Requests for Quotation

Overview

When you need a service for an event (sound, lighting, catering, etc.), create a Request for Quotation (RFQ) for multiple vendors and compare their responses.

Release scope — status-only send

In this release, sending an RFQ marks it sent. It does not email vendors, create vendor notifications, or enqueue notification side effects.

Creating an RFQ

1. Go to Procurement → RFQs
2. Click New RFQ
3. Describe what you need:
   • Service type
   • Event date and details
   • Specific requirements
   • Budget range (optional)
4. Select which vendors to invite
5. Set a response deadline
6. Mark it sent when ready

Vendor Responses

In this release, vendors are not notified automatically when an RFQ is marked sent. Responses can be recorded with:

• Itemized pricing
• Availability confirmation
• Terms and conditions
• Attachments (spec sheets, etc.)

Comparing Responses

Once responses come in, use the Quote Comparison tool to evaluate vendors side by side. Compare on:

• Total price
• Individual line items
• Payment terms
• Past performance rating

Awarding an RFQ

Use Quote Comparison to preview winning-vendor totals. In this release, RFQ awarding and purchase-order creation are separate workflows; vendors are not notified automatically that an RFQ was awarded elsewhere.