BESTProto Quote Request Documentation Options
If you’ve never worked with a contract manufacturer before, you might be wondering what project documentation to submit. The answer depends entirely on where your project sits in the development cycle. An early-stage concept with a basic schematic and a functional description requires different documentation than a fully tested product nearing volume production.
Here’s a stage-by-stage breakdown so you can jump straight to your situation.
PCB Design Documentation
If you’re starting from an idea rather than a finished circuit, a designer needs to know the rules before they draw a single trace. At a minimum, prepare:
- A functional description or block diagram of what the circuit needs to do
- A preliminary component list, even a rough one, with any parts you already know you want, especially unusual or hard-to-source ones
- Mechanical constraints: enclosure dimensions, connector locations, mounting holes, or anything fixed by your product’s physical design
- Any compliance targets (FCC/CE, RoHS, medical, aerospace) that will shape component and layout choices later
You don’t need finished CAD files at this stage; you need enough information for someone else to make good decisions on your behalf.
PCB Layout Documentation
Once you have a schematic, the next step is turning it into a routed board. To get a good layout, provide:
- The schematic itself, as a native CAD file (Altium, KiCad, OrCAD, Eagle, etc.) or a clean, searchable PDF
- A bill of materials (BOM) with manufacturer part numbers, part descriptions, and footprints for every component
- A board outline (DXF, DWG, or STEP) with any keep-out zones or fixed component placement
- Signal notes – flag anything high-speed (USB, HDMI, DDR memory) that needs controlled impedance or length matching, and any high-current components that need heavier copper
- Target layer count and board thickness, if you have a preference
PCB Fabrication Documentation
If your board is fully designed and routed and you just need bare boards manufactured, this is the leanest documentation package of the bunch:
- Fabrication data in Gerber (.zip archive), ODB++ (.tgz/.tar.gz/.zip), or IPC-2581 (.xml) format
- Drill files (if you’re submitting Gerber rather than ODB++ or IPC-2581, which include drill data natively)
- A fabrication drawing and/or fabrication notes covering layer stack-up, board thickness, copper weight, material specifications, surface finish, etc
Gerber has been the industry standard for decades and works everywhere, but it’s a collection of separate files that must all line up correctly. ODB++ and IPC-2581 bundle layers, drill data, and netlist information into a single intelligent package, which cuts down on back-and-forth engineering questions – worth considering if your design has any complexity to it.
PCB Assembly Documentation
If you already have fabricated boards in hand and need components placed and soldered, you’ll need:
- A final BOM with manufacturer part numbers, quantities, and reference designators
- A pick-and-place (centroid) file – the X/Y coordinates, rotation, and board side for every component
- An assembly drawing (PDF) showing component outlines, reference designators, and polarity/Pin 1 markings and any special assembly instructions.
- ASCII CAD files (IPC-356, etc.)
- A note on sourcing: are you shipping the components yourself (consignment), or should we source them from our vetted US distributors?
PCB Rework Documentation
If you need a specific fix rather than a full assembly build — say, reflowing a suspect BGA or swapping a failed component — BESTProto needs clear instructions on exactly what to do, since rework is performed to your specification rather than open-ended diagnosis. To get a quote started, provide:
- Rework instructions — a text document specifying the exact task(s) requested: BGA re-ball, BGA rework/replacement, SMT or THT component replacement, or trace cut/repair and jumper addition
- PCB top and bottom side images showing the area where the rework is planned, with the specific part(s) to be reworked clearly marked or circled
- Additional notes disclosing whether the board has conformal coating, or adhesive/underfill/staking on the target component — both add labor that should be reflected in the quote
- BOM/parts list with part numbers and reference designators for the part(s) being reworked
Box Build Documentation
A box build goes past the circuit board itself: your assembled PCBs, along with cables, connectors, displays, switches, and other components, get integrated into a finished chassis or enclosure. That means the documentation needs to cover the whole system, not just the board. In addition to PCB fabrication and assembly documentation, please prepare:
- Enclosure and mechanical drawings: the chassis or panel design, including cutouts for connectors, displays, and switches
- Cable and wire harness specifications: pinouts and routing for any interconnects between boards, panels, or subassemblies
- Assembly and build-sequence instructions: the order components go in, torque specs, or anything else that isn’t obvious from a drawing alone
- Special process requirements, such as conformal coating, in-circuit or flying-probe testing, or part programming
- Who’s supplying what: boards, components, and enclosure hardware can come from you, the assembler, or a mix of both, so spell out the split
- Software or firmware to load, plus any user manuals or documentation that should ship inside the finished unit
The more precise your assembly documentation is, the more accurate the build sequence and final configuration description is, the less back-and-forth you’ll need before your first unit comes off the line.
Just Want a Quote First?
For an RFQ, a Gerber, ODB++, or IPC-2581 file plus a BOM with real manufacturer part numbers is usually enough to get started. That tells us your board’s complexity and lets us check component availability. Add your target quantities and turnaround time, and you’ll get a workable budgetary number even if you’re still finalizing details like firmware, test procedures, or panelization.
Quick FAQ
Do I need Gerber, ODB++, or IPC-2581? Gerber works everywhere and is fine for simpler designs. ODB++ and IPC-2581 bundle everything into a single documentation package, which reduces the risk of mismatched or missing data, worth using if your board has any real complexity.
What if my design isn’t finished? That’s fine; we can help you with the PCB design or layout.
Do I need to send firmware or test procedures right away? No, those files, along with detailed test manuals, can typically wait until you are ready to place the order.