This article provides clear, vendor-facing answers to the most common questions about using SubBase. It explains how vendors can respond to RFQs and orders, upload quotes and invoices, manage communication and notifications, and understand how SubBase fits into day-to-day vendor workflows.
Access and Accounts
Do I need a SubBase account to respond to orders or quotes?
No. Vendors can view and respond to RFQs and orders directly from the email link sent by SubBase. A SubBase login is not required to submit pricing, confirm orders, or upload attachments.
How do I get a Vendor Portal account?
If you want a centralized dashboard showing all your RFQs and orders, you can request access to the Vendor Portal.
To request a Vendor Portal, email help@subbase.io and the SubBase team will assist with setup.
How do I know if I’ve been assigned correctly as a vendor?
Your customer must add you as their vendor contact in SubBase. If you are not assigned, you will not see their RFQs or orders in the Vendor Portal and may not receive email notifications.
Quotes and Orders
Can I upload a quote?
Yes. When responding to an RFQ, you can upload your quote PDF in the Attachments section before submitting your response. Uploaded quotes remain attached to the RFQ for reference.
Can I set a default quote expiration?
Yes. Vendor Admin users can set a default quote expiration period in Vendor Settings under Preferences. This expiration is applied automatically to new RFQ responses.
How do I respond to a Request for Quote (RFQ)?
When you receive an RFQ email from SubBase, you can open the email, select View RFQ, enter your unit pricing, add an optional vendor response message, upload a quote PDF if needed, and submit your response or reject the RFQ. No SubBase login is required to complete this process.
How do I confirm or reject an order?
When you receive an order email, you can open the email, select View Order, review materials, pricing, and delivery details, add an optional vendor response, and confirm the order to accept it or reject it if you cannot fulfill it.
What happens after I confirm an order?
Once an order is confirmed, delivery is expected according to the purchase order details. You will receive notifications when delivery is confirmed or if a delivery issue is reported by the customer.
Can I forward an RFQ or order to someone else?
Yes, with limitations. If the recipient has a SubBase account, your customer can update the vendor contact on the order. If the recipient does not have a SubBase account, you may forward the email link, but future updates will continue going to the original contact.
Attachments and Invoices
Can I upload quotes, specifications, or invoices?
Yes. Vendors can upload documents directly in the Attachments section of an RFQ or Order, including quote PDFs, specifications, terms, and invoice files.
Can I email invoices instead of uploading them?
Yes. Vendors can email invoices directly to the customer’s SubBase accounts payable email address, such as example_customer@invoices.subbase.io. This automatically matches the invoice to the correct purchase order. Ask your customer for their SubBase AP email address before sending.
Notifications and Communication
How do I manage notifications?
If you have a SubBase account, you can manage notification preferences in User Settings under Notifications. You can choose to receive email notifications, rely on in-app notifications, or adjust notification frequency.
Can I still email my customer outside of SubBase?
Yes, but using SubBase messaging is recommended. Messages sent through SubBase remain linked to the RFQ or order, providing full visibility and traceability for both parties.
What’s the best way to communicate with my customer?
Using SubBase messages is the best option for clarity and recordkeeping. Messages sent through SubBase automatically attach to the correct RFQ or order, keeping all communication in one place.