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Update a Sent RFQ

Manage changes to a Request for Quote (RFQ) that has already been sent to vendors.

Written by Andrew Rapinchuk
Updated over 3 months ago

Learn how to update materials, quantities, or messaging on an RFQ that is already in progress, while keeping vendors aligned and quotes accurate.

Overview

Once an RFQ has been sent, you may still need to make changes due to scope updates, quantity adjustments, or material corrections. How you update the RFQ depends on whether it was sent to a single vendor or multiple vendors.

This article explains:

  • How to update a multi-vendor RFQ using the RFQ Leveling Tool

  • How to update a single-vendor RFQ

  • Best practices to maintain clean quote comparisons and extraction data

Who Can Do This

  • Admin

  • Purchaser

Before You Start

  • The RFQ must already be sent and in Quote Requested or Quote Provided status.

  • You should confirm whether the RFQ was sent to one vendor or multiple vendors.

  • Updates to sent RFQs always require clear vendor communication.

  • For any change that affects pricing, quantities, materials, or scope across multiple vendors, always use the RFQ Leveling Tool.

Steps to Update a Multi-Vendor RFQ

Use this path when the RFQ was sent to multiple vendors.

Step 1: Open the RFQ Leveling Tool

You can access the RFQ Leveling Tool in either of the following ways:

  • From Orders, hover over the RFQ and select the blue page icon that appears

  • From inside the RFQ, open the Leveling view to manage changes across all vendor quotes.

Step 2: Add or Adjust Materials

On the leveling screen, select Add More Materials and add the required items.

Step 3: Add a Message (Strongly Encouraged)

Include a clear message explaining what changed so all vendors understand the update.

Step 4: Save

Updates made in the RFQ Leveling Tool:

  • Apply across all vendor RFQs

  • Are sent immediately to the vendor once the Add More Materials window is saved

Steps to Update a Single-Vendor RFQ

Use this path when the RFQ was sent to only one vendor.

Step 1: Open the RFQ

From Orders → open the RFQ that needs to be updated.

Step 2: Make Your Changes

Edit materials, quantities, or other editable fields directly on the RFQ.

Step 3: Message Your Vendor

In Vendor Chat, add a message clearly explaining what changed and why.

This step is strongly encouraged.

Step 4: Resend the Update

Click Update Vendor to resend the changes to the vendor.

Note: If the vendor uploads a revised quote file after your update, price and quantity extraction will not run automatically and will require manual review.

End State

After completing these steps:

  • Vendors receive clear communication about what changed

  • RFQ data remains consistent across vendors

  • Quote comparisons stay accurate and reliable

Best Practice

For clean extraction data and consistent quote comparison, always use the RFQ Leveling Tool to update materials, quantities, or codes on multi-vendor RFQs instead of editing individual vendor RFQs.
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Important notes:

  • It is strongly recommended to always include a message so vendors understand the change.

  • If a vendor re-uploads a quote file, extraction will not happen automatically and will require manual review and confirmation, even for newly added or edited items.

  • Edits made inside an individual vendor RFQ only affect that vendor and do not refresh extraction for others.

  • Even if an RFQ was sent to multiple vendors, it is technically possible to open and edit an individual vendor RFQ. However, this approach is not advised for shared scope changes.

    • Updates apply only to that vendor

    • Other vendors will not see the change

    • Quote extraction and comparison will not refresh

    • This can result in misaligned quotes and unreliable comparisons

FAQs

Can I update an RFQ after a vendor has already provided a quote?

Yes. RFQs in Quote Requested or Quote Provided status can be updated, but a message explaining the change is highly encouraged.

Will updated quotes re-extract automatically?

  • No. If a vendor uploads a new quote file after an update, extraction must be manually reviewed and confirmed.

  • This is intentional. Manual review ensures pricing integrity so changes are not applied without your awareness if pricing was adjusted on items that were not part of the original update.

Should I update only one vendor on a multi-vendor RFQ?

Only if the change applies to that vendor alone, like a personal message. For shared scope changes, use the RFQ Leveling Tool so all vendor quotes remain comparable.

How does a vendor supply a new or updated quote?

There are two supported ways an updated quote file can be added to an RFQ:

  • The vendor replaces the quote file on their end

    • The vendor can upload a new PDF directly to their RFQ.

  • You upload the file on the vendor’s behalf

    • If the vendor sends an updated quote by email, you can add the file to Vendor Attachments on the individual vendor RFQ.

The most recent quote file is also visible from the Leveling view for quick access when comparing vendor quotes.

Need Help?

If you need help updating an RFQ or are unsure which update path to use, you can contact SubBase Support directly from the platform.
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From the User Profile Menu → select Help to open the support chat and message our team.

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