Procurement Processes: The Basics of RFQ

January 13, 2023

RFQ, or request for quotation, is a key process in a supply chain. If one is unfamiliar with the process, it can be daunting. Here are the basics of RFQ software:

What Is an RFQ? 

A quote request is a way to ask a supplier what they can offer. Depending on the business you are in, and what product you are looking for, quotes can vary. As a buyer, this is one of the beginning parts of a supply chain process. When buyers go through the RFQ process, they look for the best price for their needs. Buyers will send multiple quotes to the suppliers who offer the products they are looking for. RFQ software can help streamline this process.

Who Uses RFQ Software? 

Several different industries could benefit from using RFQ software. Some businesses may have a manual system set up to request quotes from their partners. The industry that can benefit the most from using this software is the supply chain industry. This is because there are many different moving parts within the supply chain. A high-functioning supply chain business understands that the faster and more efficient it is, the more successful it can be. Any business that regularly requests quotes from suppliers can benefit from RFQ software.

What Should Be Included in an RFQ? 

When writing an RFQ, certain things should be included. Here are some items that one may want to consider adding to their RFQ:


One of the first items to add in an RFQ is a summary or introduction of what the document is. A summary should include things such as your business information, the product you are looking for, and other key items. This part of the document should give suppliers an idea of what will follow.

Business Detail

This part of the document should give more detail about your business. Suppliers are a key aspect of supply chains, so when they understand your business goals, they may be more likely to work with you. One can add information about your background and why you are a reliable and dependable buyer.

Pricing Information

The next part of an RFQ is key to finding the right supplier. The pricing information you add can vary depending on the seller. Each RFQ may be different depending on the seller's products. Buyers should be sure that each RFQ is specific to the product as well as the price. This information can be key to suppliers as they need specific information to send their quotes to the buyers.


An RFQ sent to a supplier should attach a timeline. A timeline should include when you want to finish the project, if there will be multiple quotes, and more. This allows suppliers to get back to you in a timely manner. The deadline can help remove suppliers who are not timely and may not be the right fit for your project.

These are just a few of the items a buyer may want to add to their RFQ. This can be a daunting and lengthy process. When an RFQ is done right, the easier it can be to streamline the rest of the process.

Why Use Software for RFQs? 

RFQ software is a part of a larger supply chain software. This software can assist in streamlining the entire process of a supply chain. Suppliers can use this software for free, which allows buyers to work with more suppliers. With this software, buyers can compare quotes easier. Buyers can also create quotes more quickly to send to new and existing suppliers. All information regarding a quote can usually be found on one dashboard with RFQ software. This can be helpful for time management and organization. Buyers can find supplier scorecards to assist in removing any suppliers that may not be the right fit for their business. If you are a buyer looking to streamline your RFQ process, you may want to consider RFQ software.

Choose a Reliable RFQ Software

RFQs can be confusing, but with RFQ software, a buyer or supplier may more easily understand this process. To find out more about RFQs and supply chain software, find a software that is the best fit for your business.



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