RFQ Management
RFQ Management — Handle requests for quotes
Plain-English guide for claimed shop owners and managers.
What this section does
This area lets you manage Requests for Quotes (RFQs) from customers who want a price or customized offer for a product. Use it to review incoming RFQs, respond with a price or message, change RFQ status, and notify the customer by email (the system will attach a PDF copy of your reply).
Key features:
List all RFQs for your shop, with new RFQs (last 24 hours) highlighted.
Filters: by product, by status (pending / processed / closed / rejected).
Sorting and pagination so you can scan large volumes quickly.
Open an RFQ to see full details and the related product and customer info (when available).
Update RFQ status and add an optional reply message (up to 1,000 characters).
If the customer provided an email, the platform emails them a PDF of your status/reply.
Only users with an active claimed listing and valid plan can view/respond.
Where to find it
Dashboard → Operations → RFQs (or “Quotations”).
How to use it — step by step
1. Open the RFQ list
You’ll see RFQs with columns like: product, customer, requested qty/details, status, date. New RFQs (past 24 hours) are grouped for quick attention.
2. Narrow the list
Filter by product if you want only RFQs for a single SKU.
Filter by status (pending / processed / closed / rejected).
Sort by creation date, newest-first or oldest-first.
Choose how many RFQs to show per page.
3. Open an RFQ to view details
Click an RFQ to see the full request text, requested quantity, any specifications the buyer provided, contact info, and the associated product page.
4. Prepare your response
Decide:
Your price (unit price, total, currency).
Lead time and delivery terms.
Minimum order quantity or any discounts.
Any special conditions (warranty, shipping, taxes).
5. Update status & add a reply
Set the status to processed, closed, or rejected as appropriate (or leave as pending if you need more time).
Add a reply message (max 1,000 characters) explaining price, lead time and next steps.
Submit. The RFQ record updates and is logged.
6. Customer notification
If the RFQ has a customer email, the system will:
Generate a small PDF with your reply and RFQ details.
Attempt to email that PDF to the customer. You’ll get success/error logs in the system if the email fails.
Who can use this
Only shop owners/managers who have claimed the shop and whose plan is active can view and update RFQs. If you can’t access RFQs, confirm your claim status or contact whoever manages the shop subscription.
Suggested reply templates
1 — Quick price, ready to proceed
Hi [Name] — Thanks for your request. Price is [currency][unit price] per unit (total [currency][total]) for [qty] units. Lead time: [days]. Shipping and taxes excluded/included as discussed. Reply to confirm and I’ll reserve stock.
2 — Need more details
Hi [Name] — Thanks — can you confirm [color/size/spec/quantity/shipping address] so I can send an accurate quote? Once confirmed, I’ll send full pricing within [X] business days.
3 — Bulk discount / MOQ
Hi [Name] — For orders of [qty]+, price is [currency][discounted price] per unit. MOQ: [moq]. Lead time: [days]. Would you like a proforma invoice?
4 — Cannot fulfill / rejection politely
Hi [Name] — We’re sorry — we cannot supply this item at the requested specs/volume. We can suggest [alternate product or supplier] or offer to custom quote with different lead times. Let us know if you’d like that option.
5 — Price + conditions
Hi [Name] — Quoted price [currency][unit] excludes shipping and taxes. Payment: [terms]. Delivery: [lead time] after payment confirmation. Quote valid for [X] days.
6 — Follow-up / reservation
Hi [Name] — I’ve reserved stock for [X] days pending confirmation. To proceed, please reply with confirmation or request an invoice and we’ll prepare it.
Best practices
Reply quickly — timely responses increase conversion. Prioritize new RFQs (last 24 hours).
Be clear on terms — include currency, shipping, taxes, lead time, MOQ, and validity period.
Use simple language — customers prefer clear, actionable answers.
Attach or link specs if needed — reference product page or include exact model numbers.
Log internal follow-ups — if you promise a phone call, reservation, or supplier check, note it internally.
Keep replies short — if a longer negotiation is needed, move to email or phone.
Use the PDF the system generates as a formal record (it’s convenient for customers).
What the system does in the background
Stores RFQ and status changes with
updated_byand timestamps.Marks
created_atand sorts new RFQs (last 24 hours).Generates a PDF version of your response and tries to email it to the customer (if email exists).
Logs successes or failures so you or admins can troubleshoot.
Troubleshooting & limitations
No email on record → no notification: the RFQ will be updated in the dashboard, but the customer won’t receive an email. Try to match RFQ to an order or ask the buyer for contact details.
Email/PDF failures: will be logged. Check your shop’s email configuration or contact support.
Missing product: sometimes RFQs reference products that were later deleted — reply with general info and offer alternatives.
Permission errors: if you can’t change status, confirm you have an active shop claim and valid plan.
Character limit: reply messages are limited to 1,000 characters — use follow-up channels for longer negotiations.
When to escalate
Large orders or B2B requests that need special pricing or legal terms → escalate to manager/owner.
Potential fraud, suspicious buyer behavior, or unusual payment requests → notify security/management.
Product safety or warranty issues raised in RFQ → escalate to product quality/supplier team.
Short UI tooltip lines (copy/paste)
Filters → Product: “Show RFQs only for a specific product.”
Filters → Status: “Filter RFQs by status (pending, processed, closed, rejected).”
New RFQs: “New in last 24 hours — prioritize these replies.”
Reply box: “Write your response (max 1000 characters). Include price, lead time, and next steps.”
Update status: “Set RFQ status; customer will be emailed if an address is available.”
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