Create a request for quote (RFQ) to collect and compare bids from one or more suppliers.
This step creates the basic request and saves it as a draft. After creating the RFQ, you’ll add items, invite supplier contacts, include any supporting information, and review everything before publishing.
Before you begin
Prepare the basic information suppliers will need to understand the request:
- A clear RFQ title
- A supplier-facing description
- The date and time bidding will close
- The project folder, if your organization uses folders
You do not need to add items or suppliers before creating the draft.
Create the RFQ
From the Requests dashboard:
- Click + New Request.
- Enter the RFQ title.
- Add a description.
- Select the response deadline.
- Assign the RFQ to a project folder, if applicable.
- Review the request details.
- Click Create Request.
SourceDay creates the RFQ and opens the draft request.
Enter a clear title
The title should help buyers and suppliers quickly identify the request.
Include the information your team commonly uses to recognize and search for an RFQ, such as:
- Project or product
- Item or commodity group
- Location or business unit
- Response deadline
For example:
- Stadium renovation | Electrical fixtures | November 15
- New product launch | Packaging materials
- Austin facility | Safety equipment
- Pump assembly | Machined components | Q4
Use a consistent title format across your organization. Avoid titles such as New RFQ, Quote request, or Parts needed, which can be difficult to identify later.
Write the description
Use the description to give suppliers enough context to understand the request and decide whether they can bid.
Consider including:
- What you are sourcing
- How or where the items will be used
- Important delivery expectations
- Pricing or quantity requirements
- Quality or certification requirements
- Special instructions
- A primary contact for questions, if needed
Keep the description focused and easy to scan. Add drawings, specifications, terms, or other detailed information as documents after creating the draft.
Example:
Please provide pricing and delivery availability for the electrical fixtures included in this RFQ. Items are required for the Austin stadium renovation project. Enter a unit price and estimated delivery date for each item. Review the attached specifications before submitting your bid.
Set the response deadline
The deadline determines when supplier bidding closes.
When choosing the deadline:
- Give suppliers enough time to review the request and prepare accurate bids.
- Consider the number and complexity of the items.
- Allow additional time when drawings, certifications, or custom pricing are required.
- Confirm the correct date, time, and time zone.
- Avoid deadlines that fall outside your suppliers’ normal business hours when possible.
After the deadline passes, suppliers can no longer submit bids unless the deadline is extended or another available request action is taken. Buyers can submit quotes on behalf of suppliers once the RFQ has expired.
Assign a project folder
Project folders help organize related RFQs.
You might use folders for:
- A sourcing project
- A product or product line
- A facility or location
- A department or business unit
Select an existing project folder when creating the RFQ, if applicable.
Use consistent folder and request names so buyers can find related sourcing events more easily.
[Organize RFQs with project folders]
Understand the draft request
After you click Create Request, the RFQ is saved with a status of Draft.
While the request is a draft:
- Suppliers cannot see it.
- No invitations are sent.
- You can update the title, description, deadline, and other available settings.
- You can add supplier contacts.
- You can add the items you want quoted.
- You can upload documents.
- You can create FAQs and questions.
- You can review the request before publishing.
A request must include at least one item and one supplier contact before it can be published.
What happens next?
Your RFQ has been created, but it has not been sent to suppliers.
Next, select an item template and add the parts, quantities, and other information you want suppliers to quote.
Learn how to create an RFQ template.
Learn how to add items to an RFQ
Finally, add at least one supplier contact (you can set yourself up as a test using an email address that is different from the one you use to sign in as a buyer for RFQ).
Learn how to add suppliers to RFQ.