What is RFQ & Quotation Management?

In General Terms:

An RFQ (Request for Quotation) is a formal request submitted by a customer asking for pricing on specific products or services, while a Quotation is the business's detailed response outlining proposed pricing, terms, and details. Together, they form a standard procurement process that enables transparent price discovery and informed purchasing decisions.

In the OBS (OnBoardSoft) Portal:

The RFQ & Quotation module is an integrated system that streamlines the entire quote-to-order workflow. It connects clients seeking services with partners or admins who can create tailored proposals, all within a digital environment that eliminates manual paperwork and accelerates deal closure.

The Complete Workflow:

Step 1: RFQ Submission (Client)

• Clients submit RFQs through their dashboard or affiliate landing pages
• Select required products/services from the catalog
• Provide project details and specifications
• System automatically notifies the relevant partner or admin

Step 2: Quotation Creation (Partner/Admin)

• Review the RFQ and client requirements
• Build customized quotations using line items from the product catalog
• Add specific pricing, terms, discounts, and descriptions
• Send professional, branded quotations to clients with one click

Step 3: Client Review & Decision

• Clients receive instant notification with quotation details
• Review pricing, terms, and service specifications
• Options available: Accept or Reject
• Built-in communication for negotiations and adjustments

Step 4: Finalization

• Accepted quotations automatically convert to sale orders
• Clients proceed to e-sign required agreements
• Multiple payment methods available for immediate processing
• Commissions automatically calculated and assigned to partners

Key Features:

• Real-time tracking of RFQ and quotation status throughout the process
• Version control for quotation revisions and modification history
• Automated notifications keep all parties informed at every stage
• Dynamic pricing with commission structures built into the catalog
• Professional templates ensure consistent, branded communication
• Complete audit trail of all requests, quotes, and decisions

Why Use This System?

The integrated RFQ & Quotation module transforms your sales process from days of email exchanges into minutes of streamlined action. Clients get instant access to request pricing without phone calls, partners can respond with professional proposals quickly, and negotiations happen transparently within the portal. Your business gains complete visibility from initial inquiry through final payment—reducing response times, improving close rates, and ensuring every opportunity is tracked and managed efficiently. It's like having a 24/7 sales automation system that never misses a lead.