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Free tool · RFQ Generator
Free RFQ Generator
Create a clear request for quotation in minutes. List your items, set delivery and payment terms, and send suppliers an RFQ they can price line by line.
Write your request for quotation from a short brief
Add what you're buying, where and when it's needed, and your terms. The generator writes a complete RFQ you can edit, then download as PDF or Word.
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AI can make mistakes. Review the draft before you use it. Procol is not responsible for the generated text or how it is used.
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How it works
How to write an RFQ with this tool
Four steps from a list of items to an RFQ that gets comparable quotes:
Step 1
Add the request details
Enter what you're buying, your RFQ number, and when quotes are due.
Step 2
List items and specifications
Add each item with its specification, quantity and unit, so every supplier prices the same thing.
Step 3
Set delivery and terms
Choose the delivery location, required date, Incoterms and payment terms.
Step 4
Generate and send
Get a full RFQ in seconds, edit any section, and download it as PDF or Word.
Why use Procol's RFQ generator
Suppliers can only quote like for like when they're asked the same thing, in the same way.
Line-item builder
Items, specifications, quantities and units in one table, numbered for easy reference in quotes.
Delivery and Incoterms
Location, required date and Incoterms are stated up front, so freight is priced the same way by everyone.
Clear quote requirements
Suppliers are told exactly what to include: unit prices, taxes, lead time, validity and MOQ.
Fair evaluation
The RFQ explains how quotes will be compared, including total landed cost.
Export instantly
Download a ready-to-send RFQ as PDF or Word, or copy the text into an email.
No sign-up needed
Write, edit and download in your browser. Your draft is saved on this device.
Built for everyone who asks suppliers for prices
Buyers and purchase teams
Send the same, complete request to every supplier and compare quotes without chasing missing details.
Manufacturers
Request prices for raw materials, components and packaging against exact specifications.
Construction and projects
Get quotes for materials and equipment with delivery to site and dates that match the schedule.
Small businesses
Look professional to suppliers and get better prices, without procurement software.
RFQ vs. RFP
Use an RFQ when you know exactly what you need and want the best price for it. Use an RFP when you need suppliers to propose how to solve a problem, and price is only one of several criteria.
| Aspect | RFQ | RFP |
|---|---|---|
| You know | The exact item and specification | The outcome you want |
| Suppliers send | A price per line item | A full proposal: approach, team and price |
| Decided on | Price, lead time and compliance | Weighted criteria and overall value |
| Typical use | Goods, materials, standard services | Complex services, software, projects |
RFQ vs. quotation vs. purchase order
These three documents follow each other in the buying process. The buyer asks for prices, the supplier answers with a quote, and the buyer confirms the order with a purchase order.
| Aspect | RFQ | Quotation | Purchase order |
|---|---|---|---|
| Sent by | Buyer | Supplier | Buyer |
| Purpose | Ask for prices | Offer prices and terms | Confirm the order |
| Binding? | No | Usually for its validity period | Yes, once accepted |
| Comes | First | Second | Last |
More free tools to explore
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Frequently Asked Questions About the RFQ Generator
Quick answers about writing and sending a request for quotation.
A request for quotation is a document a buyer sends to suppliers asking them to quote prices for specific goods or services. It lists the items, quantities and specifications, plus delivery and payment terms, so quotes can be compared like for like.
A complete RFQ usually includes:
- Buyer details and RFQ number
- Items with specifications, quantities and units
- Delivery location and required date
- Incoterms and payment terms
- What the quote must include (unit price, taxes, lead time, validity)
- How quotes will be evaluated
- Response deadline and contact
Enter what you're buying, add each item with its specification and quantity, set delivery and payment terms, then click Generate. Edit any section and download your RFQ as a PDF or Word file.
An RFQ asks for prices for something you have already specified. An RFP asks suppliers to propose a solution, and you judge proposals on several criteria, not just price.
Three to five qualified suppliers is a common rule of thumb. That is enough for real price competition without creating more quotes than you can review properly.
Incoterms are standard trade terms that say who pays for and is responsible for freight, insurance and duties. Stating one in the RFQ, such as DAP or FOB, makes sure every supplier prices delivery on the same basis.
You can download your RFQ as a PDF to send to suppliers, or as a Word document (.doc) to edit further. You can also copy the text straight into an email.
Yes. It's free to use with no sign-up. Your brief and draft are saved in your browser, so you can come back to them later on the same device.