Use clear specs
Include model numbers, acceptable substitutes, sizes, service scope, or quality expectations so vendors price the same thing.
RFQ template builder
Request quotes, compare vendors, pick a clear winner.
Build a buyer-side RFQ packet, invite multiple vendors, capture their prices, and compare totals before issuing a purchase order. Everything runs in your browser — copy, download, print, or save locally.
- No signup
- Saved locally
- Copy, CSV, TXT, print
- Quote ranking included
RFQ quote desk Draft ready
1. Buyer & RFQ header
Tell vendors who is requesting pricing, when responses are due, and where the goods or services need to land.
An RFQ asks vendors to quote defined requirements. It is not a purchase order and does not authorize spend until your team chooses and approves a vendor.
2. Requirement lines
Define what vendors should quote. Use specs and notes to reduce back-and-forth and make prices comparable.
3. Invited vendors
Add the vendors you plan to invite, then enter their response details and unit prices in the comparison table.
4. Quote responses & comparison
Enter each vendor's unit prices, freight, and lead days. Rankings use complete quote total first, then shorter lead time as a tie-break.
Tip: leave a price blank until the vendor responds. Incomplete quotes stay visible but rank below complete quotes.
How an RFQ works
A request for quotation is useful when the buying decision depends on comparable prices for a defined requirement. Instead of asking vendors for a loose estimate, you provide quantities, specs, delivery expectations, response deadline, and the terms you want quoted.
This builder keeps the RFQ and the comparison in one place. You can write the requirement lines once, invite multiple vendors, capture quote responses, and export both the packet and the comparison table. That makes the next step — choosing a vendor and issuing a purchase order — easier to defend.
Separate freight
Freight can change the winner. Ask vendors to quote shipping separately so landed cost is visible.
Record lead time
The cheapest quote may fail if it misses the delivery date. Capture lead days next to total cost before choosing.
Formula and ranking method
For each vendor, the tool calculates every quoted line as quantity × vendor unit price. Merchandise subtotal is the sum of quoted lines. Landed quote total adds vendor freight or shipping.
Formula: vendor quote total = Σ(quantity × vendor unit price) + vendor freight.
Vendor ranking uses complete quotes first. Among complete quotes, the lowest landed quote total ranks first. If totals are effectively tied, the shorter lead time ranks ahead. Incomplete quotes remain visible but are labeled so you do not accidentally award work from missing prices.
RFQ vs purchase order vs vendor scorecard
Use this RFQ builder before vendor selection when you need comparable pricing. Use the purchase order builder after approval when you are authorizing one vendor to supply the items. Use the vendor scorecard builder when the decision includes broader criteria such as quality, support, delivery reliability, and ongoing supplier performance.
If your requirements came from a product build, connect this workflow to the bill of materials builder. If the selected vendor work becomes a field job or service task, the work order builder can turn the decision into an operational job ticket.
Example: event furniture RFQ
Harbor & Co needs folding chairs, banquet tables, and linen carts for an event venue opening. The buyer sends one RFQ to three suppliers, asks freight to be quoted separately, and compares total landed cost against lead time. Use Load example above to inspect the full workflow and see how rankings change.
Frequently asked questions
What should an RFQ include?
An RFQ should include buyer contact details, RFQ number, issue date, response deadline, delivery location, requirement lines with quantities and specs, preferred payment or shipping terms, and instructions for how vendors should respond.
When should I use an RFQ instead of an RFP?
Use an RFQ when requirements are already clear and the main decision is price, lead time, or terms. Use an RFP when vendors need to propose different methods, solutions, or scopes of work.
Can I compare service quotes with this tool?
Yes. Use units such as hours, days, visits, or fixed fees. Keep the description and specs specific so service vendors quote the same scope.
Is this RFQ legally binding?
No. This page produces a planning and comparison document. Your business still needs its own approval, contract, purchasing, and legal process before committing spend.
Where is my RFQ data stored?
Only in your browser via localStorage. Nothing is uploaded to Useful Business Tools servers. Reset clears the local draft for this page.