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Get Started with SubBase as a Vendor

Learn how to respond to SubBase orders and quotes — no login required.

Written by Andrew Rapinchuk
Updated over 3 months ago

This article explains how vendors interact with SubBase, what to expect when customers send RFQs or orders, and how SubBase supports clear communication, document sharing, and order confirmation without requiring a full account.

Purpose

SubBase plays a central role for vendors by providing a single, consistent channel to receive requests, submit pricing, confirm orders, and keep all procurement communication tied to the correct project and materials.


What is SubBase?

SubBase is designed to make it easy for vendors to work with customers without changing how they already do business. Instead of managing quotes and orders through disconnected emails, attachments, and follow-ups, SubBase organizes everything around a single request or order.
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Vendors typically interact with SubBase when a customer sends a Request for Quote (RFQ) or a purchase order. From there, SubBase guides the vendor through reviewing details, responding with pricing or confirmation, and attaching any supporting documents, all while keeping the customer informed automatically.
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For many vendors, SubBase works entirely through secure email links. A login is not required to respond, submit pricing, or confirm an order. For vendors who want a centralized place to track all activity, SubBase also offers an optional Vendor Portal.

Who Can Do This

This experience is designed for vendor contacts receiving RFQs or orders from SubBase customers.

  • Vendors can respond through email links without creating a SubBase account

  • Vendors with a Vendor Portal account can access additional visibility and history

Before You Start

Before working in SubBase as a vendor, it helps to understand a few basics:

  • Customers must add you as a vendor contact in SubBase to send you RFQs or orders

  • Most vendor actions start from an email sent by SubBase

  • A SubBase login is optional, not required

What You Can See and Do as a Vendor

When a customer sends you an RFQ or order through SubBase, you receive an email with a secure link. This link opens a dedicated view of that request or order.

When you open it, you can:

  • Review project and order details, including materials, quantities, and shipping information

  • Enter unit pricing when responding to an RFQ

  • Confirm or reject an order sent by a customer

  • Provide or update shipping details when requested by the customer

  • Upload attachments such as quote PDFs or supporting documents

  • Add an optional message to communicate directly with the customer

All activity stays tied to that specific RFQ or order, reducing confusion and duplicate communication.

RFQs and Orders from a Vendor Perspective

Requests for Quote (RFQs)

RFQs are used by customers to collect pricing before placing an order.

As a vendor, an RFQ allows you to:

  • Review requested materials and quantities

  • Enter pricing directly into SubBase

  • Upload a formal quote document if preferred (pricing is extracted by SubBase)

  • Submit or reject the quote

Submitted quotes remain attached to the RFQ so customers can review and compare responses.

Orders

Orders represent confirmed purchase orders from the customer.

From an order, you can:

  • Review materials and pricing

  • Confirm the order to acknowledge acceptance

  • Reject the order if it cannot be fulfilled

  • Provide or update shipping details

Once an order is confirmed, SubBase tracks it through delivery and completion.

Learn More:

Attachments and Documents

SubBase allows vendors to attach documents directly to RFQs and orders. These files remain visible to the customer and stay linked to the correct record.

Common documents include:

  • Quote PDFs

  • Specifications or supporting documents

Invoices can be emailed directly to a customer’s SubBase accounts payable address, which automatically links them to the correct order.

Notifications and Communication

SubBase keeps communication focused and traceable.

Vendors receive email notifications when:

  • A new RFQ or order is sent

  • A customer updates a request or order

  • Delivery issues are reported

  • A customer adds a message to the request or order

Messages sent through SubBase remain attached to the related RFQ or order, helping both sides keep a clear record of decisions and changes.

Vendor Portal Overview

The Vendor Portal is an optional experience for vendors who want centralized visibility.

With a Vendor Portal account, vendors can:

  • View all RFQs and orders from SubBase customers in one place

  • Track status without relying solely on email

  • Manage notification preferences

  • Receive in-app notifications in addition to email updates

  • Collaborate with colleagues by sharing visibility on the same order

Vendors can request a Vendor Portal account through the SubBase team.

Troubleshooting

I am not receiving SubBase emails

Check spam or junk folders and confirm your email address with the customer.

I cannot upload an attachment

Make sure the file type is supported and that you are uploading it directly within the RFQ or order view.

Best Practices

  • Respond to RFQs and orders directly through SubBase links to keep records centralized

  • Upload quote documents instead of sending them separately by email

  • Use the Vendor Portal for an enhanced user experience

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