RFQs
is only available on the following plans:
Momentum
What is Zigaflow RFQs?
Every service business knows the frustration of chasing supplier prices. You need costs to build your customer quote, but suppliers are slow to respond, prices get lost in email threads, and by the time you have the information you need, your customer has moved on. It is a procurement bottleneck that costs you time, money and opportunities.
Zigaflow RFQs transforms how you request and manage supplier pricing. Instead of scattered emails and forgotten follow-ups, you create professional requests for quotation directly from your quotes or jobs, send them to suppliers with a single click, and track every response in real time. When prices come back, they flow straight into your documents, keeping your costs accurate and your margins protected.
The real power comes from automation and connection. Zigaflow sends follow-up reminders automatically when suppliers have not responded, so nothing falls through the cracks. Every RFQ links directly to the customer quote or job it supports, giving you complete visibility into your procurement pipeline. When you are ready to order, convert approved RFQs into purchase orders instantly, carrying all the pricing details forward without retyping a single line.
For businesses dealing with multiple suppliers, custom products, or project-based work, Zigaflow RFQs eliminates the chaos of manual supplier communication. You will quote customers faster, maintain better supplier relationships through consistent professional requests, and always know exactly where every pricing request stands. Combined with inventory management and supplier tracking, you have a complete procurement system that keeps your operations running smoothly.
55%
Faster supplier response times reported by businesses using automated RFQ follow-ups instead of manual email chasing
70%
Reduction in lost or forgotten supplier quotes when requests are tracked centrally with automatic status updates
40%
Time saved on procurement administration by converting RFQs directly to purchase orders without manual data re-entry
Supplier Prices Lost in Email Chaos
Problem:
Your inbox is where supplier quotes go to die. When you email multiple suppliers for pricing, their responses arrive at different times, get buried under other messages, and scatter across team members' inboxes. Searching through email threads to find that quote from three weeks ago wastes valuable time, and comparing prices across suppliers becomes nearly impossible when responses live in different formats across different conversations. You know you received a better price somewhere, but finding it means digging through hundreds of emails while your customer waits for your quote.
Solution:
Zigaflow captures every supplier response in one centralised location, linked directly to the original request. All pricing comes into a single dashboard where you can compare suppliers side by side, see response times at a glance, and access any quote with a single click. No more email archaeology, just clear visibility into every price you have received, organised by job or customer quote.
Manual Follow-Up Burden Drains Your Day
Problem:
Chasing suppliers for responses is a full-time job that nobody signed up for. You send an RFQ, hear nothing, send a reminder, hear nothing, pick up the phone, leave a voicemail, and eventually maybe get an answer. Multiply this by dozens of suppliers across multiple projects, and your procurement team spends more time chasing than doing actual productive work. Meanwhile, some requests simply fall through the cracks because there is no systematic way to track what needs following up. Urgent quotes get delayed, customers grow frustrated, and suppliers learn they can ignore your requests without consequence.
Solution:
Zigaflow sends automated follow-up reminders based on your configured schedules, escalating through email chasers until suppliers respond. Set different follow-up intervals for different suppliers or urgency levels. The system tracks what is outstanding automatically, freeing your team to focus on the responses that actually need human attention through mentions and notifications.
No Visibility Into Request Status
Problem:
When your sales team asks where that supplier quote stands, the answer is usually a shrug and a promise to check. Without centralised tracking, nobody knows which RFQs are still pending, which suppliers have responded, and which requests are overdue. Project planning becomes guesswork because you cannot commit to timelines without knowing when costs will be confirmed. Management cannot see the procurement pipeline, making it impossible to identify bottlenecks or suppliers who consistently delay your operations. Every status check requires manual investigation, turning simple questions into time-consuming research projects.
Solution:
Real-time status dashboards show every RFQ across your business, with visual pipelines that highlight pending, responded, and overdue requests. Filter by supplier, project, or team member to find exactly what you need. Custom status workflows let you track requests through your specific procurement process, giving everyone from sales to operations instant answers to status questions.
Pricing Requests Disconnected From Customer Quotes
Problem:
The supplier price you requested has no link to the customer quote it supports. When costs finally arrive, someone must manually transfer numbers into your quoting system, risking errors and creating delays. If the customer changes requirements, you cannot easily trace which supplier requests are affected. And when it is time to audit margins or understand why a job was less profitable than expected, connecting supplier costs to customer prices requires forensic investigation across multiple systems. Your procurement and sales processes operate in silos, creating friction at every handoff.
Solution:
Create RFQs directly from quotes or jobs, maintaining automatic links between supplier requests and customer documents. When supplier prices arrive, update your quote costs with a click. Changes to customer requirements instantly highlight which RFQs need revision. Complete traceability from customer price back to supplier cost supports margin analysis and invoicing accuracy.
Inconsistent Request Formats Confuse Suppliers
Problem:
Every team member sends RFQs differently. Some include all necessary specifications, others forget critical details. Some use professional formatting, others dash off quick emails that leave suppliers guessing. This inconsistency creates confusion, delays responses, and damages your professional image. Suppliers waste time requesting clarification, or worse, provide quotes based on wrong assumptions that cause problems later. Without standardised templates, your business cannot present a unified face to the supply chain, and training new staff on procurement becomes an exercise in trial and error.
Solution:
Pre-built RFQ templates ensure every request includes required information in a consistent, professional format. Configure templates for different product categories or supplier types. Pull item details automatically from your inventory database, ensuring accurate specifications every time. Your brand appears professional and suppliers get everything they need to respond quickly and accurately.
Supplier Pricing History Scattered Everywhere
Problem:
You have quoted this item before, but finding the historical pricing is impossible. Past RFQs live in old emails, archived spreadsheets, or the memory of staff members who may no longer work for you. Every new request starts from scratch because accessing previous quotes takes longer than requesting fresh ones. This costs you negotiating leverage, because you cannot reference past pricing in discussions. It also means repeating mistakes, using suppliers who previously delivered late or provided poor quality, because nobody can find the records. Your procurement has no memory, making every request feel like the first time.
Solution:
Complete RFQ history lives on every supplier record, showing past requests, response times, pricing trends, and outcomes. Access previous quotes instantly when creating new requests. See which suppliers consistently offer the best prices or fastest responses. Build institutional knowledge that survives staff turnover and informs better procurement decisions through reporting and analytics.
Manual Purchase Order Creation Wastes Time
Problem:
After all the work of requesting quotes, comparing suppliers, and selecting the best option, you start over when creating the purchase order. Retyping supplier details, item specifications, agreed pricing, and delivery terms introduces errors and consumes time that should be spent on higher-value activities. Discrepancies between the quoted price and the purchase order create disputes with suppliers. And if requirements change between RFQ acceptance and PO creation, updates must be made manually in multiple places. The disconnect between requesting prices and ordering products creates unnecessary friction in your procurement workflow.
Solution:
Convert approved RFQs into purchase orders with a single click, carrying forward all supplier details, item specifications, and agreed pricing. Any changes update linked documents automatically. Complete audit trail shows how final PO terms compare to original quotes. Seamless workflow from price request to order placement eliminates duplicate data entry and ensures accuracy.
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How it Works
Create Your Request
Start an RFQ from scratch or generate one directly from a customer quote or job. Select items from your inventory, specify quantities and requirements, and choose which suppliers should receive the request. Pre-built templates ensure consistent formatting and complete information.
1
Send to Suppliers
Send professional RFQ emails to selected suppliers with a single click. Each supplier receives a formatted request with your branding, clear specifications, and a deadline for response. Suppliers can respond directly through email or a web portal depending on your configuration.
2
Track Responses Automatically
Monitor incoming responses in real time through your dashboard. Zigaflow sends automatic follow-up reminders to suppliers who have not responded. Compare pricing across suppliers side by side, with clear visibility into response times and any conditions attached to quotes.
3
Accept and Update Costs
Select the best supplier quote and accept it within Zigaflow. If the RFQ is linked to a customer quote or job, update your costs automatically with the confirmed supplier pricing. Your margins calculate instantly based on actual costs rather than estimates.
4
Convert to Purchase Order
When ready to order, convert the accepted RFQ directly into a purchase order. All supplier details, pricing, and specifications carry forward automatically. Track the PO through delivery and link supplier invoices back to the original request for complete procurement visibility.
5
Can I create an RFQ directly from a customer quote?
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Yes, Zigaflow lets you generate RFQs directly from your customer quotes with a few clicks. Select the items you need pricing for, choose your suppliers, and the system creates a linked RFQ that maintains a connection to the original quote. When supplier prices come back, you can update your quote costs automatically without manual data entry. This keeps your customer pricing accurate and your margins protected. The link works both ways, so changes to the customer quote highlight which RFQs may need updating, ensuring your supplier requests always match current requirements.
How do automated follow-ups work for unresponsive suppliers?
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When you set up your RFQ statuses and workflows, you can configure automatic email chasers that send at intervals you define. For example, send a first reminder after three days, a second after a week, and escalate to phone follow-up after two weeks. Each status in your workflow can trigger different automated messages, so you can set gentle reminders early and more urgent communications later. The system tracks which suppliers have been contacted and when, ensuring no request falls through the cracks. You control the templates, timing, and escalation paths to match your supplier relationships.
Can I send the same RFQ to multiple suppliers for comparison?
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Absolutely. When creating an RFQ, you can select multiple suppliers to receive the same request simultaneously. Each supplier receives an identical, professionally formatted request with your specifications and deadline. As responses come in, Zigaflow displays them in a comparison view where you can evaluate pricing, terms, and delivery times side by side. This makes it easy to identify the best option and document your selection rationale. You can also save preferred suppliers for specific item categories, making future multi-supplier requests even faster to create.
How do I track where each RFQ stands in the process?
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Zigaflow provides customisable status workflows that track RFQs from creation through to purchase order conversion. You define the statuses that match your procurement process, such as Draft, Sent, Awaiting Response, Received, Accepted, or Rejected. Each RFQ displays its current status clearly, and you can view all requests in a pipeline view that shows distribution across statuses at a glance. Filter by supplier, date range, associated job, or team member to find specific requests quickly. Dashboard widgets can highlight overdue items or bottlenecks requiring attention.
What happens when I want to place an order based on an RFQ?
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When you accept a supplier quote and are ready to order, convert the RFQ to a purchase order with a single click. All the details transfer automatically, including supplier information, item specifications, quantities, agreed pricing, and any special terms. The purchase order maintains a link back to the original RFQ for audit purposes. If you use supplier acknowledgement and tracking pages, your supplier can confirm receipt and provide dispatch information through a web portal. The complete chain from price request to order to delivery is fully traceable.
Can I create templates for different types of RFQs?
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Yes, Zigaflow supports pre-build templates that define default sections, items, email content, and automated workflows for your RFQs. Create different templates for different product categories, supplier types, or project requirements. Each template can include standard items, required fields, and default follow-up schedules. When creating a new RFQ, select the appropriate template and it populates with your predefined structure. This ensures consistency across your team, speeds up RFQ creation, and makes sure every request includes necessary information. Templates can be updated centrally and changes apply to all future requests.
How can I see a supplier's past RFQ responses and pricing?
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Every supplier record in Zigaflow includes a complete history of RFQs sent to them and their responses. View past pricing for specific items, see average response times, and identify patterns in their quoting behaviour. This history informs your supplier selection decisions and provides leverage in price negotiations. You can reference previous quotes when discussing current requests, and compare how pricing has changed over time. When evaluating new suppliers versus established ones, the historical data helps you make informed decisions based on actual performance rather than promises.
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