Create your first RFQ: quick start

Use this guide to prepare, publish, and manage your first request for quote (RFQ) in SourceDay.

You’ll create the request, add the items you need quoted, select suppliers, and publish the RFQ. When suppliers respond, you can compare their bids and award the business—all from the same workspace.

Before you begin

To create and publish an RFQ, you’ll need:

• An RFQ item template
• At least one supplier contact
• At least one item to quote
• A title, description, and response deadline

You may also want to prepare drawings, specifications, terms, or other documents your suppliers will need.

1. Create an item template

Your item template defines the information buyers and suppliers will provide for each quoted item.

For example:

• You provide the part number, description, requested quantity, and unit of measure.
• Suppliers provide the unit cost, lead time, delivery date, or other information you need to evaluate their bids.

Your template must include fields mapped to:

• Part number
• Quantity
• Cost
• Unit of measure

You can add other fields and decide whether each supplier response is required or optional.

Learn more → Create and manage RFQ item templates

2. Add your suppliers and contacts

RFQ includes a supplier address book that is separate from your ERP. You can invite existing or potential suppliers without first adding them to your ERP.

Before creating your RFQ:

1. Go to Suppliers.
2. Add the supplier company.
3. Add at least one contact with a valid email address.
4. Add categories if you want to organize suppliers by commodity, location, department, or another grouping.

Each contact must be added individually before you can invite them to an RFQ.

Suppliers will not receive a SourceDay notification until you invite them to a published request.

 Learn more → Add and manage suppliers

3. Create the request

From the Requests dashboard:

1. Click + New Request.
2. Enter a clear title.
3. Add a description that explains what you need from suppliers.
4. Select the date and time when supplier bidding will close.
5. Assign the request to a project folder, if applicable.
6. Click Create Request.

Your new RFQ is saved as a draft. Suppliers cannot see the request while it is in draft status.

Learn more → Create an RFQ 

4. Add supplier contacts

Add the contacts you want to invite to bid.

Choose contacts who should receive the RFQ invitation and are authorized to submit a response for their company.

You must add at least one contact before you can publish the RFQ.

Learn more → Invite suppliers to an RFQ

5. Add the items you want quoted

Select the item template you want to use, then add the item information for this RFQ.

Depending on the size of the request, you may:

• Enter items directly in SourceDay
• Upload an item list
• Copy item data from another source

Review the information carefully before publishing. Make sure part numbers, quantities, units of measure, descriptions, and specifications are complete.

You must add at least one item before you can publish the RFQ.

Learn more → Add items to an RFQ

6. Add supporting information

Give suppliers the information they need to provide accurate bids.

You can add:

• Documents, drawings, or specifications
• Frequently asked questions
• Questions for all invited suppliers
• Questions for an individual supplier

Documents and FAQs are optional, but they can reduce follow-up questions and help suppliers submit complete responses.

Learn more → Add documents, FAQs, and questions

7. Review and publish the RFQ

Before publishing, confirm:

• The title and description clearly explain the request.
• The response deadline is correct.
• All item information is accurate.
• The correct supplier contacts are included.
• Required documents and instructions are attached.
• Supplier-response fields are clearly defined.

When the RFQ is ready, click Publish and Send Invites.

SourceDay emails each selected supplier contact with a link to review the request and submit a bid.

After publishing, the request status changes from Draft to Published.

Learn more → Review and publish an RFQ

8. Monitor supplier activity

Use the Requests dashboard to track the RFQ after it is published.

You can monitor:

• The request deadline
• How much bidding time remains
• Which suppliers have responded
• The number of submitted bids
• The current request status

While the RFQ remains open, you may also be able to extend the deadline, add contacts, or revise item information.

Learn more → Manage an active RFQ

9. Compare and award bids

As suppliers respond, their bids appear in the Supplier Submissions section of the RFQ.

Use the detailed comparison to review responses side by side, including:

• Unit cost
• Available quantity
• Lead time or delivery date
• Item notes
• Other fields included in your template

You can award the entire bid to one supplier or select individual items from multiple suppliers.

Learn more → Review and compare supplier bids

What happens next?

When you award a bid, SourceDay updates the RFQ and communicates the result to the appropriate suppliers.

The completed request remains available in SourceDay so you can review its items, bids, documents, questions, and award history.

Ready to begin? Go to the Requests dashboard and click + New Request.