complete, clear, and ready for a fast and precise response from your manufacturing partner.

The Essential PCBA Quote Request Checklist

Providing the following documents and information will allow a manufacturer to understand your project's scope, complexity, and requirements fully. A complete package enables us to provide you with the most competitive and accurate quote possible.

1. Gerber Files (The Most Critical Document)

• What it is: The standard output for PCB fabrication. These files are the digital blueprint of your circuit board, containing all the physical layer information.

• Why it's Needed: Gerber files (in RS-274X format) tell us exactly how to manufacture the bare board—the layer stackup, copper traces, solder mask, silkscreen, and drill holes.

• Pro Tip: Always generate and double-check your Gerber files using a Gerber viewer before sending them out. Ensure all layers are included and correctly mapped.

2. Bill of Materials (BOM) - The Component List

• What it is: A comprehensive spreadsheet listing every component on the board.

• Why it's Needed: The BOM is crucial for sourcing components and calculating the majority of your assembly cost. A clear BOM must include:

  • Component Designator (e.g., R1, C5, U3)

  • Quantity Per Board

  • Manufacturer Part Number (exact MPN is essential)

  • Description

  • Package/Footprint

• Pro Tip: Indicate any alternates or approved substitutes. Clearly mark any components that are customer-supplied versus those you need the manufacturer to procure.

3. Assembly Drawing

• What it is: A PDF drawing that provides visual instructions for component placement.

• Why it's Needed: It specifies the orientation and location of components, especially for polarized parts like diodes, capacitors, and connectors. It's the primary reference for our assembly team to ensure your board is built correctly.

• Pro Tip: The drawing should have a clear top and bottom view, clearly showing the outline of the board and the reference designators.

4. Pick-and-Place File / Centroid File

• What it is: A machine-readable file (often .txt or .csv) that provides the X, Y, and rotation coordinates for every surface-mount component.

• Why it's Needed: This file is directly imported by our automated pick-and-place machines to program component placement, ensuring speed and accuracy. While we can generate this from your Gerber and assembly drawing, providing it saves time and prevents errors.

5. Testing Requirements

• What it is: A specification of how you want the final assembled boards to be verified.

• Why it's Needed: Testing is a significant factor in the final cost and timeline. Be clear about your expectations:

  • No Testing: Visual Inspection only.

  • In-Circuit Test (ICT): Requires a custom test fixture.

  • Flying Probe Test: Good for low-volume projects, no fixture needed.

  • Functional Test (FVT): Requires you to provide the test procedure and criteria.

• Pro Tip: Defining your test strategy upfront prevents surprises and ensures the quality level you expect.

6. Special Requirements & Project Details

This section covers the "non-standard" elements that significantly impact the quote.

• Target Quantities: Provide your expected volumes (e.g., prototype: 10 pcs, initial production: 1k pcs, annual forecast: 10k pcs). This affects component pricing and manufacturing setup costs.

• PCBA Specifications:

  • Desired Lead Time: When do you need the boards?

  • Required Certifications: Do you need the boards built in an ISO 9001, IATF 16949 (Automotive), or ISO 13485 (Medical) certified facility?

  • Special Processes: Conformal coating, potting, programming, enclosure integration.

Our Streamlined Quotation Process: What to Expect

When you submit a complete package, our process is designed for clarity and speed:

1. Document Review & DFM Analysis: Our engineers will perform a Design for Manufacturability (DFM) review. We proactively identify potential issues in your design—such as insufficient clearances or soldering challenges—and provide feedback before you commit to production.

2. Component Sourcing Analysis: We analyze your BOM to check component availability, lead times, and cost, suggesting alternatives if necessary.

3. Transparent Cost Breakdown: You will receive a detailed quote separating costs for PCB Fabrication, Component Sourcing, PCBA Labor, and Testing. There are no hidden fees.

4. Project Consultation: We assign a dedicated project manager to discuss your quote, answer questions, and guide you through the next steps.

Ready to Get an Accurate Quote?

Preparing a comprehensive quote request is an investment that pays off in a smoother, faster, and more predictable project outcome.

Download our free PCBA Quote Request Checklist PDF to ensure you never miss a critical file, or simply contact us today and our team will be ready to assist you.

If you have specific procurement intentions or need further assistance, please feel free to contact us at sales03@sunsoartech.com or call +8613632793113.