Core Workflow

Work inside an RFQ

An RFQ workspace keeps the information, files, estimating work, and quote output for one enquiry together.

Use it after creating an RFQ from the dashboard or preparing one from a connected email.

The RFQ workflow

Most jobs move through the same broad sequence:

  1. Review the RFQ details and deadline.
  2. Review the received files.
  3. Group related files into practical assets or work packages.
  4. Organise the project structure when the job needs a deeper breakdown.
  5. Build and review an estimate for each asset.
  6. Prepare quote options and commercial details.
  7. Export the quote and prepare the covering email.

You can return to an earlier step whenever new information arrives.

RFQ details

The RFQ record identifies the enquiry. It can include:

  • an RFQ number;
  • customer company and requester;
  • project or package name;
  • received date and submission deadline;
  • estimator or package owner;
  • customer reference;
  • priority and status;
  • notes and attachments.

Keep the RFQ number and customer reference distinct. Your RFQ number is your own identifier; the customer reference is the identifier supplied by the requester.

Files and assets

Files are the documents received for review. Assets are the estimating bundles you create from those files.

For example, one RFQ may contain:

  • a drawing set for a steel frame;
  • a spreadsheet for doors and hardware;
  • a specification for coatings;
  • an addendum that changes one drawing.

You could group these into separate assets when they need independent takeoffs or pricing. A small enquiry with one drawing may need only one asset.

Project structure

Project Structure is optional. Use it when an asset still needs an internal breakdown by phase, level, room, zone, trade, or another practical grouping.

Do not create structure simply because the feature exists. A flat estimate is easier to review when the job is simple.

Estimates and quotes

The estimate is where quantities, units, rates, and cost components are prepared. The quote is where the reviewed estimate information is turned into a commercial offer.

This separation lets you keep detailed internal costing while presenting a clearer customer-facing quote.

When new information arrives

Treat an addendum or revised drawing as new evidence:

  1. Add the new file through the RFQ file workflow.
  2. Review what changed.
  3. Update the affected asset and estimate.
  4. Recheck totals, exclusions, and lead time.
  5. Export a new quote when the commercial output has changed.

Do not assume that a revised file affects every asset. Update only the scope that is actually changed.

Example: one enquiry, three packages

A builder requests pricing for structural steel, stairs, and handrails.

  • Create one RFQ for the enquiry.
  • Group the files into three assets: Structural steel, Stairs, and Handrails.
  • Build one working estimate in each asset.
  • Include the relevant assets in the quote.
  • Create quote options if the customer should be able to accept packages separately.