# Review & Send an RFQ

How to create a Request for Quotation and invite suppliers to submit their quotes.

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



<Callout type="info" title="Who can use this?">
  Available to <GuideRole>Procurement Buyer</GuideRole>, <GuideRole>Procurement Admin</GuideRole>, and <GuideRole>Admin</GuideRole>.
</Callout>

<Steps>
  <Step>
    Find and Open Your Draft RFQ [#find-and-open-your-draft-rfq]

    1. From the top navigation bar, click **Sourcing & Requests**.
    2. Select the **RFQ** tab.
    3. Look for your RFQ with the status **Pending RFQ Open**. This is your auto-created draft, ready for review.
    4. Click on the RFQ reference number to open it.

    <GuideScreenshot src="/docs/screenshots/sourcing/review-send-rfq/01.png" alt="Step 1" />
  </Step>

  <Step>
    Review the Auto-Created RFQ Details [#review-the-auto-created-rfq-details]

    Your RFQ has been automatically created in ProcureFlow from your offline purchase request data.

    Open the draft RFQ to review its details before sending to suppliers.

    On the right side of the page you will see the **RFQ Summary** panel. While AI sourcing is running, it shows *"Processing..."* next to the Suppliers count.

    Wait a moment for it to complete before proceeding.

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

    <GuideScreenshot src="/docs/screenshots/sourcing/review-send-rfq/02.png" alt="Step 2" />
  </Step>

  <Step>
    Check Document and Line Item Attachments [#check-document-and-line-item-attachments]

    The RFQ has two levels of attachments to check before proceeding.

    **Document level**: The **Attachments** card on the RFQ shows files attached to the overall request (for example, general terms & conditions or scope-of-supply documents).

    Confirm the correct files are listed and remove any that do not apply.

    <GuideScreenshot src="/docs/screenshots/sourcing/review-send-rfq/03.png" alt="Step 3" />

    **Line item level**: Each line item can carry its own attachment (for example, a technical drawing or product specification).

    Expand each line item row and verify that any item-specific documents are present and correct.

    <GuideScreenshot src="/docs/screenshots/sourcing/review-send-rfq/04.png" alt="Step 3" />

    <GuideNote>
      A default General Terms & Conditions PDF is pre-loaded at the document level. Remove it if your organisation uses a different set of terms.
    </GuideNote>
  </Step>

  <Step>
    Set the Bid Closing Date and Time [#set-the-bid-closing-date-and-time]

    1. Locate the **Bidding Schedule** card on the page.
    2. Confirm the **Bid Closing Date** and **Bid Closing Time** are correct. This is the deadline by which all suppliers must submit their quotations.
    3. Click the date or time field to edit them if an adjustment is needed before sending.

    <GuideWarning>
      Once the RFQ is sent, suppliers will see this deadline in their invitation email. Make sure it gives them enough time to respond before you proceed.
    </GuideWarning>

    <GuideScreenshot src="/docs/screenshots/sourcing/review-send-rfq/05.png" alt="Step 4" />
  </Step>

  <Step>
    Proceed to Invite Suppliers [#proceed-to-invite-suppliers]

    When AI sourcing is complete, the **RFQ Summary** panel on the right will show a supplier count next to **Suppliers** and the **Continue to Invite Suppliers** button will become active.

    Click **Continue to Invite Suppliers** to move to the supplier selection step.

    <GuideScreenshot src="/docs/screenshots/sourcing/review-send-rfq/06.png" alt="Step 5" />
  </Step>

  <Step>
    Review and Select AI-Suggested Suppliers [#review-and-select-ai-suggested-suppliers]

    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/review-send-rfq/07.png" alt="Step 6" />

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

    | Column                               | What It Shows                                             |
    | :----------------------------------- | :-------------------------------------------------------- |
    | **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/review-send-rfq/08.png" alt="Step 6" />

    <GuideTip>
      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>
    Add Suppliers Not in the AI Suggestions [#add-suppliers-not-in-the-ai-suggestions]

    <GuideScreenshot src="/docs/screenshots/sourcing/review-send-rfq/09.png" alt="Step 7" />

    If the AI-suggested suppliers do not cover all the vendors you want to invite, you can add them manually.

    In the supplier table, click **Invite More Suppliers** in the top-right corner.

    <GuideScreenshot src="/docs/screenshots/sourcing/review-send-rfq/10.png" alt="Step 7" />

    A search panel will appear.

    Search for the supplier by name and select them from the results to add them to the invite list.

    <GuideScreenshot src="/docs/screenshots/sourcing/review-send-rfq/11.png" alt="Step 7" />

    Manually added suppliers will appear at the top of the supplier table, clearly marked.

    Confirm they are checked before proceeding to send.

    <GuideScreenshot src="/docs/screenshots/sourcing/review-send-rfq/12.png" alt="Step 7" />

    <GuideTip>
      You can invite as many additional suppliers as needed. Each manually added supplier will receive the same email invitation as the AI-suggested ones.
    </GuideTip>
  </Step>

  <Step>
    Confirm and Send the RFQ to Suppliers [#confirm-and-send-the-rfq-to-suppliers]

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

    | Field                   | What It Shows                                                     |
    | :---------------------- | :---------------------------------------------------------------- |
    | **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/review-send-rfq/13.png" alt="Step 8" />

    Choose one:

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

    <GuideTip>
      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: Monitor Responses and Next Steps [#rfq-sent-monitor-responses-and-next-steps]

    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.

    <GuideNote>
      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.
    </GuideNote>

    <GuideScreenshot src="/docs/screenshots/sourcing/review-send-rfq/14.png" alt="Step 9" />
  </Step>

  <Step>
    Receive Your Email Confirmation [#receive-your-email-confirmation]

    After the RFQ is sent, you will receive an email confirmation summarising the invitations that were dispatched to suppliers. Keep this for your records.

    <GuideScreenshot src="/docs/screenshots/sourcing/review-send-rfq/15.png" alt="Step 10" />
  </Step>
</Steps>