Publish Request for Quotes

In this help document, you’ll learn how to publish the request for quotes in your organization.

Add Vendors to a Request for Quote

Once you’ve created a request for quote, you need to add the vendors who’ll participate in the bidding process. Here’s how:

Go to Request for Quotes under Procurement.
In the Pending or Approved tab at the top, click View Details next to the request for quote for which you want to add vendors.
Go the Vendors tab and click + Add Vendor.
Select the vendors you want to add and click Add in the pop-up that appears.

Publish a Request for Quote

Once you’ve entered all the details required for the request for quote, you can publish it. Here’s how:

Go to Request for Quotes under Procurement.
Click the More icon at the top and select Approved.
Click View Details next to the request for quote you want to publish.
Click Publish in the top right corner of the page. The Publish Request for Quote pop-up will appear.
Check Invite vendors automatically upon publishing if you want the system to send an invite automatically to the added vendors. Enter the invite’s expiration date in the Invite Expires On field. If you don’t check the option, you need to send invites to each vendor manually.
Verify the request for quote’s bidding period.
Click Publish.

With this, the request for quote will be published. Once the bidding period starts, your vendors can send bids. You can track the bidding period from the bid timer.

Invite Vendors

When publishing the request for quote, if you did not choose to automatically send invites to vendors upon publishing the request for quote, you need to send the invites manually. Here’s how:

Go to Request for Quotes under Procurement.
Click the More icon at the top and select Published.
Click View Details next to the published request for quote for which you want to invite vendors to bid.
Go to the Vendors tab.
Click the More icon next to vendor you want to invite and click Invite Vendor. Or, select the vendors you want to invite and click Invite Vendors at top of the Added Vendors section.
Set the invite’s Expiration Date and Time.
Click Send Invite.

Invites will be sent to the selected vendors, and you’ll receive notifications once they respond. Learn how your vendors can acknowledge the invite and create bids once the bidding period starts.

Extend Bidding Period

If you’ve not received satisfactory bids from your vendors or if you’re yet to receive bids from some vendors, you can extend the bidding period. Here’s how:

Go to Request for Quotes under Procurement.
Click the More icon at the top and select Published.
Click View Details next to the published request for quote for which you want to extend the bidding period.
Click Extend Bidding Period in the top right corner.
Enter the new Bid End Date and click Extend Bidding Period to confirm your action.

End Bidding

If you’ve received enough bids from your vendor, you can end the bidding for the request for quote. Once you end the bidding, your vendors will not be able to submit further bids. They will be notified that you’ve ended the bidding for the request for quote.

To end the bidding: