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How to create and submit an RFQ

Overview

This guide walks you through how to create and submit an RFQ (Request for Quotation) on VinaSources, step by step.

Submitting an RFQ allows you to send your product requirements to multiple suppliers at once and receive quotations for comparison.

Purpose

Creating and submitting an RFQ helps you to:

  • Request pricing and terms from relevant suppliers

  • Communicate detailed product requirements clearly

  • Compare multiple supplier quotations

  • Make informed sourcing decisions before placing an order

How to Create and Submit an RFQ

1

Step 1: Log in to Your Buyer Account

  1. Log in to your Buyer account on VinaSources

RFQs can be created only by logged-in Buyer accounts.

2

Step 2: Open the RFQ Module

  1. Click Request for Quotations (RFQ)

You will be taken to the RFQ creation form.

3

Step 3: Enter Company and Contact Information

Fill in the required fields:

  • Company name: Company name of the buyer

  • Work email: Work email of the buyer so the supplier or VinaSources can contact

This information helps suppliers understand who is submitting the RFQ.

4

Step 4: Enter Product Information

Provide detailed product requirements, including:

  • Product name: Name of the product. Will be used to mainly identify RFQ on buyer and supplier list

  • Category: Category of the product. Will be used to send to suppliers with relevant product categories

Choosing the correct product category ensures your RFQ reaches relevant suppliers.

5

Step 5: Enter Quantity and Pricing Information

Provide pricing information, including:

  • Purchase quantity: Quantity of the product that the buyer is going to purchase and its unit

  • Target unit price: Proposed product price per unit and the currency

  • Maximum budget (if applicable): Expected maximum budget of the request

  • Trade terms: Incoterm of the request

This helps suppliers prepare accurate quotations.

6

Step 6: Enter Request Details and Files

Provide request details and files, including:

  • Details: Request details, request requirements, product description

  • Upload product images or files: Upload additional files, images or the product, request

7

Step 7: Enter Trade and Shipping Information

Provide the following details:

  • Shipping method: How the goods will be shipped, including (e.g., air freight, sea freight)

  • Destination port: Where the shipment should arrive (for ocean/rail—e.g., “Los Angeles Port” / “Hamburg Port”)

  • Lead time: The time between order confirmation (or PO receipt) and when the goods are ready to ship

  • Payment Terms: The agreed payment schedule/conditions

These details define delivery expectations and logistics requirements.

8

Step 8: Review and Submit the RFQ

  1. Review all entered information carefully

  2. Click Submit

Once submitted:

  • The RFQ is sent to suppliers whose product categories match your RFQ

  • The RFQ appears in your RFQ list

  • Suppliers can begin responding with quotations

How RFQ Submission Works

  • RFQs are distributed automatically based on product category

  • All supplier responses are collected in the RFQ details page

  • RFQ information cannot be edited after submission

Tips & Best Practices

  • Provide clear and complete product details to receive accurate quotations

  • Upload reference images or documents when available

  • Double-check category selection before submitting

  • Review RFQ responses and tag them for easier comparison

Frequently Asked Questions

How many suppliers will receive my RFQ?

Your RFQ is automatically sent to suppliers whose product categories match your RFQ.

The number of suppliers may vary depending on category availability and supplier eligibility at the time of submission.

How long does it usually take to receive quotations?

Response time depends on supplier availability and the complexity of your requirements.

In most cases, buyers start receiving quotations within 1–3 business days after submission.

Will suppliers see my company and contact details?

Yes. Suppliers can view the company name and work email provided in the RFQ.

This information helps suppliers assess project fit and respond with more relevant quotations.

What should I do if I receive too many or irrelevant quotations?

You can:

  • Review quotation details on the RFQ details page

  • Use tags or notes to organize and compare responses

  • Close the RFQ once you have shortlisted suitable suppliers

  • This helps prevent further responses and keeps your RFQ list manageable

Can I submit multiple RFQs for different products or requirements?

Yes. You can create and submit multiple RFQs, each with different products, quantities, or specifications.

We recommend creating one RFQ per distinct product requirement for clearer supplier responses.

PreviousWhat is an RFQ and when should you use it?NextHow to manage an RFQ

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