How to Send an RFQ and Collect Vendor Quotes in CrmLeaf
All editions. Requires the Manufacture add-on module to be enabled for your account, and the Purchase module for the vendor and purchase order side. Standard in the Manufacturing CRM edition.
Availability: All editions. Requires the Manufacture add-on module to be enabled for your account, and the Purchase module for the vendor and purchase order side. Standard in the Manufacturing CRM edition.
Overview
An RFQ (request for quotation) asks several vendors to price the same materials so you can compare offers before you buy. In CrmLeaf the RFQ is generated from a project's BOQ, sent to vendors as a public link, priced by the vendor on that page, and then accepted or declined by your team. The accepted quote is what procurement buys against.
How It Works
Vendor quotes are generated from the project BOQ in bulk across multiple vendors, so one action creates a priced quote shell per vendor. Each quote has a public vendor link based on a hash, which you email to the vendor. The vendor submits pricing on that public page, and your team then accepts or declines each submission. Accepting stamps the quote reference so it can be carried into a purchase order.
Project BOQ → Generate quotes for vendors → Email public links → Vendors submit pricing → Accept or decline
- Vendor quote statuses are
draft,waiting(the default),sent,submitted,accepted,declinedandcanceled. - Vendor quote request statuses are
pending(the default),in process,acceptedandrejected, with submission tracking so you can see who has replied. - Each quote carries its own public vendor link, so a vendor does not need a CrmLeaf login to price it.
- Quotes carry line items and pricing, so submissions can be compared side by side.
- Accepting a quote records
vendor_quote_id, which the purchase order then stores to keep the chain traceable.
Who Can Use This Feature?
User
- Generate vendor quotes from a project's BOQ for one or more vendors.
- Email vendors their public quote link.
- Review submitted pricing and Approve the winning quote by accepting it, or decline the rest.
Access depends on the modules and role assigned by your Administrator.
Prerequisites
- The Manufacture add-on module enabled, and the Purchase module for vendors and purchase orders.
- A project with a complete BOQ for the materials you want priced.
- Vendor records with a currency and a working email address.
- Working outgoing email for the account, so the vendor links can be sent.
For Users
Step 1: Confirm the BOQ is ready
What to do: Open the project and check the BOQ lists every material you want quoted, with the correct quantities. The BOQ is the source of the quote lines.
What to verify: Quantities are final. Changing them after quotes are out means re-quoting.
Step 2: Generate quotes for the vendors
What to do: Generate vendor quotes from the project's BOQ, selecting all the vendors you want to invite. This creates a quote per vendor with the BOQ line items.
What to verify: One quote exists per invited vendor, each with the same line items.
Step 3: Email the vendors their public link
What to do: Send each vendor their quote by email. The email carries the public vendor link for that quote, which is unique to it.
What to verify: The quote status reflects that it has been sent, and the vendor confirms receipt if the material is urgent.
Step 4: Let the vendors submit pricing
What to do: The vendor opens the public page and enters pricing against the line items, then submits. No login is required on their side.
What to verify: Submitted quotes are visible in Vendor Quotes with their pricing, and submission tracking on the request shows who has replied.
Step 5: Compare, then accept or decline
What to do: Compare the submitted quotes line by line. Accept the quote you want to buy against, and decline the others so the request is closed out cleanly.
What to verify: The winning quote shows as accepted. It can now be used to raise a purchase order.
Field and Option Reference
| Field / Option | Description | Required |
|---|---|---|
| Vendor | The supplier being asked to quote. One quote is created per vendor. | Yes |
| Line items | The materials and quantities being priced, taken from the project BOQ. | Yes |
| Status | draft, waiting, sent, submitted, accepted, declined or canceled. | Set by the workflow |
| Public vendor link | The hash-based link the vendor uses to submit pricing without a login. | Generated |
Expected Result
Every invited vendor has a quote with a public link, submitted pricing is recorded against each quote, one quote is accepted and the rest are declined. The accepted quote is ready to feed a purchase order.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- This flow depends on the Manufacture and Purchase add-on modules. Confirm both are included in your plan.
- The public vendor link is based on a hash and is specific to one quote. Treat it as confidential and send it only to that vendor.
- Decline the quotes you are not proceeding with. It keeps the request's status meaningful and the comparison auditable.
- Because the quote lines come from the BOQ, keep the BOQ accurate before you invite vendors.
Common Scenarios
Example: three vendors for one material list. A buyer generates quotes from the project BOQ for three vendors at once, emails each of them their public link, and receives two submissions. The cheaper submission is accepted, the other declined, and the third vendor is followed up or the quote canceled.
Example: a vendor prices only part of the list. Compare the submitted lines before accepting. Accepting a quote commits you to that vendor's pricing for the lines it covers, so the remaining materials need their own quotes.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| Vendor Quotes is not visible | The Manufacture add-on module is not enabled, or your role has no access | Ask your Administrator to enable the module and grant access. |
| No quotes are generated from the BOQ | The project has no BOQ items, or no vendor was selected | Enter BOQ items and select at least one vendor. |
| The vendor did not receive the link | The vendor record has no email address, or the account's outgoing email is not configured | Add the vendor's email and confirm the SMTP settings with your Administrator. |
| The vendor cannot submit pricing | The quote is no longer in a state that accepts submission, for example it was canceled | Check the quote status and generate a new quote if it was canceled. |
| A quote cannot be accepted | The vendor has not submitted pricing yet | Wait for the submission, or enter the quote pricing and follow your internal process. |
Frequently Asked Questions
Do vendors need a CrmLeaf login?
No. Each quote has a public vendor link based on a hash, and the vendor submits pricing on that page.
Can I invite several vendors at once?
Yes. Quotes are generated from a project's BOQ in bulk across multiple vendors.
What happens when I accept a quote?
The quote becomes accepted and its reference is recorded, so the purchase order you raise can store vendor_quote_id and keep the RFQ to quote to purchase order chain traceable.
Can I cancel a quote I sent by mistake?
Yes. canceled is one of the documented vendor quote statuses.
Related Articles
Our support team answers on business days. Reference MFG-06 so we can jump straight in.