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RFQ Best Practices

These guidelines help keep RFQs consistent, traceable, and easy to work with.

Use clear customer and site selections

  • Always confirm that the Customer and Site are correct, especially after AI extraction.
  • For customers with many locations, double-check the Site and Location fields before saving.

Keep references consistent

  • Use consistent formats for Customer Reference values.
  • Use Internal Reference for internal tracking numbers or cross-references.

Capture Need By Dates

  • Enter Need By Date whenever the customer provides one.
  • This helps with prioritization and scheduling.

Use RFQ Notes effectively

  • Store customer context that will help the RFQ Approver or Sales team.
  • Include special instructions, delivery constraints, or pricing expectations.

Maintain accurate statuses

  • Update RFQ Status as work progresses:
  • New
  • In Progress
  • Awaiting Info
  • Closed
  • This gives management and sales a clear picture of where each RFQ stands.

Use AI upload carefully

  • Treat AI data as a starting point, not the final truth.
  • Always review and confirm:
  • Customer and site
  • Item descriptions
  • Need By Date
  • Notes and references
  • For complex RFQs, use the Projects tab to manage review tasks.
  • Example tasks:
  • Final review of scope
  • Get details from engineering
  • Verify delivery dates with operations

Good RFQ habits make quoting easier and reduce errors downstream.