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Creating an RFQ

You can create an RFQ:

  • Manually, by entering a contact email and details
  • By uploading a customer email and letting AI extract information

This page walks through both methods and explains the key fields involved.

1. Confirm Customer and Site

Before creating an RFQ, confirm the customer and site exist.

  1. Go to Customers → Customer Lookup.
  2. Search for the customer by name.

If the customer does not exist

  1. Click Add Customer.
  2. Enter:
  3. Customer Name
  4. Initial Site Name (for example, "Main Office")
  5. Bill Terms
  6. Customer Type
  7. Save the customer. The initial site is created automatically.

If the customer exists

No action is required here. You will select the existing Customer and Site when creating the RFQ.

2. Method 1 - Manual RFQ creation

  1. Go to Business System → RFQ List.
  2. Click Add an RFQ.

Step 1 - Initial Contact Email

  1. Enter the Initial Contact Email.
  2. Click Next (or press Enter).

The system will attempt to match the email to an existing contact and customer. If recognized, customer and site fields can auto-populate.

Step 2 - Customer information

Fill in:

  • Initial Contact Name
  • Initial Contact Phone (optional)
  • Customer (type-ahead search)
  • Site (filtered by selected Customer)
  • Confirm the Location (city/state) pulled from the site record

Step 3 - Internal assignments

Select:

  • RFQ Approver - internal user responsible for review
  • Internal Salesman - assigned salesperson
  • RFQ Order Type - classification (Standard, Emergency, etc.)
  • RFQ Status - New, In Progress, Awaiting Info, Closed, etc.

All of the above are required fields.

Step 4 - Optional references

Optionally enter:

  • Customer Reference
  • Internal Reference
  • Need By Date
  • RFQ Note - free-form notes for customer context or internal use

Step 5 - Save

Click Save to create the RFQ. You will be taken to the RFQ detail page, where you can add line items, call logs, projects, and more.

3. Method 2 - RFQ from AI email upload

RFQ Email Upload

  1. From RFQ List, click Add an RFQ.
  2. On the initial RFQ screen, choose the Upload Email option.

Upload supported email formats

You can upload:

  • EML
  • MSG
  • PDF (email saved as a PDF)

After upload, the AI system extracts:

  • Customer contact email and name
  • Customer and Site
  • Requested items
  • Need By Date (if present)
  • Notes and description text

Processing usually completes in a few seconds.

Review and confirm

  1. Review all extracted fields.
  2. Correct or complete any missing information.
  3. Confirm that the selected Customer and Site are correct.
  4. Click Save.

The RFQ is created and you are taken to the RFQ detail page.

4. RFQ detail tabs (high level)

Once the RFQ is created, the RFQ detail page includes multiple tabs:

  • Information - header fields such as customer, assignment, references, and notes
  • Line Items - RFQ lines, freight, tax, comment lines, assemblies, and manual items
  • Call Logs - log calls and send notes via email to selected recipients
  • Action Logs - show system-level actions performed on the RFQ
  • Change Logs - track field-level changes, including who changed what and when
  • Projects - related projects and review tasks associated with the RFQ

These tabs support review, communication, and traceability throughout the RFQ life cycle.