How to Automate Your RFQ Workflow

Manual quote chasing wastes time. Automation gets answers—and better pricing—faster.

Every day, procurement teams at building-materials distributors send out RFQs—requests for quote—for everything from rebar and TJI joists to fiber cement siding and fasteners. Yet for many yards, this process still runs on emails, spreadsheets, and follow-up calls. The result? Delays, pricing errors, missed savings opportunities, and vendor frustration.

Automating your RFQ (Request for Quote) workflow doesn’t just save time—it gives you pricing leverage, faster turnarounds, and tighter integration between procurement and sales. And in a market where material costs move fast, that can be a game-changer.

1. Start with centralized vendor data and material templates

Short-tail: “vendor database setup,” “RFQ material catalog integration.”

Before you can automate RFQs, you need clean vendor and SKU data. This means every material you might quote—like 2×4 SPF, HardiePlank, or 5/8” Type X drywall—should be tied to standard part numbers, descriptions, units of measure, and preferred vendors inside your ERP or procurement platform.

Templates allow buyers to generate RFQs with a few clicks—selecting product categories and pushing them out to pre-mapped vendors. No manual retyping, no guesswork.

2. Automate multi-vendor RFQ distribution with one click

Long-tail: “send RFQ to multiple suppliers,” “bulk vendor quote request automation.”

In manual systems, buyers might copy-paste RFQ emails to 5 different vendors—and manage replies in 5 separate inbox threads. That’s inefficient and ripe for error.

An automated RFQ tool lets you select multiple approved vendors for each item and send standardized quote requests in a batch. All responses are funneled back into a central portal, reducing clutter and improving comparison accuracy.

3. Set response deadlines and track vendor compliance

Short-tail: “RFQ response tracking,” “vendor quote submission automation.”

When you send RFQs manually, you often wait without knowing whether a supplier has seen it, is working on it, or has declined. This creates delays and often leads to rushed follow-ups or missed quote windows.

Automated RFQ workflows let you set a response deadline and track vendor engagement—who opened, who replied, and who’s late. You can also set reminders or auto-escalate to secondary vendors if top-tier suppliers miss the window.

4. Compare quotes by cost, lead time, and terms—not just price

Long-tail: “vendor quote comparison ERP,” “select supplier by total value.”

Price isn’t the only factor in procurement decisions. A $50 cheaper steel quote that ships 10 days later could cost you more in contractor delays. Manual RFQ processes rarely offer a clean way to compare price, freight, lead time, and payment terms side by side.

Automated RFQ platforms generate comparison dashboards. Procurement teams can sort by total landed cost, delivery speed, or vendor rating—allowing smarter, faster purchasing decisions.

5. Feed accepted quotes directly into purchase orders

Short-tail: “convert RFQ to PO,” “reduce manual PO entry building supply.”

After you select a winning quote, manual processes often require retyping everything into your PO system—introducing risk of SKU mismatches, wrong quantities, or pricing errors.

Automation allows one-click conversion from accepted RFQ to purchase order. The system carries over all line items, terms, and vendor details—saving time and eliminating error-prone handoffs.

6. Track vendor performance over time

Long-tail: “supplier lead time tracking,” “RFQ feedback loop procurement.”

An RFQ process shouldn’t end with a PO. Track how often each vendor meets quoted lead times, sticks to pricing, and delivers complete orders. Over time, this builds a vendor scorecard that supports future negotiations and tiering.

Your procurement dashboard should show KPIs like:

Average quote turnaround time

Win rate per vendor

Lead-time variance

On-time delivery rate

This performance history makes your next RFQ smarter—and more strategic.

7. Integrate RFQs with sales forecasts and project timelines

Short-tail: “RFQ sales integration,” “procurement forecast visibility.”

Many distributors send RFQs reactively—only after an order is booked or stock is low. That reactive cycle puts your procurement team in a bind, especially when lead times stretch or prices spike.

Automate RFQ triggers based on sales forecasts, ERP reorder points, or CRM project timelines. For example, if a contractor flags a multifamily build starting next month, your system should prompt early RFQs on key materials like I-joists, sheathing, and fire-rated board—giving you time to lock in pricing and availability.

8. Set approval workflows for high-value quotes

Long-tail: “RFQ approval thresholds,” “quote review controls procurement.”

Not all RFQs are equal. A bulk quote for 10,000 LF of LVLs should require a procurement manager’s review before conversion. Automated workflows can route high-value or non-standard quotes through defined approval paths—based on margin targets, budget impact, or vendor tier.

This control prevents over-ordering, protects margin, and ensures strategic sourcing decisions.

Automation makes RFQs faster—and smarter

In a fast-moving market, waiting 48 hours for pricing on steel studs or batt insulation can cost you the job. By automating your RFQ workflow, you shorten that window, increase pricing confidence, and give your sales team the tools they need to move faster than the competition.

Conclusion

RFQ automation isn’t about removing the human element—it’s about amplifying it. Your procurement team still makes the calls, negotiates terms, and selects suppliers. But with real-time tools, clean data, and clear workflows, they make those calls with better speed and greater accuracy.

For Buldix and distributors serving builders with complex, time-sensitive needs, a modern RFQ workflow turns procurement from a bottleneck into a strategic asset.