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RFQ (Request for Quotation) Template

A ready-to-run workflow that helps procurement teams collect comparable supplier quotations against a single specification. 6 stages, 8 pre-built fields and 4 automations, live in about 10 minutes.

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Stages
6
Fields
8
Automations
4
Setup
10 minutes

Quick answer

The RFQ (Request for Quotation) template is a pre-built sourcing & RFx workflow used to collect comparable supplier quotations against a single specification. It runs across 6 stages, from requirement defined to award and handoff, captures 8 standard fields including rfq reference and response deadline, and applies 4 automations so routing, checks and record-keeping happen without manual chasing.

What the RFQ (Request for Quotation) template does

The RFQ (Request for Quotation) template turns an informal process into a structured one. Instead of tracking each RFQ across email, spreadsheets and chat, every request enters one workflow with 8 fields captured at submission, 6 stages that make the current status obvious, and approval routing that reaches the category manager automatically. category managers get a single view of what is open, what is waiting and what is closed. The template is built for procurement teams across industries and connects to Zapro Supplier Portal and NetSuite, so records stay aligned with the systems finance already relies on.

The problem it solves. Quotes arrive in five different formats, so comparison becomes a manual spreadsheet exercise that nobody trusts. The template replaces that with one record, one owner and one visible status.

The RFQ (Request for Quotation) workflow, stage by stage

Every RFQ follows the same 6 stages, so anyone can see where a record is without asking. Stages, owners and exit conditions are configurable if your policy differs.

  1. Requirement defined

    The business owner records scope, volume, budget range and evaluation criteria for the RFQ in one structured intake.

  2. Supplier shortlist

    Qualified suppliers are pulled from the Zapro vendor master and shortlisted against category, spend and risk history.

  3. Document issued

    The RFQ is issued to all shortlisted suppliers at once, with a common deadline and a shared clarification thread.

  4. Responses collected

    Supplier responses land in one comparison view instead of scattered email attachments and spreadsheet versions.

  5. Evaluation and scoring

    Commercial and technical scores are captured per evaluator, weighted, and locked once the scoring window closes.

  6. Award and handoff

    The award decision is approved, the outcome is communicated to every bidder, and the winner moves into contracting.

Every field the RFQ (Request for Quotation) template captures

These 8 fields are pre-configured on the intake form. Mandatory rules, picklists and validation are already applied, so an RFQ cannot progress with gaps in it.

  • RFQ reference
  • Specification
  • Quantity
  • Delivery requirement
  • Response deadline
  • Invited suppliers
  • Quoted prices
  • Award recommendation

Automations that ship with this template

Single deadline with automatic reminders

Zapro applies this to every RFQ as it enters the workflow, so nobody has to remember to do it.

Structured price response format

Configured once during setup, then enforced consistently on every record without further effort.

Side-by-side quote comparison

It triggers the moment the condition is met, so nothing waits on someone noticing it first.

Award and regret notifications

This runs as a built-in rule, which removes the follow-up chasing that usually surrounds it.

What changes once the RFQ (Request for Quotation) template is running

  • All supplier responses sit in one comparable view
  • Scoring is documented and defensible after the award
  • Award timelines become predictable instead of best-effort
  • Category history is reusable for the next sourcing event
  • The team can collect comparable supplier quotations against a single specification from a single record

Manual process versus the RFQ (Request for Quotation) template

AspectManual processWith the Zapro template
Rfq handlingQuotes arrive in five different formats, so comparison becomes a manual spreadsheet exercise that nobody trustsOne workflow that helps you collect comparable supplier quotations against a single specification
Data qualityRe-keyed between spreadsheets and the ERPCaptured once, validated at entry, synced to the ERP
Audit readinessEvidence reassembled from mailboxes at audit timeComplete trail generated as the work happens
Cycle timeDepends on who is chasing this weekPredictable, with reminders and escalation built in
Status visibilityChase people on email or Slack to find out where it isLive status on every record, visible to requester and approver

Systems this template connects to

This template is designed to run alongside your finance and operations stack rather than beside it, so records stay consistent in both places.

  • Zapro Supplier Portal
  • NetSuite
  • SAP
  • Slack
  • Microsoft Teams

Guides that go with this template

RFQ (Request for Quotation) template FAQs

What is the RFQ (Request for Quotation) template?

It is a pre-built sourcing & RFx workflow in Zapro that lets procurement teams collect comparable supplier quotations against a single specification. Each RFQ is captured on an 8-field form, moves through 6 stages with a named owner at each step, and is supported by 4 automations covering routing, validation and record updates.

How long does the RFQ (Request for Quotation) template take to set up?

Most teams have it running in about 10 minutes. The stages, fields and automations are already configured, so setup is mainly adjusting approval thresholds, field labels and owner assignments to match your own policy.

Who uses the RFQ (Request for Quotation) template?

Primarily category managers, working with sourcing leads and technical evaluators. It is most commonly used by procurement teams across industries, though the workflow itself is not sector-specific.

Can suppliers respond without a Zapro login?

Suppliers respond through a secure portal link, so they do not need a paid seat, and every response still lands in the same comparison view.

Is the scoring model configurable?

Yes. Criteria, weightings and evaluator groups are all configurable, and scores lock once the evaluation window closes so the award remains defensible.

Run your RFQ (Request for Quotation) process in Zapro

Zapro ships with this template plus the rest of the procurement and vendor management suite. Start with the RFQ process and expand into sourcing, contracts, invoices and spend when you are ready.

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