¶ Supplier RFQ Experience
This guide covers what suppliers see and do when they receive a Request for Quotation on Axya, from the initial notification through quote submission and revision.
¶ Receiving RFQs
When a buyer sends an RFQ, you receive an email notification that includes:
- The RFQ name and description
- Buyer information
- A direct link to the RFQ in the Axya portal
¶ Understanding the RFQ Email
The email title contains two key elements:
- A unique identifier (on the left) generated by Axya
- The RFQ name (on the right) defined by the buyer
This unique identifier is essential for:
- Searching for the RFQ easily in your emails
- Correctly referencing the request in your communications
The email also includes:
- Deadline -- The submission deadline. After this date, submissions may be refused.
- ZIP file (technical drawings) -- Contains all technical documents. May be absent if no documents were provided.
- Submission spreadsheet (often Excel) -- Contains the items to quote. Gray sections are non-editable (client information); editable sections are where you enter your prices and data.
The email may also contain the buyer's signature, specific instructions, and additional information at the bottom of the message.
If the buyer has enabled an NDA requirement, you must sign the agreement before you can access the full RFQ details. For more on this process, see NDA Management.
¶ Viewing RFQs
Your RFQ listing displays all available requests. Each entry shows:
- Name and description preview
- Quantity and parts preview
- Tag and deadline with a countdown timer
Visual indicators help you prioritize:
- Lock icon: Indicates an NDA is required. A gray lock means the NDA is pending your signature; a green lock means it has been approved.
- "Axya Recommendation" chip: Appears on RFQs that Axya's AI has matched to your capabilities.
- "Private RFQ" chip: Marks requests that are restricted to specifically invited suppliers.
- Deadline warnings: Visual alerts appear as the submission deadline approaches.
¶ Responding to an RFQ
Before submitting a full quote, you indicate your intent using two buttons:
- Intent to Bid: Click to confirm you plan to submit a quote. This informs the buyer that you are working on a submission and reduces unnecessary follow-ups.
- No Quote: Click to decline the opportunity. This informs the buyer that you will not submit, preventing automatic follow-ups.
¶ Submission Methods
Axya offers three ways to submit your quote:
- Portal upload: Click "Open the request" and submit directly through the Axya platform by filling out the quote form, uploading your files (submission PDF, completed spreadsheet), adding comments or questions, and saving your submission.
2. Email with unique identifier: Click "Reply" on the notification email. Do not modify the unique identifier in the subject line. Attach your completed spreadsheet and optionally a submission PDF. The response is automatically associated in Axya.
3. Generic email: Send your submission to engineering@axya.co. Include the RFQ number in the email. This method is ideal for integration with an ERP system.
¶ Asking Questions
You have two equivalent options for communicating with the buyer:
- Reply to the email
- Use the messaging module in the Axya portal
Messages are synchronized in both cases.
Best practices:
- Always use the unique identifier to reference a request.
- Download and verify all documents before quoting.
- Respect the submission deadline.
- Choose the submission method best suited to your process.
¶ Submitting a Quote
The quote form depends on the request type:
- Simple RFQ: Enter your total cost (with currency), lead time (with unit -- days, weeks, or months), any additional details, and file attachments.
- BOM RFQ: Provide per-line-item pricing against the buyer's parts list. Each row in the BOM requires individual pricing.
A rich text field is available for additional notes, clarifications, or conditions you want to communicate to the buyer.
You can update or revise your quote at any time before the deadline.
¶ After Submission
Once you submit your quote:
- A confirmation message is displayed on screen.
- Your quote status is tracked and visible in your listing: "In progress", "Interested to quote", or "No quote".
- Daily summary emails remind you of any pending actions on open RFQs.
- The Q&A channel remains available if you need to ask the buyer a question.
¶ Quote Revision
You can update your submission at any time before the RFQ closes.
- Each update creates a new version, which is tracked in the version history.
- The buyer can view all submitted versions of your quote.
- You can only see your own versions -- other suppliers' quotes are not visible to you.
Revised quotes replace your previous submission as the active version for comparison purposes. For details on how buyers evaluate quotes, see Quotes and Comparison.
¶ Video Walkthrough
¶ How to Respond to RFQs
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