# Remind a Supplier

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

URL: https://www.procureflow.ai/docs/sourcing/remind-supplier



<Callout type="info" title="Who can use this?">
  Available to users whose role is listed in your organisation's **RFQ Reminder Allowed Roles** configuration, typically <GuideRole>Procurement Buyer</GuideRole> and <GuideRole>Procurement Admin</GuideRole>. Administrators can adjust this in Organisation Settings.
</Callout>

<Steps>
  <Step>
    Go to the RFQ List [#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.

    <GuideTip>
      **Tip:**

       Use the 

      **RFQ Status**

       filter at the top of the list to narrow down to open RFQs quickly.
    </GuideTip>

    <GuideScreenshot src="/docs/screenshots/sourcing/remind-supplier/01.png" alt="RFQ list page showing open RFQs" caption="Step 1: RFQ list. RFQs with “Pending Bidding Close” are open for supplier responses." />
  </Step>

  <Step>
    Open the RFQ Detail Page [#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.

    <GuideNote>
      **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.
    </GuideNote>

    <GuideScreenshot src="/docs/screenshots/sourcing/remind-supplier/02.png" alt="RFQ detail page top section" caption="Step 2: RFQ detail page. Scroll down to find the Negotiation Rounds table." />
  </Step>

  <Step>
    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.

    <GuideTip>
      **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.
    </GuideTip>

    <GuideScreenshot src="/docs/screenshots/sourcing/remind-supplier/03.png" alt="Negotiation Rounds table with supplier rows and Send Reminder buttons" caption="Step 3: Negotiation Rounds table. Each row shows a supplier, their email, response status, and a Send Reminder action." />
  </Step>

  <Step>
    Click "Send Reminder" for the Supplier [#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.

    <GuideWarning>
      **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.
    </GuideWarning>

    <GuideScreenshot src="/docs/screenshots/sourcing/remind-supplier/04.png" alt="Send Reminder confirmation dialog" caption="Step 4: Confirmation dialog. Review the supplier name and email before confirming." />
  </Step>

  <Step>
    Confirm the Reminder [#confirm-the-reminder]

    Confirm the reminder in the dialog:

    1. Review the supplier name and email address shown in the dialog.
    2. 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.

    <GuideNote>
      **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.
    </GuideNote>

    <GuideScreenshot src="/docs/screenshots/sourcing/remind-supplier/05.png" alt="Success toast confirming reminder was sent" caption="Step 5: Success. The green toast confirms the reminder email was sent to the supplier's contact address." />
  </Step>
</Steps>