RFQ (Request for Quote)
An RFQ (request for quote) is a buyer's request for a price on a specific product, quantity and set of options. It names the specs, quantities, finish or grade options, and delivery terms. For custom and made-to-order products, the RFQ starts the quote cycle.
What an RFQ package contains
In custom-product quoting, an RFQ is the document or message a buyer sends to request a price. It names the product, the configuration the buyer wants, quantities, finish or fabric options, hardware choices, and delivery terms.
An RFQ arrives as an email, a WhatsApp message with photos, a form submission, or a spreadsheet. It carries the buyer's requirements: product name or SKU, the size and finish they want, how many units, where it ships, and when they need it. For configure-to-order products like furniture or textiles, the RFQ names the options: wood species, fabric grade, dimensions, hardware finish.
When the RFQ lands, the seller looks up pricing rules, checks inventory or lead times, applies finish upcharges and quantity breaks, and returns a quote. The quote is the priced reply to the RFQ. In Poly9 AI, an RFQ that matches your loaded pricing rules returns a certified quote; when a rule is missing, it returns price on request.
RFQ vs RFP vs RFI
RFQ (Request for Quote)
Buyer names a configured product and asks for a price. The seller applies pricing rules and returns a quote. Typical for custom products where the buyer knows what they want and needs a number.
RFP (Request for Proposal)
Buyer describes a need or problem and asks suppliers to propose a solution, with pricing, delivery plan, and credentials. Typical in services or large capital projects where the scope is negotiated.
RFI (Request for Information)
Buyer asks for product specs, capabilities, or background before deciding whether to request a quote. Earlier in the cycle than an RFQ; no pricing expected in the reply.
Why RFQs stall for configured products
In stock-product industries, an RFQ gets a fixed price from the catalog. In configure-to-order industries, every option combination needs its pricing rules applied, and the back-and-forth to clarify finish, size, and options lengthens the quote cycle.
Every combo needs re-pricing
A buyer asks for a sofa in twelve fabric grades across three sizes. Each combination needs its rules applied. Without certified pricing, the seller rebuilds each quote in a spreadsheet.
RFQs arrive fragmented
One RFQ by email, another by WhatsApp with photos, another through a web form. Each channel holds part of the spec, so the seller asks follow-up questions before the quote can go out.
Missing rules show late
Seller starts building the quote, discovers a finish or size combination they have not priced, and routes it for approval. The buyer waits, the quote cycle lengthens, and the seller loses time.
No audit trail
Six months later, the buyer references the RFQ by email subject line. The seller searches threads and spreadsheets to find which rules were applied. No single record ties the RFQ to the quote sent.
How Poly9 AI handles an RFQ
When a buyer asks for a price in your storefront or a shared collection chat, Poly9 AI identifies the product, reads the configuration and applies your pricing rules. An RFQ can also arrive on WhatsApp or by email. You forward its photos and PDF pages into your Poly9 AI chat, confirm the matching product, and the same rules price it.
When the rules cover the combination, the reply is a certified quote. When a rule is missing, the reply is price on request, and the request lands in your Projects inbox for your team. The RFQ and its quote stay in one project, with the rule behind each line.
Poly9 loads your pricing rules: cost recipes, grade matrices, quantity breaks. When the rules cover the request, the buyer gets a certified price in the same conversation, and your team spends its time on the combinations that need a person.
Terms an RFQ depends on
Certified quote
The priced reply to an RFQ, produced from your approved rules. When Poly9 AI receives an RFQ it can price, it returns a certified quote.
Quote cycle
The time from the buyer's RFQ to your sendable quote. Poly9 AI shortens the quote cycle by applying certified rules instead of rebuilding spreadsheets.
Price on request
What Poly9 AI returns when an RFQ asks for a configuration your rules do not cover. Honest signal that this combination needs a conversation.
Cost recipe
The pricing rules that compose a custom product quote. When an RFQ names a configuration, Poly9 applies your cost recipe to price it.
Sales action
One thing the AI produces for a sale. Reading an RFQ, configuring options, and returning a certified quote is counted as sales actions in Poly9.
Questions about RFQs
What is an RFQ in B2B quoting?
How is an RFQ different from a certified quote?
Why do RFQs take longer for custom products than stock products?
What does Poly9 AI do when an RFQ is missing a rule?
Can Poly9 AI handle RFQs from WhatsApp or email?
Does Poly9 keep a record of the RFQ after the quote goes out?
Turn RFQs into certified quotes
Poly9 AI prices RFQs from your rules in the buyer's chat and returns price on request when a rule is missing, never a guess. Start with 250 sales actions, valid 30 days, no card, and add your catalog or start from your industry sample.