Request for Quote (RFQ)

Learn how to request and compare quotes from vendors before placing orders

Overview

A Request for Quote (RFQ) allows you to get pricing from one or more vendors before committing to a purchase. This is useful when you want to:

• Compare pricing across multiple vendors
• Get updated pricing for materials
• Document the quote process for compliance
• Let vendors bid on larger orders

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When to Use an RFQ vs. Direct Order

Use RFQ When…	Use Direct Order When…
Comparing multiple vendors	You have established pricing
Large or complex orders	Small, routine orders
Pricing needs to be updated	Pricing is current
Compliance requires quotes	Time-sensitive orders

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Step 1: Create a New RFQ

1. Navigate to Quotes

   From the main navigation, click Quotes to view your RFQ list.

2. Click New Quote

   Click + New Quote to start a new request for quote.

3. Select Project

   Choose the project this quote is for.

4. Add Vendors

   Select one or more vendors to receive the RFQ. You can request quotes from multiple vendors simultaneously.

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Step 2: Add Materials to Quote

Add the materials you need pricing for:

1. Add from Material Database

   Click Add Materials to select from your company’s material database.

2. Set Quantities

   Enter the quantity you’re looking to order. This helps vendors provide accurate pricing.

3. Add Specifications

   Include any specs, drawings, or requirements that affect pricing.

Leave the unit price blank—vendors will fill this in when they respond.

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Step 3: Send to Vendors

1. Review Materials

   Verify all materials and quantities are correct.

2. Set Quote Deadline

   Optionally set a date by which you need responses.

3. Send RFQ

   Click Send to Vendors to email the request to selected vendors.

The RFQ status changes to Quote Requested once sent.

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Step 4: Receive and Review Quotes

When vendors respond, their quotes appear in SubBase:

Automatic Quote Extraction

If vendors email back a PDF quote:

1. The quote is captured in the Quote Inbox
2. SubBase’s AI extracts pricing from the document
3. Line items are matched to your RFQ materials
4. Review and confirm the extracted data

Manual Quote Entry

You can also enter quote pricing manually:

1. Open the RFQ
2. Click on a vendor’s quote section
3. Enter the unit prices for each material
4. Save the quote

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Step 5: Compare Quotes

SubBase makes it easy to compare vendor quotes side-by-side:

1. Open Quote Comparison

   Click Compare Quotes to see all vendor responses together.

2. Review Pricing

   View unit prices, extended costs, and totals for each vendor.

3. Check Terms

   Note any differences in delivery times, payment terms, or conditions.

4. Select Winner

   Choose the vendor you want to order from.

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Step 6: Convert to Purchase Order

Once you’ve selected a vendor:

1. Click Convert to PO

   Click Convert to Purchase Order to create an order from the quote.

2. Review Order Details

   The order is pre-filled with the vendor’s quoted pricing.

3. Add Delivery Details

   Set delivery dates and addresses.

4. Send Order

   Send the purchase order to the vendor.

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RFQ States

State	Description
Unreviewed	RFQ created but not reviewed
Quote Requested	Sent to vendors, awaiting responses
Quote Received	At least one vendor has responded
Ordered	Converted to a purchase order
Cancelled	RFQ no longer needed

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Best Practices

Request from Multiple Vendors

Get at least 2-3 quotes for significant purchases to ensure competitive pricing.

Be Specific

Include specs and quantities so vendors can quote accurately.

Set Deadlines

Give vendors a clear timeline for when you need responses.

Document Everything

Keep all quotes for audit trails and future reference.

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Related Guides

Creating a Purchase Order

Learn how to create and send purchase orders.

Managing Vendors

Add and manage your vendor relationships.