Request for Quote Management Software

Streamline supplier bidding, compare and convert quotes to customer proposals

Sourcing external vendors shouldn’t be slow or error-prone. PrintPLANR’s RFQ module centralizes the entire bidding lifecycle, from creating repeatable item specifications to collecting competitive supplier bids and issuing customer quotes so you get the best price, lead time and terms without the back-and-forth.

Simplify RFQ Process Today

More than 90% of print brokers using PrintPLANR’s procurement tools report shorter sourcing cycles and improved supplier responsiveness thanks to templated RFQs, automated invites and a single view of all incoming offers.

Core Capabilities of PrintPLANR RFQ Suite

Rapid Specification & Product Templates

Save time by turning frequently ordered configurations into reusable product records. Create standardized item specs that automatically populate new RFQs so your sourcing team doesn’t retype the same details for repeat jobs.

Build product templates with dimensions, materials, finishes and handling notes
Pull templates into RFQs with one click to eliminate transcription errors
Maintain a phrasebook of common descriptions for instant reuse

Smart RFQ Templates & Supplier Categorization

Organize suppliers by their services, capabilities and specializations so you can target the right vendors every time. Create category-driven RFQ templates and quickly select vendors that match the job profile.

Tag suppliers by service type and capability
Search categories to shortlist vendors instantly
Apply the right RFQ template based on job complexity

Digital Bidding Portal (E-Bidding)

Invite suppliers to bid via an emailed link where they can view order details, submit prices, and update delivery or shipping charges. The portal includes a built-in messaging channel so clarifications happen in-context, keeping all communications tied to the RFQ.

Suppliers submit their offers through a secure web form
Vendors can propose delivery dates and separate freight charges
Two-way messaging for quick clarifications without email chains

Consolidated Bid Comparison Screen

All returned bids appear in a single, stacked view so you can compare price, delivery, lead time and terms at a glance. Use automated recommendation rules to highlight the best supplier based on criteria you prioritize.

See all supplier responses side-by-side on one screen
Filter and sort by price, lead time, or supplier score
Auto-suggested supplier choice based on lowest price, fastest lead time, or custom rules

Markups, Margins & Additional Charges

Apply your brokerage or handling fees on top of supplier bids with flexible calculation methods. Choose percentage margins, fixed markups or layered internal charges (design, finishing, rush handling) so customer quotes reflect your true cost structure.

Add margin% or fixed markup to supplier price
Include internal service charges and one-time fees
Preview final landed cost before creating customer quote

Customer Quote Generation & Approval

Turn the selected supplier offer into a professional customer proposal with one action. The system builds the customer quote by combining supplier price + your charges, then sends it for digital approval and records the customer’s response.

Auto-generate a customer quote from chosen supplier bid
Send quotes via email with simple e-approval links
Record approvals and retain an audit trail for each quote

All-in-One Tools That Simplify RFQ Complexity

Supplier Categorization & Easy Search

Organize suppliers efficiently by service categories and instantly locate the most suitable vendor for each RFQ. This structured approach saves valuable time, reduces manual searching, and ensures you always work with pre-qualified, relevant suppliers.

Phrasebook for Faster Input

Create and store frequently used descriptions, terms, and product details in a phrasebook for quick access. Instead of retyping the same information repeatedly, you can pull them into RFQs instantly, saving effort while keeping your communication consistent and professional.

Auto-Generated RFQ PDFs

Generate professional, standardized RFQ documents automatically without any formatting hassle. Each supplier receives a unique, branded PDF version along with a secure email link, ensuring clarity, accuracy and a streamlined process for submitting bids.

Built-In Messaging for Collaboration

Enable real-time communication with suppliers through a built-in messaging feature included in every RFQ link. This allows suppliers to clarify order details, confirm timelines, or raise queries instantly, reducing back-and-forth emails and avoiding delays.

Customizable Approval Workflows

Set up flexible internal approval stages before finalizing RFQs or sending customer quotes. Whether it is a manager’s review or a multi-step approval chain, PrintPLANR adapts to your business rules, keeping processes consistent while staying adaptable.

Seamless Integration with Modules

Connect the RFQ module with purchasing, CRM, and invoicing systems for a seamless flow of information. This eliminates data silos, keeps records updated across departments, and enables a true end-to-end automation experience.

Start Smarter Supplier Sourcing

Fast, clear, and reliable—procurement reimagined. Experience smoother operations with PrintPLANR’s powerful purchase order management system.

Talk to an RFQ Automation Expert

Why Choose PrintPLANR RFQ Management Software

Intuitive RFQ Builder

Create requests in minutes with reusable templates and phrase libraries. Reduce repetitive manual entry and eliminate costly specification errors.

Supplier Portal for E-Bidding

Vendors receive secure links to submit bids, update timelines and add shipping details. Built-in messaging keeps communication clear and organized.

One-Screen Bid Comparison

All supplier quotes appear side-by-side in one dashboard. Evaluate price, lead time and delivery terms faster with simplified decision-making.

Flexible Pricing & Markups

Apply margins, markups or internal service charges with ease. Ensure customer quotes reflect true costs while safeguarding profitability.

Seamless Quote Conversion

Turn the selected supplier offer into a customer-ready proposal instantly. Send quotes digitally, capture approvals, and move jobs forward smoothly.

Complete Logs & Notifications

Track every RFQ activity with audit-ready records. Get instant alerts on supplier bids, messages, and customer approvals to stay in control.

Operational Efficiency with PrintPLANR’s RFQ Solution

85%

faster RFQ creation using templates

70%

faster turnaround from bid to quotes

99.9%

system uptime ensuring uninterrupted operations

100%

scalable from small to high-volume jobs

Frequently Asked Questions

Yes — create product templates and a phrase library so common specifications are auto-filled whenever you generate a new RFQ.

Suppliers receive a secure link where they can enter pricing, propose lead times, add separate shipping costs, and message your team directly on the RFQ.

Absolutely. Configure auto-suggestion rules (e.g., lowest price, fastest delivery, or highest-rated vendor) and let the system surface as the top candidate for your review.

You can apply percentage margins, fixed markups, or add internal charges per job. The platform will calculate the final customer price accordingly.

Yes — once you select a supplier offer, PrintPLANR generates a customer quote (supplier cost + your charges) and sends it for digital approval.

You can opt into alerts for supplier submissions, messages, quote approvals, and other key events so you don’t miss any updates.

What Our Clients Say

Client Success with PrintPLANR CRM Integration

I would Like to thank Vikash and the team at PrintPlanr for their help in installing this system into our Business. We have had a moderate increase in sales due to the fact we have been able to focus on our core business, which is printing and not be consumed by everyday admin. This software does the heavy lifting. The transition was smooth as silk and a pleasant experience.
Well done, PrintPlanr team!

Gavin Allen

Crystal Print Media, Australia

We have been proud to work in partnership with PrintPLANR and are delighted with their innovative approach and use of technology to meet our ever-changing needs. Their willingness to adapt to our requirements and respond to change requests or issues is second to none. PrintPLANR has assisted our business from end to end, it has given us the ability to, not only, create and track jobs, quotes and deliveries, but also monitor and reduce outgoing costs, increase our margins and have our in-house inventory proactively updated.
The communication, service and capability we have received from PrintPLANR thus far has been tremendous, we look forward to working closer together in the future.”

Daniel Cicivelli

The Print Department, Australia

We are a print broker in the UK and have always been focussed on systems and best practice so that we can offer our client’s a great service. Printplanr is the most streamlined and “broker” focussed MIS we have used. The system has enabled us to offer our clients a more comprehensive service including online stock management whilst enabling us to save time on order processing. Vic and his team are very responsive, there is quite a time difference between the UK and India but their flexibility has ensured that this is not an issue. We are looking forward to working together over the coming years and continue improving what is already a very user-friendly system.

Andrew Perry

Director, Amber Printwork Limited, UK

Request Quotes With Precision

Collect supplier quotes in one place.

Want to cut paperwork and speed up vendor communication? Let PrintPLANR make procurement effortless.

Upgrade Supplier Bidding Workflow