What is Vendor RFQ and how does it work?
This page explains the purpose of the Vendor RFQ module and how it works for planners and vendors.
Purpose
When you have a booking that you want to assign to an external vendor (instead of your own fleet), you often need to:
- Get price quotes from one or more vendors.
- Compare who offered what (amount, truck, driver).
- Choose one vendor and assign the job with the agreed details.
The Vendor RFQ module supports this flow inside TCMS Booking: you create one Request for Quote (RFQ) per booking, send a link to vendors, they submit their quote through that link (no login), and you accept the quote you want and go straight to Quick Assign to complete the assignment.
Fixed price option: You can also create an RFQ with a fixed price (prefix price). In that case, the vendor cannot enter a price—they can only accept the fixed amount and provide truck and driver details. This is useful when you've already agreed on a rate and just need vendors to confirm they can do the job.
Who does what?
| Who | What they do |
|---|---|
| Planner / operations | Create an RFQ from a booking, set an expiry date, (optionally) set a fixed price, send the RFQ link to vendors (e.g. via WhatsApp), view all quotes, accept one quote, then complete the assignment in Quick Assign with details already filled in. |
| Vendor | Receive the link (e.g. by WhatsApp), open it in the browser, read the job details (pickup, delivery, truck needed). If no fixed price: enter quote (price, truck, driver, phone) and submit. If fixed price: accept the amount and provide truck and driver only. No account or login needed. |
How it works (step by step)
- You (planner) open RFQ Dashboard (from the sidebar: Operations → RFQ Dashboard).
- You select a booking and set an expiry date for the RFQ. Optionally, enter a fixed price (RM) if you want vendors to accept a preset amount rather than quote their own. Then click Create RFQ. The system creates the RFQ and a unique link for vendors.
- You send that link to vendors—by copying it, sharing via WhatsApp, or using “Send to selected vendors” to pick vendors and send each one a personalized WhatsApp message with the link.
- Vendors open the link, see the job details (pickup, delivery, truck requirement). If no fixed price: they fill in quoted amount, truck, tonnage, driver name, and driver phone, then submit. If fixed price: the price is shown and locked; they only fill in truck and driver and click Accept & Submit.
- You see all quotes on the RFQ Dashboard (vendor name, amount, truck, driver). You accept the quote you want.
- When asked “Assign this booking to this vendor?”, you choose Yes. You are taken to Quick Assign (Planning page) with the vendor, truck, driver, tonnage, and agreed price already filled in.
- You confirm and assign in Quick Assign. The job is then assigned to that vendor with the agreed details.
Key terms (in plain language)
- RFQ (Request for Quote) – One “request” per booking. It has an expiry date; after that, vendors can’t submit new quotes.
- Quote – One submission from one vendor for that RFQ (their price—or the fixed price—truck, driver, etc.).
- Accept quote – You choose which vendor won the RFQ. After that, the RFQ is closed and you can go to Quick Assign with that vendor’s details pre-filled.
- Vendor link – The web link you send to vendors. When they open it, they see the job and a form to submit their quote. If you used “Send to selected vendors,” the link also identifies the vendor so they see “Submitting as: [Vendor name]” and can pick from their own truck/driver list.
Where to find things in the app
- RFQ Dashboard – Sidebar → Operations → RFQ Dashboard. Here you create RFQs, see active RFQs and quotes, send links, cancel RFQs, and accept a quote.
- Vendor page – Vendors don’t use the sidebar. They open the link you sent (e.g. from WhatsApp). That link opens the page where they submit their quote.
- Quick Assign – You reach it after accepting a quote (by clicking Yes when asked to assign), or from Booking Schedule → Planning as usual.
Next steps
- Using the RFQ Dashboard – Detailed steps to create RFQs, send to vendors, and accept a quote.
- Fixed price (prefix price) RFQs – Create RFQs with a preset amount; vendors accept instead of quoting.
- Submitting a quote (for vendors) – What vendors see and how to fill and submit the form.
- Completing the assignment – What is pre-filled in Quick Assign and how to confirm and assign.