Can I create an RFQ directly from a customer quote?

Yes, Zigaflow lets you generate RFQs directly from your customer quotes with a few clicks. Select the items you need pricing for, choose your suppliers, and the system creates a linked RFQ that maintains a connection to the original quote. When supplier prices come back, you can update your quote costs automatically without manual data entry. This keeps your customer pricing accurate and your margins protected. The link works both ways, so changes to the customer quote highlight which RFQs may need updating, ensuring your supplier requests always match current requirements.

How do automated follow-ups work for unresponsive suppliers?

When you set up your RFQ statuses and workflows, you can configure automatic email chasers that send at intervals you define. For example, send a first reminder after three days, a second after a week, and escalate to phone follow-up after two weeks. Each status in your workflow can trigger different automated messages, so you can set gentle reminders early and more urgent communications later. The system tracks which suppliers have been contacted and when, ensuring no request falls through the cracks. You control the templates, timing, and escalation paths to match your supplier relationships.

Can I send the same RFQ to multiple suppliers for comparison?

Absolutely. When creating an RFQ, you can select multiple suppliers to receive the same request simultaneously. Each supplier receives an identical, professionally formatted request with your specifications and deadline. As responses come in, Zigaflow displays them in a comparison view where you can evaluate pricing, terms, and delivery times side by side. This makes it easy to identify the best option and document your selection rationale. You can also save preferred suppliers for specific item categories, making future multi-supplier requests even faster to create.

How do I track where each RFQ stands in the process?

Zigaflow provides customisable status workflows that track RFQs from creation through to purchase order conversion. You define the statuses that match your procurement process, such as Draft, Sent, Awaiting Response, Received, Accepted, or Rejected. Each RFQ displays its current status clearly, and you can view all requests in a pipeline view that shows distribution across statuses at a glance. Filter by supplier, date range, associated job, or team member to find specific requests quickly. Dashboard widgets can highlight overdue items or bottlenecks requiring attention.

What happens when I want to place an order based on an RFQ?

When you accept a supplier quote and are ready to order, convert the RFQ to a purchase order with a single click. All the details transfer automatically, including supplier information, item specifications, quantities, agreed pricing, and any special terms. The purchase order maintains a link back to the original RFQ for audit purposes. If you use supplier acknowledgement and tracking pages, your supplier can confirm receipt and provide dispatch information through a web portal. The complete chain from price request to order to delivery is fully traceable.

Can I create templates for different types of RFQs?

Yes, Zigaflow supports pre-build templates that define default sections, items, email content, and automated workflows for your RFQs. Create different templates for different product categories, supplier types, or project requirements. Each template can include standard items, required fields, and default follow-up schedules. When creating a new RFQ, select the appropriate template and it populates with your predefined structure. This ensures consistency across your team, speeds up RFQ creation, and makes sure every request includes necessary information. Templates can be updated centrally and changes apply to all future requests.

How can I see a supplier's past RFQ responses and pricing?

Every supplier record in Zigaflow includes a complete history of RFQs sent to them and their responses. View past pricing for specific items, see average response times, and identify patterns in their quoting behaviour. This history informs your supplier selection decisions and provides leverage in price negotiations. You can reference previous quotes when discussing current requests, and compare how pricing has changed over time. When evaluating new suppliers versus established ones, the historical data helps you make informed decisions based on actual performance rather than promises.

Procurement

Stop Chasing Suppliers for Prices

Create professional RFQs in seconds, track every response automatically, and never lose a supplier quote in your inbox again. Zigaflow connects your pricing requests directly to quotes, jobs and purchase orders.

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55%

Faster supplier response times reported by businesses using automated RFQ follow-ups instead of manual email chasing

70%

Reduction in lost or forgotten supplier quotes when requests are tracked centrally with automatic status updates

40%

Time saved on procurement administration by converting RFQs directly to purchase orders without manual data re-entry

What is it?

What is Zigaflow RFQs?

Every service business knows the frustration of chasing supplier prices. You need costs to build your customer quote, but suppliers are slow to respond, prices get lost in email threads, and by the time you have the information you need, your customer has moved on. It is a procurement bottleneck that costs you time, money and opportunities.

Zigaflow RFQs transforms how you request and manage supplier pricing. Instead of scattered emails and forgotten follow-ups, you create professional requests for quotation directly from your quotes or jobs, send them to suppliers with a single click, and track every response in real time. When prices come back, they flow straight into your documents, keeping your costs accurate and your margins protected.

The real power comes from automation and connection. Zigaflow sends follow-up reminders automatically when suppliers have not responded, so nothing falls through the cracks. Every RFQ links directly to the customer quote or job it supports, giving you complete visibility into your procurement pipeline. When you are ready to order, convert approved RFQs into purchase orders instantly, carrying all the pricing details forward without retyping a single line.

For businesses dealing with multiple suppliers, custom products, or project-based work, Zigaflow RFQs eliminates the chaos of manual supplier communication. You will quote customers faster, maintain better supplier relationships through consistent professional requests, and always know exactly where every pricing request stands. Combined with inventory management and supplier tracking, you have a complete procurement system that keeps your operations running smoothly.

What you can do

✓

Send quote requests to multiple suppliers at once

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Compare supplier responses side by side

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Convert the winning response to a purchase order in one click

✓

Track reply status per supplier in real time

✓

Attach specifications and quantities to each RFQ

✓

Link RFQs back to the originating job or customer quote

✓

The problem

After all the work of requesting quotes, comparing suppliers, and selecting the best option, you start over when creating the purchase order. Retyping supplier details, item specifications, agreed pricing, and delivery terms introduces errors and consumes time that should be spent on higher-value activities. Discrepancies between the quoted price and the purchase order create disputes with suppliers. And if requirements change between RFQ acceptance and PO creation, updates must be made manually in multiple places. The disconnect between requesting prices and ordering products creates unnecessary friction in your procurement workflow.

How Zigaflow fixes it

Convert approved RFQs into purchase orders with a single click, carrying forward all supplier details, item specifications, and agreed pricing. Any changes update linked documents automatically. Complete audit trail shows how final PO terms compare to original quotes. Seamless workflow from price request to order placement eliminates duplicate data entry and ensures accuracy.

How it works

From setup to results in minutes

Create Your Request

Start an RFQ from scratch or generate one directly from a customer quote or job. Select items from your inventory, specify quantities and requirements, and choose which suppliers should receive the request. Pre-built templates ensure consistent formatting and complete information.

Send to Suppliers

Send professional RFQ emails to selected suppliers with a single click. Each supplier receives a formatted request with your branding, clear specifications, and a deadline for response. Suppliers can respond directly through email or a web portal depending on your configuration.

Track Responses Automatically

Monitor incoming responses in real time through your dashboard. Zigaflow sends automatic follow-up reminders to suppliers who have not responded. Compare pricing across suppliers side by side, with clear visibility into response times and any conditions attached to quotes.

Accept and Update Costs

Select the best supplier quote and accept it within Zigaflow. If the RFQ is linked to a customer quote or job, update your costs automatically with the confirmed supplier pricing. Your margins calculate instantly based on actual costs rather than estimates.

Convert to Purchase Order

When ready to order, convert the accepted RFQ directly into a purchase order. All supplier details, pricing, and specifications carry forward automatically. Track the PO through delivery and link supplier invoices back to the original request for complete procurement visibility.

Common questions

Frequently asked

Keep exploring

Features that work with RFQs

Purchase Orders

Convert approved RFQs directly into purchase orders, carrying all pricing details forward without manual re-entry.

Explore Purchase Orders →

Quotes

Create RFQs directly from customer quotes to get accurate supplier costs before finalising your pricing.

Explore Quotes →

Inventory

Link RFQs to inventory items with supplier pricing history for faster, more accurate procurement decisions.

Explore Inventory →

Works with

Integrates with RFQs

Xero

Accounting

View integration →

QuickBooks

Accounting

View integration →

Used by

RFQs for your industry

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Stop Chasing Suppliers for Prices

What is Zigaflow RFQs?

Sound familiar?

Supplier Prices Lost in Email Chaos

Manual Follow-Up Burden Drains Your Day

No Visibility Into Request Status

Pricing Requests Disconnected From Customer Quotes

Inconsistent Request Formats Confuse Suppliers

Supplier Pricing History Scattered Everywhere

Manual Purchase Order Creation Wastes Time