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Explore templateRFI Process Template
Standardize how your team handles every RFI. The template ships with 6 stages, 8 fields and 4 automations you can adjust in minutes.
- Stages
- 6
- Fields
- 8
- Automations
- 4
- Setup
- 20 minutes
RFI Process Sourcing Event · Sourcing & Supplier Selection
- 1Requirement defined
- 2Supplier shortlist
- 3Document issued
- 4Responses collected
- 5Evaluation and scoring
- 6Award and handoff
Quick answer
The RFI Process template is a pre-built sourcing & RFx workflow used to survey the market and qualify suppliers before committing to a full sourcing event. It runs across 6 stages, from requirement defined to award and handoff, captures 8 standard fields including rfi reference and response deadline, and applies 4 automations so routing, checks and record-keeping happen without manual chasing.
Inside the RFI Process template
The template gives the RFI process a defined shape. Submission captures 8 fields up front, which removes the back-and-forth that normally follows an incomplete request. From there the record moves through 6 stages, each with its own owner and exit condition, and 4 built-in automations apply checks and routing consistently rather than depending on who is available. It suits procurement teams across industries that need control and an audit trail without adding administrative work, and it syncs with Zapro Supplier Portal and Excel exports.
The problem it solves. Market research is done ad hoc, so the same supplier questions get asked again on the next event. Putting the process in Zapro means the information is captured once and stays current for everyone who needs it.
The 6 stages in this template
Every RFI 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.
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Requirement defined
The business owner records scope, volume, budget range and evaluation criteria for the RFI in one structured intake.
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Supplier shortlist
Qualified suppliers are pulled from the Zapro vendor master and shortlisted against category, spend and risk history.
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Document issued
The RFI is issued to all shortlisted suppliers at once, with a common deadline and a shared clarification thread.
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Responses collected
Supplier responses land in one comparison view instead of scattered email attachments and spreadsheet versions.
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Evaluation and scoring
Commercial and technical scores are captured per evaluator, weighted, and locked once the scoring window closes.
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Award and handoff
The award decision is approved, the outcome is communicated to every bidder, and the winner moves into contracting.
The data this template collects up front
These 8 fields are pre-configured on the intake form. Mandatory rules, picklists and validation are already applied, so an RFI cannot progress with gaps in it.
- RFI reference
- Market question set
- Capability requirements
- Target respondents
- Response deadline
- Responses received
- Qualification outcome
- Next step
The manual steps this template removes
Reusable question library by category
It triggers the moment the condition is met, so nothing waits on someone noticing it first.
Structured capability capture
This runs as a built-in rule, which removes the follow-up chasing that usually surrounds it.
Automatic shortlist creation for the next event
Zapro applies this to every RFI as it enters the workflow, so nobody has to remember to do it.
Response library retained for reuse
Configured once during setup, then enforced consistently on every record without further effort.
What teams get out of this template
- 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 survey the market and qualify suppliers before committing to a full sourcing event from a single record
Manual process versus the RFI Process template
| Aspect | Manual process | With the Zapro template |
|---|---|---|
| Rfi handling | Market research is done ad hoc, so the same supplier questions get asked again on the next event | One workflow that helps you survey the market and qualify suppliers before committing to a full sourcing event |
| Cycle time | Depends on who is chasing this week | Predictable, with reminders and escalation built in |
| Status visibility | Chase people on email or Slack to find out where it is | Live status on every record, visible to requester and approver |
| Approvals | Forwarded emails with no record of who approved what | Rules-based routing with a time-stamped approval trail |
| Data quality | Re-keyed between spreadsheets and the ERP | Captured once, validated at entry, synced to the ERP |
Systems this template connects to
Zapro connects to your existing systems so this template becomes part of the process rather than another place to check.
- Zapro Supplier Portal
- Excel exports
- NetSuite
- Slack
- Microsoft Teams
Guides that go with this template
- Strategic Sourcing
The Zapro product page behind this template and everything it connects to.
- Procurement Strategy
Building a procurement strategy that survives contact with the business.
- Types of Procurement Tools
Which tool categories cover which part of the procurement stack.
RFI Process template FAQs
What is the RFI Process template?
It is a pre-built sourcing & RFx workflow in Zapro that lets procurement teams survey the market and qualify suppliers before committing to a full sourcing event. Each RFI 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 RFI Process template take to set up?
Most teams have it running in about 20 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 RFI Process template?
Primarily procurement analysts, working with category managers and sourcing leads. 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.
Start with the RFI Process template
Zapro ships with this template plus the rest of the procurement and vendor management suite. Start with the RFI process and expand into sourcing, contracts, invoices and spend when you are ready.