RFQ SOFTWARE
RFQ software for comparable supplier responses and a defensible sourcing file.
RFQ software sends the same requirement, dates and commercial response structure to legitimate suppliers, then keeps their quotations and clarifications connected to the buying decision.
THE OPERATING PROBLEM
Keep context with the decision.
When suppliers receive different scopes through separate emails, prices are not truly comparable. Missing freight, installation, warranty or delivery assumptions turn comparison into guesswork.
WHO IT IS FOR
- Procurement teams running routine competitive sourcing
- Small and growing businesses formalising supplier invitations
- Multi-location teams consolidating similar requirements
CONNECTED WORKFLOW
From the request to evidence a reviewer can follow.
Prepare
Turn an approved requirement into one supplier-neutral RFQ.
Invite
Send attributable invitations to legitimate suppliers.
Receive
Capture partial or complete supplier quotations with source evidence.
Admit
Review provenance and late or amended responses before comparison.
REALISTIC EXAMPLE
One purchase, end to end.
Three equipment suppliers receive the same specification, delivery address and deadline. Each response separates equipment, installation and warranty. Procurement can compare the accepted offers without reconstructing assumptions from three email threads.
What RAQOZ does not replace
RAQOZ does not guarantee supplier participation, negotiate contracts autonomously or replace specialist tendering for complex public or construction procurement.
Start with one bounded scope
- Freeze mandatory requirements before inviting suppliers.
- State how alternatives, exclusions, taxes and freight must be shown.
- Use one clarification trail and extend deadlines consistently when material information changes.
Move from Excel, email and WhatsApp
- Choose one department, location or recurring purchase type; do not migrate every historic spreadsheet on day one.
- Import the supplier and item records that are still active, then assign an owner to duplicates and missing fields.
- Keep old email, WhatsApp and spreadsheet files as source evidence while new purchases begin in the controlled workflow.
- Define who requests, approves, sources, receives and reviews invoices before switching the first live purchase.
Security and evidence boundaries
- Organisation data and procurement records remain tenant-scoped; public-site analytics never receives supplier names, prices, documents or purchase records.
- Material workflow actions retain actor and timestamp evidence, while corrections create new evidence instead of silently rewriting history.
- RAQOZ records procurement decisions and payment states. It does not move money, replace the accounting ledger, certify compliance or issue audit, tax or legal conclusions.
USEFUL NEXT STEPS
Use the workflow before buying it.
BUYER QUESTIONS
Questions worth answering before rollout.
Is an RFQ the same as a tender?
An RFQ usually asks for comparable prices and terms against a defined requirement. Complex tenders may require legal, technical and procedural controls beyond this workflow.
Do suppliers have to pay to respond?
No. A legitimate buyer invitation can be answered without buying a supplier-network plan.
Can a supplier submit only part of the requirement?
The current quotation workflow supports partial responses where the buyer permits them.
Does RAQOZ choose the winner?
No. It structures evidence and comparison; accountable people make and approve the award.
ONE PRIMARY ACTION
Prove the workflow with one real purchase.
Start with one department or location. Preserve the old evidence, define the owners and learn before widening the rollout.
Run one sourcing event