Responding to an RFQ

When a company using Forge MRP sends you a Request for Quotation (RFQ), you receive an email with a link to the supplier portal. This guide walks you through submitting your response. You do not need an account or login -- just click the link in the email.

Opening the Portal

  1. Open the RFQ email. The subject line includes the RFQ number and the company name.
  2. Click the Submit Your Quote button in the email. This opens the supplier portal in your browser.

If the button does not work, copy and paste the URL shown at the bottom of the email into your browser's address bar.

The link is unique to you and expires after 30 days. Do not share it with others.

Reviewing the Request

The portal shows the details of the RFQ:

  • RFQ number -- the reference number for this request.
  • Due date -- the deadline for your response.
  • Currency -- the currency the buyer expects pricing in.
  • Your company information -- your name and contact details on file.
  • Description -- any additional context the buyer included.

If the buyer attached files (drawings, specifications, 3D models), they appear in an Attachments section. Click any file to download and review it. Individual line items may also have their own file attachments displayed inline.

Choosing a Response Method

You have two options:

  • Fill in the form -- enter your pricing line by line directly in the portal.
  • Upload your own quote -- attach a PDF of your own quotation document.

Select your preferred method. You can switch between the two before submitting.

Option A: Filling in the Form

Each line item shows the material or service requested, along with the quantity and unit of measure.

For each line item, fill in:

  1. Unit price -- your price per unit in the specified currency.
  2. Lead time (days) -- how many calendar days you need to deliver this item.
  3. Minimum order quantity (optional) -- if you require a minimum order, enter it here. Otherwise leave it blank.

The total price for each line is calculated automatically by multiplying your unit price by the requested quantity. A running total amount appears at the bottom of the form.

Option B: Uploading Your Quote

If you prefer to provide your own quotation document:

  1. Drag and drop your file into the upload area, or click to browse. The file must be under 10 MB.
  2. Enter the total amount of your quote so the buyer can compare it with other responses.

Adding Additional Details

Below the line items (or upload area), you can optionally fill in:

  • Validity date -- how long your pricing is valid. Pick a date from the calendar.
  • Payment terms -- select from common options (Net 30, Net 60, etc.) or type your own.
  • Delivery terms -- describe your shipping or delivery conditions.
  • Notes -- any additional comments, clarifications, or conditions.

Submitting Your Response

When everything is filled in, click Submit Quote at the bottom of the page.

A confirmation screen appears showing a summary of your submission: the total amount, the number of line items, and the validity date (if provided). The buyer is notified that your response has been received.

You can close the browser tab after seeing the confirmation.

Submitting a Revised Response

If you already submitted a response, the portal shows your previous submissions at the top of the page. You can submit another response at any time using the same link -- click Submit Another Quote. The buyer will see all of your responses.

Questions or Issues

If you have questions about the items being requested, contact the person who sent you the RFQ. Their name and email address are included in the original email for you to reply to.

If the link does not work or you see an error, the link may have expired. Ask the buyer to resend the RFQ.

Related Articles

Managing Suppliers→