RFQ · RFQ automation
RFQ best practices for procurement teams
Good RFQ practice is repeatable practice. The aim is that every round produces comparable quotations from qualified suppliers by the deadline, with the compliance evidence already in hand.
Published 2026-09-13. Written and reviewed by the Complyra team under our editorial policy.
Use one template per category
Suppliers learn your format and respond faster; your team compares like with like. Vary the specification, not the structure.
Invite only qualified suppliers
An RFQ to an unqualified supplier wastes both sides' time. Qualification happens before the round, with the document list agreed.
Request evidence with the quotation
Documents that arrive after award arrive late. State that quotations without the requested evidence are incomplete.
Set a deadline and remind before it
A reminder two or three days before the deadline recovers most late responses. Automate it if you can; Complyra reminds invited suppliers on a schedule.
Collect structured responses
Ask for the same fields from everyone: quantity, unit price, total, currency, delivery date, shipping cost, validity, documents. Structured quotations make comparison a table, not a project.
Compare on total cost and evidence
Include shipping, lead time and compliance status in the comparison. Unit price alone is the wrong basis for regulated goods.
Record the decision
Note which quotation was accepted and why. It protects the buyer, informs the next round and explains the outcome to suppliers who asked.
Next step
Complyra checks product and supplier information against regulatory requirements to support procurement decisions. It does not issue certifications or guarantee legal compliance; final responsibility for compliance remains with the buyer and supplier.