What are RFQs?
Request for Quotations (RFQs) are documents you create to list your company's purchasing requirements and invite suppliers to submit competitive bids. Suppliers receive your RFQ via email and can submit quotes without needing a Quotable account.
Creating an RFQ
Step 1: Start New RFQ
Go to RFQs in your menu and click + New Request. The RFQ creation form opens.
Step 2: Add Company Information
Enter your contact details:
First Name and Last Name
Email address
Company name
Step 3: Add Products
Option A: Use Quotable Catalog
Click Quotable Catalog to search 100M+ pre-loaded products. Find items by brand, model, or product name. Select products to add, details auto-populate.
PRO TIP: Can't find an item? Add any item manually by pressing on the "non-catalog" tab
Add Product Details:
Request Title: Name your requirement
Item Requested: Product description
Quantity: Number of units needed
Total Item Budget (VAT Inc.): Your budget per item
Detailed Requirements: Specifications, brand preferences, quality standards (use rich text editor for formatting)
Option B: General Form
Click General Form to manually enter product requirements. Type or upload your request details and line items without using the catalog.
PRO TIP: General form is similar to an email RFQ. You can describe what you need and attach documents. For a detailed comparison, we recommend you use Option A and use the catalog.
Request Details Section
Department Charge To
Specify which department this purchase is for (optional field for internal tracking).
Send Request to Existing Suppliers
Click Contacts to select suppliers from your Contact Book. Search and select individual suppliers. Choose suppliers from specific companies. Click Select to add them to your invitation list.
Request Title
Give your RFQ a clear, descriptive title (e.g., "Office Supplies Q4 2025," "Laptop Procurement").
Request Description
Add detailed requirements, specifications, quality standards, or special instructions using the rich text editor. Include any additional context suppliers need to quote accurately.
Request Timeline
When Will This Request Be Active For?
Set the start date when suppliers can begin submitting quotes.
Delivery Date
Specify when you need the goods or services delivered.
Bidding Opening Date
Set the date when you'll start reviewing submitted quotes.
Payment Terms
Choose payment terms from dropdown:
Advanced Payment
With Terms (Net 30, Net 60, etc.)
Down payment with Terms
Check on Delivery
Select Amount Type: % Percentage or Fixed amount.
Attachments
Upload Supporting Documents
Drag and drop files or click to upload specifications, technical drawings, project requirements, or reference documents. Supported formats: PDF, JPG, PNG.
Delivery Details
Contact Information
Contact Name: First and Last Name for delivery coordination
Contact Number: Phone number for delivery follow-up
Email Address: Email for delivery notifications
Delivery Address
Enter complete shipping address where goods should be delivered. Use the address lookup feature if available.
Note to Supplier
Add special delivery instructions, access requirements, or operational notes using the rich text editor.
Inviting Suppliers
From Contact Book
Click Contacts button during RFQ creation. Search your Contact Book by company name or contact. Select individual suppliers to invite. Click Apply to add them.
Using Supplier Groups
Search for created supplier groups by typing the group name. Select one or multiple groups. System shows total number of suppliers being invited. All suppliers in selected groups receive invitations.
Add New Suppliers
Add new supplier email addresses directly in the Contacts section. They'll be added to your Contact Book and invited to the RFQ.
Share Link
You can also share a link to any supplier, even if they're not in your contact book. Guest/external suppliers can submit quotes without logging in or having a Quotable account. The share link will appear in the RFQ card after you've created the RFQ.
Submitting Your RFQ
Privacy Agreement
Check the box: "I agree to share my contact information with supplier" before submitting. This allows suppliers to communicate with you about the RFQ.
Submit RFQ
Click Submit RFQ button. Your RFQ is sent to all invited suppliers via email. RFQ appears in your dashboard with status tracking.
After Sending RFQ
Supplier Notifications
All invited suppliers receive email notifications with RFQ details and a secure link to view requirements. Suppliers can submit quotes directly from the email link without logging in.
Track Quote Submissions
Monitor your RFQ dashboard to see:
How many quotes received (e.g., "Quotes received 2")
Which suppliers have submitted
RFQ status (PRIVATE, OPEN, AWARDED)
Active time remaining
Compare Quotes
Click Compare Quotes on submitted quotes to review and compare supplier proposals side-by-side. Filter and sort by price, delivery time, or terms.
RFQ Dashboard
View all your RFQs with key information:
RFQ Number and creation date
Request Title and description preview
Company/Location assigned
Products count and Total Budget
Quotes Received count
Status (PRIVATE, OPEN, AWARDED)
Active Duration (e.g., "Active for 22 days")
Result
Create RFQs in minutes, invite suppliers with one click, and receive competitive quotes without requiring suppliers to create accounts, streamlining your entire sourcing process.
Tips
Use Quotable Catalog to add products with pre-filled details
Use General Form for custom or unique requirements
Add detailed specifications to reduce supplier questions
Invite multiple suppliers or supplier groups for competitive pricing
Set realistic delivery dates to get accurate quotes
Include total budget to help suppliers price competitively
Upload technical drawings or specs as attachments
Use rich text editor to format detailed requirements clearly
Select suppliers from Contact Book for faster invitations
Add new supplier emails directly during RFQ creation
Share RFQ links with suppliers not in your network
Track quotes received in real-time from dashboard
Use supplier groups to invite entire categories with one click