RFQs and Suppliers
Ten Suppliers, Ten RFQs, One Click
Tick the BQ rows, and the AI drafts a Word letter and a locked Excel price schedule for each supplier.
Supply of Grade 40 Ready-Mixed Concrete for Residential Tower ADraft
Scope of Supply: 6 items ticked from Bill No. 2Quantities from the bill
Commercial TermsPrices in Ringgit Malaysia (RM), excluding SST. Rates to include supply and delivery to site, unloading, and all wastage. Quotation valid for at least 60 days.
RFQ-0042 Supplier A.docx + RFQ-0042 Supplier A.xlsxcheck_circle
RFQ-0042 Supplier B.docx + RFQ-0042 Supplier B.xlsxcheck_circle
RFQ-0042 Supplier C.docx + RFQ-0042 Supplier C.xlsxcheck_circle
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Checked before writing: no internal rates, amounts, markups, confidence or remarks in any file.
Bill No. 2: FrameSearch Item, Ref, Description, Remark
| Item | Description | Unit | Qty | Rate | Amount | Conf. |
|---|---|---|---|---|---|---|
| 2/12 A | Grade 40 concrete in columns | m3 | 1,846.00 | 468.67 | 865,164.82 | 88 |
| 2/14 C | High yield bar reinforcement | t | 312.40 | 3,691.44 | 1,153,205.86 | 60 |
| 2/16 B | Aluminium formwork to walls | m2 | 14,620.00 | 38.88 | 568,425.60 | 90 |
| 2/15 E | BRC A10 fabric, 15% laps | m2 | 2,150.00 | 25.68 | 55,212.00 | 70 |
| 3/02 A | Half brick wall 110 mm, clay | m2 | 3,480.00 | 73.44 | 255,571.20 | 70 |
| 2/22 D | PVC waterstop to joints | m | 640.00 | 34.56 | 22,118.40 | 45 |
Create RFQ screen: rebuilt from the live product on a sample bid. Figures are examples; the arithmetic is exact.
From BQ Rows to Supplier Files
Tick Rows
Up to 400 BQ items in one RFQ.
AI Drafts
Scope, up to 14 requirements, delivery, terms, questions, and up to 6 suggested suppliers from your own list.
You Edit
Change any field, or ask the AI to rewrite it.
Files Written
One .docx letter and one .xlsx schedule per supplier, up to 10 suppliers.
Quotes Return
/update-pricing-database records what you approve.
What Every Supplier Receives
RFQ Letter, Word
- Your letterhead and an Issued To and reference panel
- Closing date and submission instructions
- Scope of Supply table with quantities from the bill
- Commercial terms and conditions
- Signature block and Supplier Acknowledgement slip
- Page x of y on every page
Price Schedule, Excel
- Sheet protected: only the shaded price cells can be edited
- Amount and Total calculated by formula
- Supplier's Commercial Details box
- A4 landscape print set-up
- Saved to the project RFQs folder in your Knowledge Base
- Status tracked: Draft, Sent, Quoted, Closed
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Your numbers stay yours. Rates, amounts, totals, markups, confidence and internal remarks are never included. The draft is checked for money figures before any file is written.
Default Commercial Terms, Ready to Edit
Currency and Tax
Prices in Ringgit Malaysia (RM), excluding SST.
Delivery
Rates to include supply and delivery to site, unloading, and all wastage.
Validity
Quotation valid for at least 60 days.
RFQ Questions
How do I create an RFQ?
Tick the BQ rows you need priced and press Create RFQ. The AI drafts the letter: title, trade, scope, requirements, delivery, terms and questions for the supplier. You edit any field, or ask the AI to change it, name the suppliers, and the system writes the files.
What files does each supplier get?
A Word letter with your letterhead, reference panel, closing date, scope of supply table, commercial terms, submission instructions, conditions, signature block and a supplier acknowledgement slip. And an Excel price schedule where only the shaded cells can be edited, with amount and total as formulas and A4 landscape printing set up.
Can my rates leak into an RFQ?
No. Your rates, amounts, totals, markups, confidence scores and internal remarks are never sent. The AI draft is checked for money figures, and quantities are printed from the bill, never from the AI.
Does AiTenderBid email the suppliers?
No. It never emails suppliers on its own. You send the files. When quotations come back, /update-pricing-database reads them, shows every price for you to confirm, and records only what you approve.
Price Your Next Tender with an AI Bid Team
Start a free trial and run one live tender through it, or book a demo and we will walk through one of yours.