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YourOrderBook

Stop chasing supplier quotes

RFQ Management Software to Keep Supplier Quotes in One Place

Need prices from three suppliers? Send one clear request and see who has replied.

Keep quotations, delivery dates and transport costs together. Your purchase team can compare offers and follow up without searching through emails, WhatsApp messages and Excel files.

An RFQ (Request for Quotation) is a request for suppliers to share prices and terms for the products you want to buy.

See the RFQ JourneyImprove My RFQ Process

Sample RFQ and supplier replies. This demo does not send messages to real suppliers.

Follow One RFQ from Request to Supplier Replies

All three replies received.

Request for Quotation

RFQ-1048

Sample Manufacturing Co. (fictional)

Product
Plain 5-ply corrugated cartons, 12 × 10 × 8 inches
Quantity
1,000 pieces
Deliver to
Ahmedabad
Needed
Within 8 calendar days of order

Please quote

  • Item rate
  • Transport cost
  • Delivery time
  • Payment terms

Reply by: sample deadline

  1. Bright Packaging

    Reply received

    Rate
    ₹42 each
    Transport
    ₹1,600
    Delivery
    7 days
    Payment
    30 days credit

    Follow up with this supplier

    Ready to receive the same request

  2. Unity Packworks

    Reply received

    Rate
    ₹44 each
    Transport
    Included
    Delivery
    4 days
    Payment
    50% advance

    Follow up with this supplier

    Ready to receive the same request

  3. Sagar Cartons

    Reply received

    Rate
    ₹40 each
    Transport
    ₹6,000
    Delivery
    10 days
    Payment
    45 days credit

    Follow up with this supplier

    Ready to receive the same request

Compare Sample Quotes
One request. Three suppliers. Every reply easy to track.

Three Suppliers. Three Replies. Where Is the Latest Quote?

Your purchase team sends an RFQ. One supplier replies by email. Another sends a PDF on WhatsApp. The third supplier hasn’t replied yet.

Now someone must check messages, update a sheet and ask again for missing details.

The problem is not sending the request. It is keeping every reply connected to the same purchase need.

Two replies. One still pending.
  • Bright PackagingEmailRe: RFQ for cartons - our rate is ₹42 each…
  • Unity PackworksWhatsAppQuotation_cartons.pdf
  • Sagar CartonsNo replyNothing received yet
  • Same requestAll suppliers receive the same item details and quantity.
  • Clear reply statusSee who replied and who needs a reminder.
  • One place to reviewFind the latest prices and terms when it is time to decide.

You should not need to call three people just to know who has replied.

Send One Clear Request. Keep Every Answer Together.

Before asking for prices, agree on exactly what you want to buy. Products, quantities, specifications and delivery needs should be clear.

After the request is shared, your team needs a simple way to keep track of the responses.

  1. PrepareList the product, quantity, specifications and required date.
  2. RequestShare the same RFQ with the suppliers you choose.
  3. Follow upSee who replied, who is pending and which details are missing.
  4. ReviewCompare the offers before your team selects a supplier.

Not every purchase needs three quotations. Use an RFQ when comparing suppliers will help your buying decision.

Which Supplier Offers the Better Deal?

The lowest item price may not be the lowest total cost. Transport charges, delivery time and payment terms also matter.

Try changing the sample quotations below. See the difference before choosing a supplier.

Compare 3 Supplier Quotes

Sample requirement

1,000 identical 5-ply cartons, 12 × 10 × 8 inches, delivered to Ahmedabad. Needed within 8 calendar days.

Supplier: Sample quote

Bright Packaging

  • Lowest known quoted total
Item price (each)
₹42
Item value
₹42,0001,000 × ₹42
Transport / freight
₹1,600 extra
Quoted total (before GST)
₹43,600
Delivery time
7 daysWithin 8 days
Payment terms
30 days credit

Supplier: Sample quote

Unity Packworks

  • Fastest delivery
Item price (each)
₹44
Item value
₹44,0001,000 × ₹44
Transport / freight
Included (₹0)
Quoted total (before GST)
₹44,000
Delivery time
4 daysWithin 8 days
Payment terms
50% advance

Supplier: Sample quote

Sagar Cartons

  • Later than needed
Item price (each)
₹40
Item value
₹40,0001,000 × ₹40
Transport / freight
₹6,000 extra
Quoted total (before GST)
₹46,000
Delivery time
10 daysLater than needed
Payment terms
45 days credit

What the quotes show

Lowest known quoted total
Bright Packaging · ₹43,600
Fastest delivery
Unity Packworks · 4 days
Later than needed
Sagar Cartons · 10 days
Missing details
None

Bright Packaging has the lowest quoted total: ₹43,600 before GST. Unity Packworks offers the fastest delivery: 4 days. Sagar Cartons has the lowest item price, but its transport charge makes its total higher.

These are sample quotations, not real supplier offers. Totals include only item value and the transport amount shown. GST and any other charges are not included. The final supplier decision belongs to your purchase team.

Compare the whole offer, not just the price printed next to the product.

Discuss My RFQ Process

Don’t Let a Missing Detail Become a Purchase Problem

A supplier may send a price but forget to mention transport, delivery or payment terms. That quotation is not ready for a fair comparison.

Your team should be able to see what is missing and ask the supplier before making a decision.

  1. Price: Does the rate cover the same product and quantity?
  2. Transport: Included, extra or not stated?
  3. Delivery: Can the supplier meet the required date?
  4. Payment: Advance payment or credit days?
Example: What if Sagar had not stated transport charges?

Sample quotation

Sagar Cartons

Reply to RFQ-1048

  1. Unit price₹40 each1,000 cartons, same size
  2. TransportNot statedAsk supplier
  3. Delivery10 daysLater than 8 days needed
  4. Payment45 days creditRecorded

Quoted totalCannot compare yet

An unanswered question should stay visible. It should not silently become a zero or a guess.

See how AI-assisted Supplier Quote Comparison handles differently written quotations and missing details.

Build an RFQ Process That Your Purchase Team Can Actually Follow

Some businesses work with a few regular suppliers. Others collect quotations from many suppliers across different departments.

YourOrderBook helps you plan a clear RFQ process around the way your team buys today.

  1. Understand your current processWhere do RFQs go out today? How do replies come back? What gets missed?
  2. Set up a better way to track repliesDefine the required details, supplier list, follow-up steps and quotation records.
  3. Connect the next purchase stepOnce your team selects a supplier and the required approvals are complete, the purchase can move forward through your normal ordering process.

Start by fixing the follow-up and comparison work that takes the most time.

See how Purchase Order Automation handles the next step after supplier selection.

Related:Purchase Management SoftwareVendor & Supplier Management

Still Comparing Supplier Quotes in Excel and WhatsApp?

Tell us how your team sends RFQs, collects replies and chooses suppliers. We’ll help you find a practical way to make the process clearer, with less follow-up and fewer missed details.

Discuss My RFQ Process

Start with your present process. You don’t need a software specification.

Frequently Asked Questions About RFQ Management Software

What is an RFQ in purchasing?
RFQ means Request for Quotation. It is a request sent to one or more suppliers asking for their prices, delivery dates and other terms for the goods or services you need.
What does RFQ management software do?
RFQ management software helps a purchase team prepare quotation requests, track supplier replies, keep offers together and compare the details before buying. The available features depend on how the system is set up.
Why should we send the same RFQ to different suppliers?
Using the same product details, quantities and delivery requirements helps suppliers quote for the same need. It makes their replies easier to compare.
Can we track RFQs sent by email or WhatsApp?
Yes, the process can be designed to record RFQs and replies received through different channels. Automatic syncing depends on the tools and integrations available. Otherwise, staff may need to record the reply.
How do we know which supplier has not replied?
The RFQ record can show which suppliers were asked, which quotations have arrived and which replies are still pending. Your team can then follow up with the right supplier.
Can RFQ software send automatic reminders to suppliers?
Reminder workflows can be configured where the communication tools support them. The business still needs to decide when and how suppliers should be contacted.
How should we compare supplier quotations?
Check that suppliers quoted for the same item and quantity. Then compare item price, transport charges, delivery time, payment terms and any missing details. Do not choose only by the lowest unit price.
What if a supplier does not mention transport charges?
Mark the charge as not stated and ask for confirmation. Do not treat a missing transport amount as zero when comparing total costs.
Can an approved quotation become a purchase order?
In a connected purchasing system, an accepted quotation can help prepare a purchase order. The supplier choice and any required approvals should be completed before an actual order is issued.
Do suppliers need a separate vendor portal to reply to an RFQ?
Not always. Suppliers may reply through email or another agreed method. A vendor portal may help if your business wants suppliers to respond in a structured online process. The right option depends on your requirements.