This article explains how to create an RFQ in SubBase, select vendors, attach files, and send it for pricing so you can compare quotes before placing an order.

Overview

A Request for Quote (RFQ) allows you to collect vendor pricing before sending a purchase order. You can send an RFQ to a single vendor or multiple vendors to compare pricing. Each vendor receives their own version of the RFQ, giving you clear visibility into available options.

Who Can Do This

This workflow applies to roles with permission to create RFQs.

Admin: Full access to create, send, and manage RFQs.
Purchaser: Can create, send, and update RFQs.
User: Can create RFQs if ordering permissions are enabled.
Material Requester: Cannot create RFQs.

(These permissions are managed in Company Settings → Permissions.)

Before You Start

Before creating an RFQ, make sure you have:

A list of materials with QTY and UOM
The vendor contacts you plan to send the RFQ to
Any drawings, specs, or supporting files
Cost, Class, or Phase Codes if required by your company

If a needed material is missing, you can add it from the Search Material dropdown using:

Quick Create
Create with Detail

These options appear only for users with permission to create materials.

Steps to Create and Send an RFQ

Step 1: Open the RFQ Form

You can start an RFQ in three ways:

Select Quick Create (+) → Create RFQ
On the Orders tab, click the two-page Create RFQ icon
- Hover text displays Create RFQ
From a drafted order: open the order → three-dot menu → Switch to RFQ

Step 2: Enter Project and Delivery Details

Select the correct project and define how materials should arrive.

Select the Project.
Enter an Order Name.
Choose between:
- Truck icon = Delivery, or
- Building icon = Pickup
If Delivery is selected:
- Click the "Address" dropdown, search, and select the correct delivery address.
- Enter a Requested Date
- Add Delivery Instructions if needed

Step 3: Add or Update Materials

Use Search Material to find and add materials.

Enter QTY and confirm UOM
Add Cost Code, Class Code, or Phase Code if required per company settings

If the material does not exist when searching, select:

Quick Create: create only the material description without UOM or other detail
Create with Detail: create the material with UOM and other metadata

Important: Both options will create the material in your company's material database for future use.

To correct an existing material:

Open the three-dot menu next to the line
Select Replace (map to an existing database item)
Or select Edit (update description or unit)
Click Save

See the "Add Materials to Your Material Database" article for more material database management best practices.

Step 4: Select Vendors

Under Vendors, choose one or more vendor contacts.

Select all vendor representatives you want included.
Enter notes in Message to Vendor.
To apply the same message to every vendor, check: Use the same message for all vendors

Best practice: Add scope details or schedule expectations to help vendors return accurate pricing.

Step 5: Add Attachments (Optional)

You can attach files to support the RFQ.

Public Attachment Visible to vendors (drawings, specifications, product details)
Internal Attachment Visible only to your internal team

Step 6: Review and Send the RFQ

Review the materials, quantities, delivery details, and vendor selections.
When ready, select Send RFQ (top right).

SubBase generates a separate vendor-specific version of the RFQ for each selected vendor with its own REF #.

End State

Once your RFQ is sent, you'll see the following statuses:

Quote Requested: The RFQ has been successfully sent to vendors.
Quote Provided: At least one vendor has responded with pricing.

Each vendor's response appears on its own RFQ record with its own REF #. You can compare vendor quotes using the Leveling Tool. When you're ready to move forward, convert the selected vendor's RFQ into an order.

Managing a Sent RFQ

You can take several follow-up actions after the RFQ reaches its end state.

Troubleshooting

I don’t see the option to create an RFQ.

Confirm your role permissions in Company Settings → Permissions or ask your admin.

A vendor didn’t receive the RFQ.

Ensure the vendor is active under Vendors → My Vendors.
Reopen the RFQ, update your message, then select Update Vendor.
If issues continue, see the vendor email troubleshooting guide.

I can’t find a material I need.

Use Quick Create or Create with Detail inside Search Material, if your role allows material creation.

Create and Send an RFQ (Request for Quote)