Create RFQ manually

Create RFQ Manually

An accepted estimate can be converted into a Request for Quotation (RFQ).

This formalizes the estimate and makes it ready for vendor bidding or procurement.

How to create an RFQ from scratch?

Step 1: Navigate to Procurement

• Open the Clients module from the side menu.
• From the client list, choose the specific client you want to create the RFQ for.
• Inside the client’s workspace, go to the Procurement section.

Step 2: Click on Create RFQ

• In the Procurement section, locate the Create RFQ button.
• Click this button to start drafting a new Request for Quotation.
• A form will open where you can enter all the necessary details for your RFQ.

Step 3: Select RFQ Type

• From the options provided, choose Start from Scratch if you want to create a brand-new RFQ without using a template or existing data.
• Once selected, click on the “Proceed” button to continue.
• This will take you to the RFQ creation form, where you can begin entering vendor and item details.

Step 4: Add Vendor Details

• In the Create RFQ window, click on the “Add Vendor Details” button.
• A list of available vendors will appear.
• From this list, select the vendor you want to include in the RFQ.
• Once selected, click the “Add” button to attach the vendor to your RFQ.

Pro Tip: You can add multiple vendors to the same RFQ, making it easier to compare quotations later.

Shipping Address Option

• If you want the items to be shipped directly to your business address, select the checkbox “Ship to Business Address.”
• If left unchecked, you’ll be able to provide a different delivery address later.

Pro Tip: Use this option if most of your orders are delivered to the same location—it saves time and reduces errors.

Step 6: Add Items to the RFQ

You now need to include the items that will be part of the RFQ.

You can either:

• Add Manually – Enter product details such as name, quantity, unit type, and cost.
• Select from Library – Pick items that already exist in your system for faster entry.

Pro Tip: Use the library whenever possible to maintain consistency in product names, units, and costs. Manual entry is best reserved for new or custom items.

Step 7: Select Items Using Filters

• Use the available filters (such as category, product type, or name) to quickly locate the specific item you need.
• Once you’ve found the correct item, click on the “Add” button to include it in your RFQ.

Pro Tip: Applying filters saves time and reduces errors, especially when working with a large item library.

Step 8: Finalize the RFQ

• Once you’ve added all vendor details and items, click on the “Action” button.
• From the dropdown, select “Create RFQ” to generate the Request for Quotation.

Pro Tip: Double-check the vendor and item details before creating the RFQ to avoid revisions later.

Step 9: View Your RFQ

• After creation, the RFQ will automatically appear under the RFQ section.
• You can open it anytime to review details, share with vendors, or make necessary updates.

Pro Tip: Keep track of all active RFQs in the RFQ section to streamline vendor communication and procurement decisions.