RFQ vs Quotation: The Supplier Workflow Explained

An RFQ and a quotation are related documents, but they are not the same thing.

A request for quotation is normally created by a buyer. A quotation is normally created by a supplier in response. Confusing the two can lead to incomplete documents, unclear terms, and slow communication.

What is an RFQ?

An RFQ is a buyer’s request for pricing and commercial information for a defined product, service, or scope of work.

A useful RFQ may include:

• Buyer name and contact details
• RFQ number and issue date
• Product or service descriptions
• Part numbers or specifications
• Quantities and units
• Requested delivery location and date
• Quality, packaging, or compliance requirements
• Requested payment and shipping terms
• Quote submission deadline
• Required supporting documents

The buyer may send the RFQ by email, PDF, spreadsheet, procurement portal, or a combination of formats.

What is a quotation?

A quotation is the supplier’s commercial offer in response to the RFQ.

A professional quotation normally includes:

• Supplier legal and contact information
• Buyer information
• Reference to the buyer RFQ
• Quotation number and date
• Offered products or services
• Quantity and unit of measure
• Unit price and total price
• Currency and tax information
• Lead time or delivery schedule
• Shipping or delivery terms
• Payment terms
• Quote validity
• Warranty or service conditions
• Exclusions, alternatives, and assumptions
• Authorized contact or approval information

The quotation should make it easy for the buyer to compare the offer with the original request.

The main difference

The RFQ asks: “What can you offer for these requirements?”

The quotation answers: “This is what we can supply, at this price, under these conditions.”

The supplier should not simply copy the RFQ and add a total. The quotation must clearly show what is included, what has changed, and which terms apply.

Why RFQ references matter

Buyers may have several sourcing events running at the same time. Include the buyer RFQ number, project name, and relevant line references in the quotation.

This helps purchasing teams connect your offer to the correct request and reduces clarification emails.

What to do when information is missing

Do not guess important technical or commercial information.

Ask the buyer for clarification when the RFQ does not define a required quantity, specification, delivery location, currency, drawing revision, material grade, or other detail that affects the offer.

You can issue a conditional quotation when appropriate, but clearly state the assumptions.

What to do when you cannot meet the exact request

A useful supplier response may include an alternative. For example:

• Different brand or model
• Available substitute material
• Revised quantity or pack size
• Partial delivery schedule
• Longer lead time
• Alternative Incoterm
• Different payment requirement

Label the alternative clearly. The buyer should not have to discover the difference after placing an order.

The supplier-side document flow

A practical flow is:

1. Buyer sends an RFQ.
2. Supplier reviews the request and attachments.
3. Supplier requests clarification when needed.
4. Technical and commercial teams confirm feasibility.
5. Supplier prepares the quotation.
6. Supplier reviews prices, terms, and document accuracy.
7. Supplier sends the quotation and supporting files.
8. Buyer evaluates the offer and may request revisions.

How RFQ AutoPilot fits

RFQ AutoPilot focuses on the supplier response side. It helps users organize incoming RFQ information, prepare line items, apply company branding, generate a PDF quotation, and create a professional response email.

It does not remove the need for technical validation, pricing approval, legal review, or final human confirmation.