Request For Quotes

When your customer publishes a Request For Quote (RFQ), you receive an invitation in your portal. You can review the request, confirm your participation, and submit one or more bids for the requested items. This helps you and your customers manage pricing, timelines, and expectations clearly.

Acknowledge an RFQ Invitation

Acknowledging an RFQ means you confirm that you’ve received and reviewed the request. It tells that your customer is aware of the RFQ and ensures clear communication. To acknowledge:

• Go to Request for Quote on the left sidebar.
• Select the required RFQ and click Acknowledge.

The RFQ will be marked as Acknowledged.

Confirm Participation

When you confirm participation, you tell your customer that you plan to submit a bid. This helps them plan their procurement process and track interested vendors.

To confirm or decline participation:

• Go to Request for Quote on the left sidebar.

• Select the required RFQ you want to respond to.

• To participate, select the checkbox confirming that you agree to the terms and click Participate.

• If not, click Decline and confirm your choice.

The preference will be configured.

Create Bids

A bid is your formal offer to supply goods or services at specific terms and prices. It includes details such as quantities, pricing, delivery timelines, and additional charges. Customers compare all submitted bids and choose the one that meets their business requirements.

To create a bid:

• Go to Request for Quote on the left sidebar.
• Select the required RFQ and click Create Bid.
• Enter the required details like quantities, shipping charges, delivery dates, and more. Upload supporting documents, if required.
• Click Save.

The bid will be created. Next, you can submit it to your customers.

Submit Bids

Once you create a bid, submit it so that your customer can review it. Ensure that you submit your bid before the bidding period ends. To submit:

• Go to Request for Quote on the left sidebar.
• Select the bid you want to submit.
• Click Preview and Submit.
• Review the details and click Submit.
• In the confirmation pop-up, click Submit Bid.

The bid is sent to your customer.

Edit Bids

You can edit a bid any time before you submit it. To edit:

• Go to Request for Quote on the left sidebar.
• Select the bid you want to edit.
• Click Preview and Submit.
• Make the required changes and click Save.

The bid will be updated.

Create Additional Bids

If your customer allows multiple bids to be submitted, you can create and submit them until the bidding period closes. Zoho ERP treats you most recent bid as the final one.

To create another bid:

• Go to Request for Quote on the left sidebar.
• Select the RFQ that you responded to.
• Click Create Another Bid.
• Enter the required details and add supporting documents.
• Click Save.

The bid will be created and you can proceed to submit it.

View Bids

You can view your submitted bids based on your customer’s settings:

• If multiple bids aren’t allowed, you can view only the bid you submitted.
• If multiple bids are allowed, you can view both your earliest and latest bids.

To view bids:

• Go to Request for Quote on the left sidebar.
• Select the required RFQ.
• Click View Bid to see the latest bid, and click View Previous Bids to see your earlier bids.

The bids will be displayed accordingly.