Axya provides several communication channels on each RFQ so your team and suppliers stay aligned throughout the procurement process. For broader collaboration features such as adding collaborators and managing permissions, see RFQ Collaboration.
Every RFQ includes a team-only discussion space that is not visible to suppliers. Use it to coordinate with colleagues before, during, and after the quoting process.
- Available from the draft stage -- conversations carry over when the RFQ is sent to suppliers.
- Supports thread-based conversations, keeping topics organized.
- You can attach files directly to messages.
- An unread message indicator appears when new messages have been posted since your last visit.
Internal chat is a good place to discuss supplier selection, clarify requirements with your team, or note evaluation criteria before quotes come in.
The Q&A channel is a public communication space between the buyer and individual suppliers on a sent RFQ.
- Suppliers can ask questions about the request details, scope, or requirements.
- Your responses are visible to the asking supplier.
- An unread questions badge appears next to the RFQ name in your request listing so you never miss a pending question.
- When responding on behalf of a colleague, use the "Replying on behalf of" field to indicate who the answer is coming from.
- Message view tracking lets you see when a supplier has read your response.
Axya sends automated daily emails to suppliers who have pending actions on open RFQs. Each email consolidates all of a supplier's pending and in-progress requests into a single message.
Buyers can activate and adjust daily summary reminders from their Axya account:
- Log in to your buyer account.
- Go to the Requests tab.
- Click Reminder Settings.
Two reminder types are visible and enabled by default:
- First reminder -- Intent required: Sent 1 business day after the RFQ is created by default. Prompts suppliers to indicate their intent (submit or decline).
- Second reminder -- Submission required: Sent only if the supplier has already confirmed their intent. Reminds them to upload their quote before the deadline.
Tip: Keep both reminders enabled during initial use. You can adjust the timing (e.g., 2, 3, or 5 business days) based on how quickly your suppliers typically respond, the complexity of requests, or your internal processes.
You can customize reminders for individual suppliers:
- Open the supplier's profile.
- Adjust or disable reminders.
- Save and close.
This is useful when a supplier does not need reminders or prefers a different communication method.
Suppliers receive a daily email summarizing their pending RFQs, divided into two sections:
Pending Intent:
- Lists RFQs where the supplier has not yet indicated their intent.
- Shows RFQs that have reached the reminder delay configured by the buyer.
- For each RFQ, the supplier can select:
- Intent to Quote -- They plan to work on the RFQ.
- No Quote -- They decline and will no longer receive reminders for that RFQ.
- Each button leads directly to the RFQ page.
Pending Submission:
- Once intent is confirmed, the RFQ moves to this section.
- Lists RFQs where the supplier has confirmed intent but has not yet uploaded their quote and the deadline has not passed.
- The RFQ remains in this section until one of the following occurs:
- The buyer closes the RFQ.
- The supplier uploads their submission.
- The supplier selects No Quote.
- After any of these actions, the RFQ automatically disappears from the daily summary.
Axya sends targeted email notifications at key moments in the RFQ lifecycle.
Suppliers are notified when:
- A new RFQ is received
- An addendum is posted
- An RFQ is awarded or closed
Buyers are notified when:
- A supplier submits a quote
- A supplier asks a question
- A supplier signs an NDA
Buyers also have a BCC option on supplier email notifications, allowing you to keep a copy of outgoing communications in your own inbox or a shared mailbox.