RFQ software that sends from your own mailbox.
Write the request once and send it to the whole shortlist from your own Gmail or Outlook address. Replies, bounces and silent suppliers are tracked against the RFQ, and the quotations flow into one comparison sheet.
What is RFQ software?
RFQ software, also called request for quotation or request for quote software, manages the document a buyer sends to suppliers asking them to price a defined scope. It turns one written request into a tracked campaign, the same email to every shortlisted supplier, with replies matched back to the request instead of scattered across an inbox.
PROCAI sends RFQs from the buyer's own connected mailbox, Gmail, Microsoft 365 or custom SMTP, so suppliers see a normal email from a real buyer and reply to it normally. Sending RFQs is free on every plan; the caps are monthly counts, not credits.
Sending, tracking, and what comes after.
An RFQ is not done until the replies are usable.
Sending
- One RFQ to your whole shortlist at once, from your own address, each supplier addressed individually
- Gmail, Microsoft 365 and custom SMTP mailboxes connect with OAuth or SMTP credentials
- Free RFQ templates by material with every technical ask annotated, ready to copy
- Attachments ride along: drawings, bills of quantities, terms
Tracking
- Replies are matched to the RFQ even when the supplier changes the subject line
- Each offer is summarised: price, lead time and terms, including from an attached PDF quotation
- Bounces and undelivered addresses are flagged, and silent suppliers are visible at a glance
- Supplier reply attachments download from the RFQ thread, and the conversation exports to Excel or PDF
After the replies
- Build a comparison sheet straight from the supplier replies to the RFQ
- The same items are matched across quotations, with each quotation's currency and VAT stated
- Archive closed RFQs and keep the record
- On Enterprise plans, the RFQ and its quotations link into the purchase requisition to purchase order workflow
How to send an RFQ to multiple suppliers in four steps.
The same request to everyone on the same day is what makes replies comparable.
- 1
Connect your mailbox once
Link Gmail, Microsoft 365 or a custom SMTP mailbox. RFQs send from your own address, so replies land in your inbox and suppliers deal with you.
- 2
Write the request, or start from a template
State the specification, quantities, delivery point and terms, and list exactly what must be quoted back. The free templates carry those asks per material.
- 3
Pick the suppliers and send
Add suppliers from a search, an uploaded list or by hand, and send to the whole shortlist at once. Every supplier receives the identical scope.
- 4
Work the replies
Watch replies, bounces and silent suppliers against the RFQ, then build the comparison sheet from the quotations that came back.
What RFQ software does not change.
Sending is the easy half. These parts stay with you and your mailbox.
- Deliverability is your mailbox's. Sending through your own account keeps RFQs out of spam folders, but your provider's daily sending limits apply, and large sends continue automatically once the mailbox allows it.
- It is not a supplier portal. Suppliers reply by normal email, which is why they reply at all, and there is no sealed bidding or weighted scoring.
- A clear scope is still yours to write. If two suppliers price different scopes, no tracking fixes that, which is what the annotated templates are for.
- Plan caps apply monthly to sends, and the platform has its own daily limits to protect mailbox reputation.
RFQ software, answered.
What is the difference between an RFQ and an RFP?
An RFQ asks suppliers to price a defined scope: the specification and quantities are fixed and the answers are comparable numbers. An RFP asks suppliers to propose a solution: the scope itself is open and the answers are documents to evaluate. PROCAI is built for RFQs, where buying is won or lost on whether every supplier priced the same thing.
How many RFQs can I send, and to how many suppliers?
Sending never costs credits. The Free plan includes 30 RFQs a month to 20 suppliers each, Individual 300 a month to 50 suppliers, Team 600 a month to 50 suppliers and Professional 1,500 a month to 50 suppliers. Enterprise packages have no monthly cap, under a fair use limit of 500 sends a day, to 100 suppliers each. Platform wide limits also apply so one organization cannot damage mailbox reputation.
Why send RFQs from my own mailbox instead of a platform address?
Because suppliers answer people, not platforms. A request from your own address reads as a real enquiry, lands in the primary inbox more often, and keeps the relationship direct: the reply is in your own sent thread, not locked inside a tool. PROCAI connects Gmail, Microsoft 365 and custom SMTP mailboxes and never sends from an address that is not yours.
How are supplier replies tracked?
Replies are read from your connected mailbox and matched to the RFQ even when the subject line changes. Each offer is summarised with price, lead time and terms, including when the quotation arrived as a PDF attachment. Bounced and undelivered addresses are flagged, and you can see at a glance which suppliers have not answered.
Does PROCAI include RFQ templates?
Yes, free ones, no account required. Each template was written by a procurement engineer against real construction packages and is annotated line by line with why each ask matters: grades and standards, delivery breakdowns, certificates, and the list of what must be quoted back that makes replies comparable. Copy them as they are or adapt them.
Can the RFQ process run automatically?
On Team, Professional and Enterprise plans, an AI agent reads the purchase enquiries arriving in a nominated mailbox, extracts the items and requirements, matches suppliers from your uploaded lists and prepares the RFQ. You choose whether each RFQ waits for approval, sends after a delay you can cancel, or sends automatically.
Your next RFQ, to the whole shortlist at once.
Connect the mailbox you already use and send today. Sending RFQs is free on every plan.