Quote requests in less than 5 minutes.
Real AI with real added value. Reduce the time spent on your RFQs. Automation from request to order.
With the Request for Quotation / RFQ package, you can process inquiries easily, efficiently and transparently. Create RFQs directly via simple system, easily integrate your preferred vendors and compare incoming offers clearly. Thanks to simpleAI, quotations are automatically read out and can be transferred directly to the shopping cart - for optimal purchasing decisions.
850+ suppliers
To the supplier overview
With the quote request package, you can process requests easily and efficiently
Create requests - fast and structured
Create requests for quotations directly in simple system and easily integrate your preferred vendors without Excel lists or e-mail ping-pong.
Compare offers - full transparency
Compare incoming offers clearly at a glance. simpleAI automatically reads out offers for quick and well-founded decisions.
From quote to order - in one click
All functions in the quote request package at a glance
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Create structured requests for quotations with specifications and send them directly from the platform to several vendors at the same time.
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The RFQ module allows you to create and send requests for quotations directly in the simple system platform.
Via the central RFQ area (main navigation → RFQ), you can create structured RFQs with item specifications, quantities, delivery time specifications and attachments using the "Create RFQ" button. Select one or more vendors from your vendor list and send the RFQ with one click.
The RFQ is given a unique RFQ ID and a configured deadline date. Use the "My RFQs" and "All RFQs" tabs to keep track of your own and all company RFQs.
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Creation of requests for quotation via "Create RFQ" button
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AI-supported creation of requests for quotation
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Selection of vendors from the approved vendor list
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Dispatch to multiple vendors simultaneously
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Unique RFQ ID and deadline management
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AI-supported creation of articles from quotations
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Search and filter functions (date, vendor, status)
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Reduction of quotation request creation from 2 hours to 15 minutes
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Automated dispatch instead of manual email correspondence
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Structured requests lead to comparable offers
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More vendors per request = more competition = better prices
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Average price improvement of 8-15% through structured competition
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Compare incoming offers transparently according to price, delivery time and quality - and place the order in an audit-proof manner.
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The comparison function in the RFQ module enables a structured, transparent evaluation of all quotes received. As soon as a quotation receives the status "Quotation received", it is included in the comparison matrix. Here, purchasing managers can see price, delivery time, conditions and other criteria side by side. The award decision is documented directly in the system - with reasons and a time stamp. The winning vendor automatically receives the order as an "order created"; vendors who are not considered are automatically informed. The entire award history is stored in the system in an audit-proof manner.
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- Comparison matrix for all offers received
- Comparison according to price, delivery time, conditions and other criteria
- Documented award decision with reasons and time stamp
- Automatic order creation for the winning vendor
- Automatic rejection information for vendors not considered
- Audit-proof award history
- Export function for management reporting
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- Average price improvement: 8-15% through structured competition
- Revision security eliminates compliance risks during audits
- Automated order generation saves 30-60 minutes per award
- Creation of historical price database for future negotiations
- Better negotiating position through documented competition data
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Track the status of every quote request in real time - from "Pending" to "Quotation received" to "Order created" or "Closed".
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Status tracking in the RFQ module provides full transparency on the progress of each request for quotation. The platform shows the current status in color-coded badges:
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"Pending" (gray) for open requests,
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"Quotation received" (blue) for quotes received,
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"Order created" (green) for awarded orders and
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"Closed" (gray) for completed processes.
Filter options by date, vendor and status allow you to find every request immediately. Sorting by creation date shows the most recent requests first. Deadline monitoring with automatic reminders ensures that no quotation remains overdue.
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Color-coded status badges (Pending, Quotation received, Order created, Closed)
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Real-time status tracking for each quote request
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Filter by date, vendor and status
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Sorting by creation date (newest first)
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Deadline monitoring with automatic reminders
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Total amount display per RFQ in EUR
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Company-wide view via "All RFQs" tab
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- Elimination of missed deadlines: 100% timely return of quotations
- Time saving: no manual follow-up by e-mail necessary
- Immediate identification of delayed requests
- Transparency for management reporting on open inquiry volumes
- Reduction of follow-up efforts by 80%
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Communicate with vendors directly via the platform - including automatic notifications, reminders and status updates.
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Vendor communication in the RFQ module digitizes all correspondence between purchasing and vendors. Requests are automatically sent to the stored vendor contacts. Vendors submit their quotations directly via the platform - no e-mail ping-pong, no different file formats.
Automatic reminders are sent before the deadline, status changes (offer received, contract awarded, rejection) are communicated automatically. The entire communication history can be viewed for each RFQand provides complete documentation.
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- Automatic dispatch of inquiries to vendor contacts
- Direct submission of offers by vendors via the platform
- Automatic deadline reminders to vendors
- Status notifications (quotation received, award, rejection)
- Complete communication history per RFQ
- Message function for queries to vendors
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- Elimination of e-mail correspondence: 2-3 hours/request saved
- Higher response rate through automatic reminders: +30%
- Complete documentation for audit requirements
- Standardized offer formats speed up comparison
- Professional appearance towards vendors strengthens negotiating position
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Control which employees are allowed to create, view and issue requests for quotation - granular authorization control.
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Authorization management for RFQs enables differentiated control of access rights. Administrators use the "User Privileges" link in the RFQ area to configure which employees are allowed to create requests for quotations, view all RFQs or make award decisions. The Separation of Duties ensures that the creator and approver are not the same person.
Employees only see their own RFQs via the "My RFQs" tabs, while authorized purchasing managers have a company-wide view via "All RFQs". This ensures a clear segregation of duties and compliance.
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- Granular authorization control via "User Privileges"
- Separation of roles: "Creator, authorized to view, authorized to assign"
- My RFQs" tab for personal view
- "All RFQs" tab for company-wide view (only authorized users)
- Separation of Duties for compliance conformity
- Configurable authorizations per user or group
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- Compliance security through segregation of duties
- Avoidance of unauthorized allocation decisions
- Audit security through traceable authorizations
- Reduction of compliance risks and possible fines
- Professional governance for purchasing
How do I digitize my RFQ process?
Today, requests for quotations are mainly made via e-mail and Excel spreadsheets. Each vendor receives individual Excel requests by email and feedback is submitted in various formats. The process is error-prone, time-consuming and almost impossible to track. A typical RFQ round takes 3-4 weeks.
How do I compare offers objectively and comprehensibly?
Today, offers are often compared subjectively and unstructured. A buyer opens several Excel spreadsheets, compares prices manually and makes decisions without structured criteria. There is no clear audit trail. Award decisions are difficult to justify later. Discounts or rebates are also taken into account on an ad-hoc basis.
from 99 € / month for the use of the quote request package
Your indirect procurement goes live in 30 days.
We tell you which building blocks you can leave out.
At the end you have a clear picture of the next steps, costs and opportunities. After that you test for free, no credit card.
"The integration into our SAP ERP® went smoothly." Andreas Wallny, Vulkan
By bundling vendors, we not only achieve an increase in efficiency, but also an improvement in quality through personal contacts. These points strengthen trust and security of supply.
Change needs strong partners: We accompany you personally.
As a consultant, I accompany companies through all departments and ensure that everyone uses simple system optimally. I get to know new people and exciting companies every day.
Keeping an eye on the big picture. Whether in the company or behind the camera.
Arne Louven
Arne Louven shows you how a simple system can work for you.