# Participate in an Auction

Verify identity, submit bids across each round, and track your ranking.

URL: https://www.procureflow.ai/docs/auctions/supplier-auction



<Callout type="info" title="Who can use this?">
  Accessed via the Supplier Portal. Not available to buyer-side platform users.
</Callout>

<Steps>
  <Step>
    Receive Invitation Email [#receive-invitation-email]

    You will receive an email from ProcureFlow with the subject **REVERSE AUCTION INVITATION**. The email includes the bidding schedule (number of rounds and closing times), the starting bid prices (ceiling prices) for each line item, and a unique **Submission Portal** link. Click that link to access your bid form.

    <GuideScreenshot src="/docs/screenshots/auctions/supplier-auction/01.png" alt="Step 1 – Receive Invitation Email" caption="Step 1 – Receive Invitation Email" />

    <GuideNote>
      **Note:**

       Your submission link is unique to you. Do not share it with others. Each subsequent round must improve on your previous round’s bid (lower unit price).
    </GuideNote>
  </Step>

  <Step>
    OTP Verification [#otp-verification]

    Click the bid link in your invitation email. Enter the 6-digit code sent to your email to verify your identity.

    <GuideScreenshot src="/docs/screenshots/auctions/supplier-auction/02.png" alt="Step 2 – OTP Verification" caption="Step 2 – OTP Verification" />
  </Step>

  <Step>
    Accept Terms & Conditions [#accept-terms--conditions]

    After entering your OTP, a **Terms & Conditions** dialog appears. Read through the RFQ Terms document, then check the **“I have read, understood and agree to the RFQ Terms”** checkbox and click **Accept All Terms** to proceed.

    <GuideScreenshot src="/docs/screenshots/auctions/supplier-auction/03.png" alt="Step 3 – Accept Terms & Conditions" caption="Step 3 – Accept Terms & Conditions" />
  </Step>

  <Step>
    Round 1 Bid Form [#round-1-bid-form]

    After verification, the bid form opens showing *Round 1 of 3 – Open*. Starting prices (ceilings) are shown for each line item.

    <GuideScreenshot src="/docs/screenshots/auctions/supplier-auction/04.png" alt="Step 3 – Round 1 Bid Form" caption="Step 3 – Round 1 Bid Form" />
  </Step>

  <Step>
    Select Incoterm (Overseas Suppliers Only) [#select-incoterm-overseas-suppliers-only]

    Scroll to the **Quotation Details** section and select your **Incoterm** from the dropdown (e.g. FOB, CIF, EXW). *This field is only required for overseas suppliers. Local suppliers may skip this step.*

    <GuideScreenshot src="/docs/screenshots/auctions/supplier-auction/05.png" alt="Step 4 – Select Incoterm (Overseas Suppliers Only)" caption="Step 4 – Select Incoterm (Overseas Suppliers Only)" />
  </Step>

  <Step>
    Enter Offer Prices [#enter-offer-prices]

    For each line item, enter your offer price in the **Offer Price (Excl. Tax)** field. The price must be at or below the **Max Price** ceiling shown. Enter a lead time, then click **Save Quote** to save that line. Repeat for all line items.

    <GuideScreenshot src="/docs/screenshots/auctions/supplier-auction/06.png" alt="Step 5 – Enter Offer Prices" caption="Step 5 – Enter Offer Prices" />
  </Step>

  <Step>
    Review and Submit [#review-and-submit]

    After saving all line item quotes, scroll to the top of the page. The yellow banner confirms your response has **not been submitted yet**. Check that all lines are saved, then click the blue **Submit RFQ** button in the top-right corner to finalise your Round 1 submission.

    <GuideScreenshot src="/docs/screenshots/auctions/supplier-auction/07.png" alt="Step 6 – Review and Submit" caption="Step 6 – Review and Submit" />
  </Step>

  <Step>
    Round 1 Submitted [#round-1-submitted]

    Click **Submit RFQ**. The banner confirms submission with a timestamp. You can still click **Edit Submission** to revise your bids before the round closing date and time.

    <GuideScreenshot src="/docs/screenshots/auctions/supplier-auction/08.png" alt="Step 7 – Round 1 Submitted" caption="Step 7 – Round 1 Submitted" />
  </Step>

  <Step>
    Submission Confirmation Email [#submission-confirmation-email]

    After submitting your bids, you will receive a confirmation email from ProcureFlow. This confirms that your Round 1 response has been received. Keep this email for your records. The buyer will review all submissions and may contact you if clarifications are needed.

    <GuideScreenshot src="/docs/screenshots/auctions/supplier-auction/09.png" alt="Step 9 – Submission Confirmation Email" caption="Step 9 – Submission Confirmation Email" />
  </Step>

  <Step>
    Receive Round 2 Invitation Email [#receive-round-2-invitation-email]

    When Round 2 opens, you will receive a new invitation email showing your **per-line rankings** and **most recent bids from Round 1**. These become the ceilings for your Round 2 bids, so you must bid lower than your previous round. Click the **Submission Portal** link to access the Round 2 bid form.

    <GuideScreenshot src="/docs/screenshots/auctions/supplier-auction/10.png" alt="Step 10 – Receive Round 2 Invitation Email" caption="Step 10 – Receive Round 2 Invitation Email" />

    <GuideNote>
      **Note:**

       If no bid is submitted this round, your previous round’s bid will be carried forward automatically.
    </GuideNote>
  </Step>

  <Step>
    Subsequent Round(s) Bid Form [#subsequent-rounds-bid-form]

    Each time a round closes, the next one opens automatically. Access the new round via the **round strip** at the top of your bid link page. Your rankings from the previous round are shown, so you can see your position. Enter revised (lower) prices to stay competitive. The buyer decides how many rounds to run. There may be 2, 3, or more.

    <GuideScreenshot src="/docs/screenshots/auctions/supplier-auction/11.png" alt="Step 8 – Subsequent Round(s) Bid Form" caption="Step 8 – Subsequent Round(s) Bid Form" />
  </Step>

  <Step>
    Final Round Submitted [#final-round-submitted]

    Submit your final-round bids. The banner confirms the submission timestamp. The buyer will now evaluate all supplier responses across every round and award accordingly. You will be notified of the outcome.

    <GuideScreenshot src="/docs/screenshots/auctions/supplier-auction/12.png" alt="Step 12 – Final Round Submitted" caption="Step 12 – Final Round Submitted" />
  </Step>

  <Step>
    Round Closed: Await Award Decision [#round-closed-await-award-decision]

    When the final round closes, you will receive a **Round Closed** notification email confirming the round number, closing time, and a link to view your quotation. The procurement team will then evaluate all submissions and conduct their award process.

    If you are selected, the procurement organisation will reach out to you directly. **Being ranked 1st does not guarantee an award:** the buyer may consider other factors such as technical compliance, delivery terms, or organisational policies before making their final decision.

    <GuideScreenshot src="/docs/screenshots/auctions/supplier-auction/13.png" alt="Step 13 – Round Closed Notification Email" caption="Step 13 – Round Closed Notification Email" />

    <GuideNote>
      **Note:**

       If you did not submit a revised bid this round, your previous round’s bid will be used for evaluation.
    </GuideNote>
  </Step>
</Steps>