RFQs & Quotes
Request quotes from vendors and manage the competitive bidding process.
Overview
Request for Quotes (RFQs) allow you to solicit competitive bids from multiple vendors for a service order. This helps ensure you get the best value while maintaining vendor relationships.
The RFQ process provides transparency and documentation for procurement decisions, which is especially useful for audit trails and compliance.
Creating RFQs
Create an RFQ from a service order:
Step 1: Select Service Order
Open the service order you want to request quotes for and click "Create RFQ".
Step 2: Add Details
requirements, quantities, delivery deadlines, and any special instructions vendors need to know.
Step 3: Select Vendors
Choose which vendors to invite. Only vendors offering the relevant service type will be shown.
Step 4: Set Deadline
Set a deadline for quote submissions. Vendors will be notified and reminded as the deadline approaches.
RFQ Status
RFQ created but not sent to vendors
Accepting quotes from vendors
Quote deadline passed, reviewing submissions
Vendor selected and notified
RFQ was cancelled
Managing Quotes
Once vendors submit quotes, you can review and compare them:
Quote Details
breakdowns, terms, delivery times, and any vendor notes or conditions.
Comparison View
Use the comparison tool to view all quotes side-by-side with key metrics highlighted.
Vendor History
See each vendor's past performance and previous quotes for similar services.
Documentation
Download attached documents, certificates, or supporting materials from vendors.
Awarding Vendors
After reviewing quotes, select the winning vendor:
1. Select Quote
Click "Award" on the chosen quote. You'll have a chance to add notes explaining your decision.
2. Automatic Assignment
The winning vendor is automatically assigned to the service order and notified via email.
3. Notification to Others
Other participating vendors are notified that the RFQ has been awarded (without revealing pricing details).
Email Notifications
Vendors receive automated emails throughout the RFQ process:
Printable RFQ Documents
For vendors without portal access, you can generate a printable RFQ document that includes all service details and a response form. Access this from the RFQ detail page by clicking "Print / PDF".
Learn about Playbooks
Automate service order creation with templates.