Remind a Supplier

Send a follow-up email reminder to a supplier who has not yet submitted their quotation for an open RFQ.

Who can use this?

Available to users whose role is listed in your organisation's RFQ Reminder Allowed Roles configuration, typically Procurement Buyer and Procurement Admin. Administrators can adjust this in Organisation Settings.

Go to the RFQ List

In the left sidebar, navigate to Sourcing & Requests → RFQ. You will see a list of all Request for Quotations in your organisation.

Look for an RFQ with a status of Pending Bidding Close. This means the RFQ is open and suppliers are currently expected to respond.

Tip: Use the RFQ Status filter at the top of the list to narrow down to open RFQs quickly.

RFQ list page showing open RFQs — Step 1: RFQ list. RFQs with “Pending Bidding Close” are open for supplier responses.

Open the RFQ Detail Page

Click the RFQ number link (e.g. 2607001690) to open its detail page.

The page shows the full RFQ details including line items, attached documents, and the list of invited suppliers.

Note: The page will redirect to the RFQ wizard if the RFQ is still in Draft status. Only open RFQs show the detail page with the Negotiation Rounds table.

RFQ detail page top section — Step 2: RFQ detail page. Scroll down to find the Negotiation Rounds table.

Find the Negotiation Rounds Table

Scroll down the RFQ detail page until you reach the Negotiation Rounds card.

This table lists every supplier invited to this RFQ round. For each supplier it shows:

Their email address
Whether they have responded
The response date

The Actions column on the right contains the reminder button for each supplier.

Tip: The Responded? column shows "No" for suppliers who have not yet submitted a quotation. These are the suppliers who may benefit from a reminder.

Negotiation Rounds table with supplier rows and Send Reminder buttons — Step 3: Negotiation Rounds table. Each row shows a supplier, their email, response status, and a Send Reminder action.

Click "Send Reminder" for the Supplier

In the Actions column, click the Send Reminder link next to the supplier you want to remind.

A confirmation dialog will appear showing the supplier's company name and the exact email address the reminder will be sent to.

Note: The Send Reminder button is disabled if the negotiation round is already closed, or if your role is not in the organisation's RFQ Reminder Allowed Roles list.

Send Reminder confirmation dialog — Step 4: Confirmation dialog. Review the supplier name and email before confirming.

Confirm the Reminder

Confirm the reminder in the dialog:

Review the supplier name and email address shown in the dialog.
Click Send Reminder to confirm.

The system sends an email notification to the supplier immediately. A green success toast appears at the top of the screen confirming the reminder was sent.

Note: You can send reminders to multiple suppliers one at a time by repeating steps 4 and 5 for each supplier row in the table.

Success toast confirming reminder was sent — Step 5: Success. The green toast confirms the reminder email was sent to the supplier's contact address.