Capture the Buying Request
Receive a request from a connected form, approved record, email or uploaded file. Extract the required items, quantities and dates.
If key information is missing, ask the request owner to complete it.
RFQ Automation
RFQ Software for Supplier Quotes and Human Approvals
Mimasa brings RFQ software capabilities to your existing procurement tools. Collect supplier quotes, compare prices and terms, and send decisions for approval.
AI agents prepare the information. Your team reviews gaps, confirms the supplier and approves the next step.
Supplier replies · Quote comparison · Clear exceptions · Human approvals
Explore Procurement AutomationDefinition
What Is RFQ Automation?
RFQ automation uses software to manage repeat work in a request for quotation. It can prepare requests, track replies, extract quotation details and route review.
A request for quotation asks suppliers to price a defined product or service. Buyers need clear quantities, specifications and terms before they can compare offers fairly.
Mimasa connects that work across approved email, documents and business systems. The workflow keeps each supplier response linked to the request.
Requirements First
A Clear RFQ Process Starts With Clear Requirements
The RFQ process runs from a defined buying need to supplier review and an approved next step. A clear request gives every invited supplier the same basis for pricing.
Missing requirements create extra questions later. The workflow can flag gaps before a request reaches suppliers.
Compare the same scope first. A lower price may cover a different item, quantity or service.
Start With
RFQ Checklist- Item or service description
- Required specifications and quantity
- Unit of measure
- Delivery location and required date
- Pricing currency
- Tax, freight and other charges to disclose
- Payment terms and quote-validity period
- Response deadline and contact person
Comparison Output
Build a Quotation Comparison Sheet From Supplier Replies
A quotation comparison sheet places supplier offers side by side. It helps buyers review prices, delivery dates, terms and missing information.
Mimasa can extract configured fields from supplier quotations and map them to the RFQ. Buyers can check the values against their source before using the sheet.
Include
- Requested item and quoted item
- Quantity, unit and unit price
- Line amounts and stated currency
- Tax, freight and other charges
- Delivery time and quote validity
- Payment terms and exclusions
- Missing fields and specification differences
- Source quotation, version and review status
Example: Check the Full Offer Before Choosing
Illustrative Example OnlyThe request is for 10 units of one specified item. All figures are in USD. Tax is excluded from this example.
| Comparison Field | Supplier A | Supplier B | Supplier C |
|---|---|---|---|
| Quoted unit price | $100 | $95 | $98 |
| Quoted quantity | 10 | 10 | 10 |
| Item subtotal | $1,000 | $950 | $980 |
| Freight | $50 | Not stated | $40 |
| Subtotal with freight, before tax | $1,050 | Incomplete | $1,020 |
| Delivery time | 7 days | 14 days | 5 days |
| Item offered | Requested model | Requested model | Alternative model |
| Open review item | Check remaining terms | Ask for freight cost | Confirm technical suitability |
Supplier B has the lowest unit price, but its freight cost is unknown. Supplier C offers another model. The sheet keeps these gaps visible. The buyer confirms the missing details before making a choice.
Unknown charges stay unknown. A cheaper unit price does not prove a lower total cost.
Prepare a Quotation Comparative Statement
A quotation comparative statement records the offers, differences and basis for a proposed choice. Teams can attach it to their internal review.
Keep the original quotations beside the statement. Record any assumptions, clarifications and reasons for the final decision.
Evidence View
Use AI Quote Comparison to Check Supplier Responses
AI quote comparison can help align item descriptions and read supplier terms. It can flag a possible match, missing line or unclear response for review.
For example, one supplier may price each item while another prices a box. The workflow needs a confirmed pack size before it compares unit costs.
Mimasa Can Help
- Extract details from configured quotation files
- Match quoted lines to requested lines
- Put approved units into a common format
- Flag missing items or quantities
- Highlight delivery and payment differences
- Prepare a short explanation with source references
Keep the quoted value beside the comparison value. Show the mapping or conversion used. Quotation automation covers the repeated handling of supplier offers in this workflow. People confirm unclear specifications and commercial terms.
Line-Item EvidenceProposed Match
- Requested Line
- Line 1: specified item, 10 units
- Supplier Match
- Quoted as 1 box, pack size not stated
- Source
- Supplier quotation file, version 1, page reference
- Open Question
- Confirm units per box before comparing unit cost
RFQ Workflow
How to Automate RFQ Process Steps
An automated RFQ workflow connects the request, supplier replies, comparison and review. Define the rules and approval points before it sends messages or updates systems.
- 1
- 2
Prepare the Supplier Request
Create a draft with consistent specifications, response fields and deadlines. Use the organisation's approved supplier list and message template.
The buyer confirms the scope and recipients before the request is sent.
- 3
Collect Replies and Track Deadlines
Link each response to its RFQ and supplier. Keep the quotation file, receipt time and response status together.
Send permitted reminders to suppliers who have not replied. Escalate overdue work to the assigned buyer.
- 4
Extract and Compare Quotations
Read configured fields and check item coverage. Apply agreed calculations and conversion rules.
Flag missing charges, uncertain matches and differences in scope. Keep incomplete offers visible.
- 5
Clarification Loop Resolve Questions and Revisions
Prepare a clarification request with the exact missing or conflicting detail. Send it through the approved communication path.
When a revised quotation arrives, preserve both versions. Rebuild the affected comparison and flag any earlier approval that needs review again.
- 6
Review Gate Route the Decision to the Right People
Send the comparison, source quotations and open issues to the assigned reviewers.
Technical reviewers confirm suitability. The authorised buyer or approver confirms the supplier and commercial decision.
A reviewer can approve the next step, request changes or close the RFQ without an award.
- 7
Complete the Approved Handoff
After approval, prepare the configured task, purchase-order draft or permitted system update.
Record the target system's response. If the action fails, assign the error for follow-up before marking the handoff complete.
Send approved status updates to the request owner and affected suppliers where the process requires them.
Supplier Follow-Up
Keep Supplier Follow-Up in the Same RFQ
An RFQ workflow needs more than a list of received files. Buyers also need to know who owes a reply and what happens next.
| Situation | Workflow Response | Buyer Visibility |
|---|---|---|
| Supplier has not replied | Send a permitted reminder or flag the deadline | Last contact and next follow-up |
| Quotation is incomplete | Ask for the missing fields | Open question and assigned owner |
| Supplier submits a revision | Keep both versions and refresh the comparison | Changed fields and renewed review |
| Reviewer requests changes | Return the case with a reason | Required action and due date |
| RFQ closes without an award | Record the reason and send approved notices | Closure status and message history |
| Approved system action fails | Assign the failure for follow-up | Error details and retry status |
Keep supplier messages private to the right recipients. Do not share one supplier's pricing with another through a reminder or clarification.
Coordinate RFQ discussions and approvals in GosthiExisting Systems
Add RFQ Automation Software Around Existing Systems
Teams often already have request for quotation software within an ERP or procurement suite. Mimasa can add document checks and cross-system follow-up around that process.
RFQ automation software should reduce repeated data entry while preserving the records your team trusts.
| Existing Source | Work Mimasa Can Support | Result |
|---|---|---|
| Approved buying request | Prepare RFQ fields and check completeness | Request ready for buyer review |
| Email and quotation files | Collect replies and extract configured fields | Structured supplier response |
| Item and supplier records | Map authorised codes and comparison fields | Reviewed line-item mapping |
| Approval tools | Route the comparison and track the decision | Recorded approval or change request |
| ERP or procurement suite | Send an approved draft or permitted update | Confirmed handoff or visible failure |
Your RFQ management system can continue to hold the official request and supplier records. Integration scope depends on the available APIs, permissions and agreed field mappings.
Connect approved business data and prepare consistent comparison fields.
Buyer Checklist
What Should RFQ Management Software Handle?
Useful RFQ management software keeps requirements, responses, comparisons and decisions connected. Buyers should be able to inspect how the result was prepared.
An existing suite may already handle these tasks well. Start with the gaps that still create manual work across files, email and review teams.
When Reviewing RFQ Software, Ask
- 01Can each supplier reply be traced to the right request?
- 02Are quantities and units checked before prices are compared?
- 03Does the sheet expose missing costs and different specifications?
- 04Can reviewers open the source quotation for each key field?
- 05Are revised offers kept with their earlier versions?
- 06Can the workflow ask for missing information?
- 07Are technical and commercial approvals clearly assigned?
- 08Does the final handoff show success or failure?
First Scope01 02 03
Start With One Buying Category and Measure the Change
Choose a repeatable RFQ with clear items, known suppliers and a named owner. Test real examples before extending the workflow.
Define the First Scope
Agree on the source systems, quotation types, comparison fields and approval path. Include an incomplete offer and a revised quote in the trial.
Measure the Work
Use available records to review:
- Time from request creation to comparison ready
- Manual corrections needed after extraction
- Supplier replies missing required fields
- Open clarifications and their age
- Time spent waiting for review
- Completed and failed system handoffs
Compare the same scope before and after the change. State the measurement period and sample size.
Improve the Workflow
Use reviewer corrections to refine mappings, rules and messages. Check changes before applying them to live requests.
Review RFQ status in dashboardsIndustries
RFQ Automation Across Industries
The same RFQ workflow can support different buying needs. Each industry sets its own specifications and review rules.
Manufacturing
Compare supplier offers for materials, components, spares and services. Flag differences in grade, model, quantity or delivery before technical review.
Explore AI for ManufacturingRetail & E-Commerce
Collect supplier prices for merchandise, packaging and store supplies. Keep pack size, minimum quantity and delivery terms beside the price.
Explore Retail & E-Commerce AIEnergy & Utilities
Organise quotations for equipment, maintenance materials and services. Keep exclusions and delivery requirements visible for the technical team.
Explore Energy & Utilities AIGovernance
Control Supplier Data and Commercial Decisions
Supplier quotations contain sensitive prices and terms. Give each person and agent access only to the information needed for the task.
Choose the deployment setup around your data and integration needs. Validate model access, external services and logging before agreeing on data boundaries.
Govern supplier data and agent accessMimasa Supports Configured Controls For
- Role-based data and tool access
- Approved message recipients
- Separate preparation, review and approval roles
- Source files and quotation versions
- Recorded decisions and workflow actions
- Cloud, private-cloud or on-premise deployment
Related
Related Procurement Workflows
RFQ comparison connects to other purchasing work. Explore the broader Procurement business function for the full process.
Vendor Onboarding
Collect and check supplier registration information.
Purchase Approval Workflows
Route purchase need and budget decisions.
Purchase Order Automation
Prepare and manage approved order actions.
Supplier Intelligence
Review ongoing supplier performance and changes.
Document & Knowledge Automation provides the wider context for document checks and source-linked information.
Frequently Asked Questions
Clear answers about RFQ software, the RFQ process, quotation comparison and human approval.
Make Your Next RFQ Easier to Compare and Review
Bring one buying request and a few sample supplier quotations. We will map the comparison fields, missing-information checks and approval path.
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