When should we use RFQs rather than contacting a single new supplier?

Use RFQs to collect written pricing from three or more suppliers simultaneously when adding a new product category, when an existing Tier 1 supplier is underperforming, or when the likely annual spend with the new supplier is material. For one-off or low-value needs, a written email request to a single supplier is acceptable - but pricing must still be confirmed in writing before a purchase order is raised.

What information must be confirmed before raising a first purchase order?

At minimum: the supplier's legal trading name, agreed unit pricing or rate card, payment terms, and lead time commitment. For construction and electrical trades, also confirm relevant trade registration. For decorated merchandise, confirm decoration method capabilities and proof policy. Missing any of these at PO stage creates exposure that is difficult to resolve after the first order is placed.

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Procurement - Setting Up and Approving a New Supplier

8 steps. Approved supplier. First PO protected.

Step by step

Check Existing Supplier ListPurchase Orders

Confirm no approved supplier can fill the requirement before opening a new relationship.

Request Supplier InformationRFQs

Collect legal name, lead times, MOQs, payment terms, and any required certification details in writing.

Verify CredentialseForms

Confirm trade registrations, insurance, or category-specific accreditations before approval.

Agree Terms in WritingRFQs

Confirm payment terms, pricing validity period, and MOQ conditions - no verbal agreements.

Create Supplier RecordPurchase Orders

Set up the supplier record with confirmed name, contact, payment terms, and category. Attach written pricing.

Raise First Purchase OrderPurchase Orders

Issue a PO with job reference attached and request written acknowledgment before treating as confirmed.

Receive and Count DeliveryDelivery Notes

Count all items against the PO before signing. Note any shortages or quality issues in writing on the day.

Match Invoice and Log PerformanceInvoices

Verify the invoice matches PO pricing. Record lead time and quality performance to set Tier classification.

What this workflow solves

We have been using this supplier for two years but have no written pricing on file - when they raise prices, we have no baseline to challenge it.

A new supplier was added to the system without payment terms confirmed. The first invoice arrived with 14-day net terms we had never agreed to.

We placed our first order without receiving written acknowledgment. The goods arrived three weeks late because no one at the supplier had actually confirmed the order.

Frequently asked questions

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