> ## Documentation Index
> Fetch the complete documentation index at: https://docs.assetinfinity.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Requests for quotation

> Sending a request out to vendors, comparing what comes back, and awarding — with a reason, when the cheapest quote isn't the winner.

Before you commit to a vendor, you ask more than one. An RFQ is how.

## Where an RFQ comes from

| Source                           | When                                                                                                     |
| -------------------------------- | -------------------------------------------------------------------------------------------------------- |
| **An approved purchase request** | The normal path — the request already carries the justification                                          |
| **Directly**                     | For larger buys, where getting competing quotes is itself part of the process, before any request exists |

## RFQ states

| Status              | Meaning                                         |
| ------------------- | ----------------------------------------------- |
| **Draft**           | Vendors and items being assembled. Nothing sent |
| **Sent**            | Out to the invited vendors                      |
| **Quotes received** | At least one vendor has responded               |
| **Awarded**         | A quote has been chosen                         |
| **Cancelled**       | Withdrawn before award                          |

```text theme={null}
Draft ──Send──→ Sent ──Quote received──→ Quotes received ──Award──→ Awarded

Draft, Sent, Quotes received ──Cancel──→ Cancelled
```

## The comparison table

The reason this screen exists. Every vendor invited, side by side, on the terms that actually decide
a purchase:

| Column            | Notes                                                                    |
| ----------------- | ------------------------------------------------------------------------ |
| **Vendor**        | Who quoted                                                               |
| **Price**         | Their quoted total                                                       |
| **Lead time**     | How long until delivery                                                  |
| **Warranty**      | What cover comes with the item                                           |
| **Rating**        | The vendor's standing from [past performance](/commercial/vendor-detail) |
| **SLA**           | Response and resolution commitments, where relevant                      |
| **Payment terms** | When they expect to be paid                                              |

Two quotes are flagged automatically: the **cheapest**, and the **recommended** — weighed on lead
time, rating and terms as well as price. They are not always the same quote.

<Warning>
  Awarding anything other than the cheapest quote requires a written justification. Paying more is
  allowed; paying more silently is not. The justification is stored with the award, so a decision to
  pay for faster delivery or a better warranty is on the record, not just a click.
</Warning>

## Awarding

Awarding an RFQ raises the [purchase order](/commercial/purchase-orders) to the winning vendor, on
the terms quoted. The losing quotes stay on the RFQ for the record — they are what "cheaper" and
"recommended" were measured against.

<Card title="Purchase orders" icon="file-signature" href="/commercial/purchase-orders">
  The committed order that follows an award.
</Card>

<Card title="Purchase requests" icon="clipboard-list" href="/commercial/purchase-requests">
  Where most RFQs start.
</Card>


## Related topics

- [Purchase requests](/commercial/purchase-requests.md)
- [Work requests](/work/requests.md)
- [Core concepts](/core-concepts.md)
- [Work settings](/config/work.md)
- [Reorder recommendations](/inventory/reorder.md)