# Create an RFQ

Create a Request for Quotation (RFQ) to invite suppliers to submit their prices and terms for a procurement need.

URL: https://www.procureflow.ai/docs/sourcing/create-rfq



<Callout type="info" title="Who can use this?">
  Available to <GuideRole>Requestor</GuideRole> users. Only users with the RFQ creation permission can send RFQs to suppliers.
</Callout>

<Steps>
  <Step>
    Navigate to the RFQ List [#navigate-to-the-rfq-list]

    1. From the top navigation bar, click **Sourcing & Requests**.
    2. Select the **RFQ** tab to open the Request for Quotations list.
    3. Click the **Create New RFQ** button in the top-right corner of the list.

    <GuideScreenshot src="/docs/screenshots/sourcing/create-rfq/01.png" alt="The RFQ list shows all your existing RFQs. Click &#x22;Create New RFQ&#x22; (top right) to begin." caption="The RFQ list shows all your existing RFQs. Click &#x22;Create New RFQ&#x22; (top right) to begin." />
  </Step>

  <Step>
    Fill in the Create RFQ Form [#fill-in-the-create-rfq-form]

    The **Create New Request for Quotation** form will open. Fill in the following fields:

    * **Subject** (required): A short, descriptive title for the RFQ (e.g. "Office Supplies Q3 2026").
    * **Description**: Optional details about the procurement scope and requirements.
    * **Category**: The category of goods or services (e.g. "Office Supplies", "IT Equipment").
    * **Bid Closing Date & Time** (required): The deadline for suppliers to submit their quotations. Click the calendar to select a date, then set the time.
    * **Shipping Address**: Where the goods should be delivered.
    * **Attachments**: Upload any relevant documents (specs, drawings, T\&Cs). A default General Terms & Conditions PDF is pre-loaded.

    <GuideScreenshot src="/docs/screenshots/sourcing/create-rfq/02.png" alt="The blank Create RFQ form. Fields marked with * are required." caption="The blank Create RFQ form. Fields marked with * are required." />

    <GuideScreenshot src="/docs/screenshots/sourcing/create-rfq/03.png" alt="Click the calendar icon to open the date picker and select your bid closing date." caption="Click the calendar icon to open the date picker and select your bid closing date." />

    **Line Items**: Under the Line Items section, enter at least one item:

    * **Title**: The name or description of the item (e.g. "A4 Paper (80gsm, 500 sheets/ream)").
    * **Quantity**: How many units you need.
    * **UOM**: Unit of measure (defaults to EA for each).
    * **Attachment**: Optional file attachment per line item.
    * **Internal Remarks**: Notes visible only to your team, not to suppliers.

    Add more items one of two ways:

    * Use the **+ Add Item** button to add more line items.
    * Use **Bulk Upload** to import multiple items from a spreadsheet.

    <GuideScreenshot src="/docs/screenshots/sourcing/create-rfq/04.png" alt="Example of a completed form. Click &#x22;Create RFQ&#x22; at the bottom right when ready." caption="Example of a completed form. Click &#x22;Create RFQ&#x22; at the bottom right when ready." />

    <GuideTip>
      **Note:**

       You can also select a 

      **Bid Closing Time**

       using the clock input next to the date. The default time is 5:00 PM.
    </GuideTip>

    When all fields are complete, click the blue **Create RFQ** button at the bottom right of the form.
  </Step>

  <Step>
    Confirm RFQ Details (Step 1 of 2) [#confirm-rfq-details-step-1-of-2]

    After creating the RFQ, you are taken to **Step 1: Confirm Details**. This page shows a full summary of your RFQ and allows you to make final adjustments before inviting suppliers.

    On the right side you will see the **RFQ Summary** panel. While AI sourcing is running, it shows *"Processing..."*.

    Wait a moment for it to complete.

    <GuideScreenshot src="/docs/screenshots/sourcing/create-rfq/05.png" alt="The AI sourcing engine runs automatically in the background to find relevant suppliers for your RFQ." caption="The AI sourcing engine runs automatically in the background to find relevant suppliers for your RFQ." />

    Once the AI has finished sourcing, the panel updates to show the number of suggested suppliers found.

    <GuideScreenshot src="/docs/screenshots/sourcing/create-rfq/06.png" alt="AI sourcing is complete: relevant suppliers have been identified. The &#x22;Continue to Invite Suppliers&#x22; button is now active." caption="AI sourcing is complete: relevant suppliers have been identified. The &#x22;Continue to Invite Suppliers&#x22; button is now active." />

    <GuideTip>
      **Tip:**

       You can review and edit any details on this page (Outcome Type, requester, Technical Contact, you, Shipping Address, Attachments, Bidding Schedule, and Line Items) before proceeding.
    </GuideTip>

    When you are satisfied with the details, click **Continue to Invite Suppliers** in the RFQ Summary panel on the right.
  </Step>

  <Step>
    Review and Select Suppliers (Step 2 of 2) [#review-and-select-suppliers-step-2-of-2]

    You are now on **Step 2: Review & Select Suppliers**. The top of the page shows your line items, and below is the **Review Suggested Suppliers** table.

    <GuideScreenshot src="/docs/screenshots/sourcing/create-rfq/07.png" alt="Step 1 is now marked complete. Step 2 is active. The RFQ Summary shows AI-suggested suppliers." caption="Step 1 is now marked complete. Step 2 is active. The RFQ Summary shows AI-suggested suppliers." />

    The supplier table shows each AI-suggested supplier along with key metrics to help you decide:

    * **Supplier Relevancy**: AI-calculated relevancy score based on past RFX data.
    * **Matched Items**: Number of line items this supplier can supply.
    * **Match Strategy**: How the match was determined (Exact or Adjacent category).
    * **Last Participated**: The most recent date this supplier responded to an RFQ.
    * **Invited / Participated / Awarded**: Historical performance statistics.

    Check the **checkbox** on the left of each row to select suppliers you want to invite.

    You must select at least the minimum number of suppliers required by your organisation's policy.

    <GuideScreenshot src="/docs/screenshots/sourcing/create-rfq/08.png" alt="3 suppliers are selected (highlighted rows). The header shows &#x22;3 Selected&#x22;. You can also use &#x22;Invite More Suppliers&#x22; to add others manually." caption="3 suppliers are selected (highlighted rows). The header shows &#x22;3 Selected&#x22;. You can also use &#x22;Invite More Suppliers&#x22; to add others manually." />

    <GuideTip>
      **Note:**

       Use 

      **Invite More Suppliers**

       (top right of the table) to manually add suppliers not included in the AI suggestions.
    </GuideTip>

    Once you have selected your suppliers, click **Review Submission** in the RFQ Summary panel on the right.
  </Step>

  <Step>
    Send RFQ Invitations [#send-rfq-invitations]

    A **Send RFQ Emails** confirmation dialog appears. Review the summary before sending:

    * **Subject**: The RFQ title that will appear in the supplier's email.
    * **Closing Date & Time**: The bid deadline shown to suppliers.
    * **Contact Details**: Technical and Commercial contacts that suppliers can reach out to.
    * **Shipping Address**: Delivery location shown to suppliers.
    * **Items**: Number of line items included in the RFQ.
    * **Invited Suppliers**: The number of suppliers who will receive the invitation email.

    <GuideScreenshot src="/docs/screenshots/sourcing/create-rfq/09.png" alt="Review all details carefully. Once you click &#x22;Confirm Send&#x22;, invitation emails are dispatched to all selected suppliers." caption="Review all details carefully. Once you click &#x22;Confirm Send&#x22;, invitation emails are dispatched to all selected suppliers." />

    Choose one:

    * Click **Confirm Send** if everything looks correct.
    * Click **Cancel** to go back and make changes.

    <GuideTip>
      **Note:**

       Once you click 

      **Confirm Send**

      , the RFQ status changes to 

      *Pending RFQ Open*

       and email invitations are sent to all selected suppliers immediately.
    </GuideTip>
  </Step>

  <Step>
    RFQ Sent Successfully [#rfq-sent-successfully]

    After confirming, you will see a success confirmation screen.

    Choose where to go next:

    * Click **View RFQ** to open the RFQ detail page and monitor supplier responses.
    * Click **Go to Dashboard** to return to the main dashboard.

    **What happens next?**

    * Suppliers receive an invitation email with a link to submit their quotations.
    * You can track bid submissions and status updates from the RFQ detail page.
    * Once the bid closing date passes, you can proceed to evaluate and award the RFQ.

    <GuideScreenshot src="/docs/screenshots/sourcing/create-rfq/10.png" alt="The success screen confirms that invitation emails have been sent to all selected suppliers." caption="The success screen confirms that invitation emails have been sent to all selected suppliers." />
  </Step>
</Steps>