Supply Chain · Vendor Quotes

Vendors quote their way: supplier login, a secure link, or recorded by you

A supplier with a workspace login sees your RFQs, quotes and purchase orders in one place. A supplier without one opens the secure link in the RFQ e-mail and quotes there, no sign-up needed. Quotes that arrive by phone are recorded by the buyer. All of them are compared on landed cost in your base currency, then awarded through your approval tier.

From RFQ to award

Five steps. The vendor touches one of them, from their login or from a link.

1
Send the RFQ
One RFQ per sourcing event with its own number. Each vendor on it gets an e-mail with a secure magic link and a vendor code such as V-0007.
2
Vendor quotes
A logged-in supplier quotes in their workspace. Any other supplier opens the link to the same quote form. Price per line, delivery basis, destination per line, attachments.
3
Record offline quotes
A quote given over the phone or WhatsApp is entered by the buyer on the vendor's behalf. It is marked offline and compared like any other.
4
Revise
A changed price becomes a numbered revision (R2). Nothing is overwritten.
5
Compare and award
Quotes rank on landed cost in base currency with FX. The award goes to its approval tier and the PO is built from the quote.

Three ways in, one comparison

Vendors who quote from their login, vendors who quote from a link and vendors who quote by phone end up in the same table.

Inside the product

Supplier login, or the link

A supplier with a workspace sees your RFQs, quotes, POs and history in their own login. For everyone else, the link in the RFQ e-mail opens the same quote form, authenticated by the token alone: the vendor sees the RFQ lines, your terms and your attachments, and quotes directly, with no sign-up and no tax ID asked for.

Secure magic link per vendor per RFQ
Attachments on the quote: data sheets, certificates, drawings
Delivery basis per quote: domestic terms or Incoterms, trade derived per vendor and country
Destination warehouse per line where the RFQ ships to several sites

Offline quotes

Not every vendor will click a link. When a price comes in by phone, WhatsApp or a scanned sheet, the buyer records it against the RFQ. The quote is flagged as offline, carries the same number series, and sits in the comparison with everyone else.

Recorded on behalf of the vendor by the buyer
Same revision numbering and the same comparison
The source of the quote stays visible on the record

Vendors who are not on the platform yet

Sending an RFQ to a new vendor does not wait for them to sign up. A provisional shell organisation is created lazily for the vendor. Quotes, POs and history attach to it. The vendor can claim the shell later with a magic link and continue with the same records.

Lazy shell organisation per new vendor
Claimed by magic link when the vendor is ready
History is kept across the claim

Comparison and award

Every quote is converted to your base currency and ranked on landed cost, with freight, charges and delivery basis included. Awarding a vendor creates a pending award that enters its approval tier. If a quote is superseded by a new revision, or the award is rejected, the pending award is withdrawn.

Landed cost in base currency with your FX rates
Numbered revisions: R2, R3, with the earlier ones on record
Award withdrawn automatically when superseded or rejected

Speaks your market's language

The quote keeps its meaning across markets; the labels follow yours.

Quote

Quotation · offer · bid · proforma

Delivery basis

Incoterms · ex-works · FOR · freight terms

Revision

Revised offer · R2 · updated quote

Questions buyers ask

Does the vendor need an account to quote?: Their choice. A supplier with a workspace login works from there: RFQs, quotes, POs and history in one place. A supplier without one opens the secure link in the RFQ e-mail and fills the quote form in the browser, with no sign-up and no tax-ID gate.
What if the vendor only replies by phone or WhatsApp?: The buyer records an offline quote on the vendor's behalf. It gets a quote number and sits in the same comparison as the quotes vendors entered themselves.
What happens when a vendor sends a revised price?: A new revision is created and numbered (R2, R3). Earlier revisions stay on record. The comparison uses the latest one.
Can we send an RFQ to a vendor who is not on the platform?: Yes. A provisional shell organisation is created for that vendor the first time it is needed. The vendor can claim it later with a magic link and keep its history.
How are quotes in different currencies and delivery terms compared?: Each quote is converted to your base currency with your FX rates and ranked on landed cost. Delivery basis is captured per quote, either domestic terms or Incoterms, with the trade type derived from the vendor and country.

Related supply chain pages:Supplier Management Project Procurement Approvals Supply Chain overview

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Vendors quote their way: supplier login, a secure link, or recorded by you

From RFQ to award

Five steps. The vendor touches one of them, from their login or from a link.

Send the RFQ

One RFQ per sourcing event with its own number. Each vendor on it gets an e-mail with a secure magic link and a vendor code such as V-0007.

Vendor quotes

A logged-in supplier quotes in their workspace. Any other supplier opens the link to the same quote form. Price per line, delivery basis, destination per line, attachments.

Record offline quotes

A quote given over the phone or WhatsApp is entered by the buyer on the vendor's behalf. It is marked offline and compared like any other.

Revise

A changed price becomes a numbered revision (R2). Nothing is overwritten.

Compare and award

Quotes rank on landed cost in base currency with FX. The award goes to its approval tier and the PO is built from the quote.

Inside the product

Supplier login, or the link

Secure magic link per vendor per RFQ
Attachments on the quote: data sheets, certificates, drawings
Delivery basis per quote: domestic terms or Incoterms, trade derived per vendor and country
Destination warehouse per line where the RFQ ships to several sites

Offline quotes

Recorded on behalf of the vendor by the buyer
Same revision numbering and the same comparison
The source of the quote stays visible on the record

Vendors who are not on the platform yet

Lazy shell organisation per new vendor
Claimed by magic link when the vendor is ready
History is kept across the claim

Comparison and award

Landed cost in base currency with your FX rates
Numbered revisions: R2, R3, with the earlier ones on record
Award withdrawn automatically when superseded or rejected

Questions buyers ask

Does the vendor need an account to quote?

Their choice. A supplier with a workspace login works from there: RFQs, quotes, POs and history in one place. A supplier without one opens the secure link in the RFQ e-mail and fills the quote form in the browser, with no sign-up and no tax-ID gate.

What if the vendor only replies by phone or WhatsApp?

The buyer records an offline quote on the vendor's behalf. It gets a quote number and sits in the same comparison as the quotes vendors entered themselves.

What happens when a vendor sends a revised price?

A new revision is created and numbered (R2, R3). Earlier revisions stay on record. The comparison uses the latest one.

Can we send an RFQ to a vendor who is not on the platform?

Yes. A provisional shell organisation is created for that vendor the first time it is needed. The vendor can claim it later with a magic link and keep its history.

How are quotes in different currencies and delivery terms compared?

Each quote is converted to your base currency with your FX rates and ranked on landed cost. Delivery basis is captured per quote, either domestic terms or Incoterms, with the trade type derived from the vendor and country.