What an RFQ is for
An RFQ (request for quote) is a procurement record. Use it to define the same scope for several vendors, collect their prices, compare responses, and record the award. An RFQ can cover the whole project or a specific task. It is separate from Expenses: awarding an RFQ creates a commitment, while Expenses tracks money actually spent.
Find and track RFQs
- Table – RFQ #, Title, Status (e.g. DRAFT), Scope (whole Project or a specific
Task), number of Vendors, number of Quotes, Valid Until, Created.
- Filters – search by RFQ number/title, filter by Scope (All/Project/Task) and
Status (All/Open/Awarded/Closed).
- New RFQ (top right).
Build and evaluate an RFQ
- KPI cards – Best Total, Highest, Responses (e.g. 2/3 submitted),
and Days Left until the deadline.
- Vendors – one card per invited vendor with submission status (Submitted/Pending),
their total, and a "LOWEST" badge on the cheapest. Actions to download, share, award, or remove. Invite vendor to add more.
- Comparison / Line Items / Notes tabs – the Comparison tab lays out every line
item with each vendor's price side by side so you can compare like-for-like.
- Award Winner panel – pick the winning vendor (lowest total is auto-suggested).
- Linked – the task and project this RFQ belongs to.
- Issue RFQ – send it out to vendors.
Run an RFQ
- Select New RFQ and choose whether its scope is the project or a specific task.
- Add clear, measurable line items so every vendor prices the same requirements.
- Invite the intended vendors, set the response deadline, and select Issue RFQ.
- Track submitted and pending responses.
- Compare each line item, not only the total price, and review any notes or exclusions.
- Select Award Winner and confirm the award to record the chosen vendor and committed cost.