The Problem with Starting from Scratch
Every procurement professional knows the drill: you need to send out an RFQ for new materials, but first you have to draft the email. Again. You open your last RFQ, copy-paste, modify the details, hope you didn't forget any important sections, and send.
It works, but it's inefficient. And inconsistency creeps in. One RFQ includes delivery requirements, another forgets them. One asks for pricing in a structured format, another leaves it open-ended. The result? Incomplete quotes, back-and-forth clarifications, and wasted time.
There's a better way.
Introducing RFQ Templates
Buyer24 now lets you create and manage reusable RFQ templates that your entire team can use. Define your standard request formats once, and apply them instantly whenever you create a new procurement request.
Your Templates, Your Standards
Every organization has unique procurement needs. A manufacturer requesting raw materials has different requirements than a company sourcing IT equipment. With RFQ Templates, you can create templates tailored to your specific procurement categories:
- Standard RFQ: For general material and product requests
- Equipment Purchase: Detailed specifications for industrial equipment
- Service Requests: Maintenance, consulting, and professional services
- Custom Formats: Whatever your organization needs
Each template includes:
- Subject line format: Consistent, recognizable subjects your suppliers expect
- Body structure: Pre-defined sections for specifications, quantities, delivery requirements
- Professional formatting: Tables, bullet points, and clear organization
Built-in AI Assistant
Creating great RFQ templates takes time and expertise. That's why we've included an AI Assistant directly in the template editor.
The AI Assistant can help you:
- Improve clarity: Make your requirements crystal clear to avoid confusion
- Adjust tone: Make templates more formal for enterprise suppliers or friendlier for long-term partners
- Add important details: Ensure you're not forgetting delivery timelines, quality requirements, or payment terms
- Simplify: Remove unnecessary complexity that might slow down responses
- Review: Check for issues before you save
Just describe what you need, and the AI refines your template in seconds. It's like having a procurement writing expert on your team.
Pre-built Templates to Get You Started
Don't want to start from scratch? We've included pre-built templates based on procurement best practices:
- Request for Quotation — Standard material and product RFQs
- Equipment Purchase — Industrial equipment and machinery
- Service/Maintenance — Service contracts and maintenance requests
- Custom Request — Blank slate for unique needs
These templates are available to all organizations. Simply copy one to your templates and customize it to match your company's standards and requirements.
Why Templates Matter for Your Team
Consistency Across Your Organization
When everyone uses the same templates, your organization presents a unified, professional image to suppliers. No more wondering what format to use or which details to include.
Faster RFQ Creation
What used to take 15-20 minutes now takes seconds. Select a template, fill in the specific details, and send. Your team can focus on strategic work instead of drafting emails.
Complete Requests, Better Quotes
Templates ensure you never forget to ask for important information. Include MOQ requirements, delivery timeframes, payment terms, and quality certifications every time. Suppliers respond with complete quotes, reducing back-and-forth.
Easy Onboarding
New team members don't need to learn your RFQ format from scratch. The templates embody your organization's best practices, helping new hires work effectively from day one.
Getting Started with Templates
Templates are available now for all Buyer24 users with organization admin or procurement manager roles.
To create your first template:
- Navigate to Templates in your sidebar
- Click Create Template
- Define your subject line and body content
- Choose an icon and color for easy identification
- Save and start using it immediately
To use a pre-built template:
- Go to the Pre-built Templates section
- Click the copy icon on any template
- Customize it to match your organization's needs
- The template is now in your collection, ready to use
To apply a template when creating an RFQ:
- Start a new request
- Select from your available templates
- The subject and body are pre-filled instantly
- Modify the specific details and send
Professional Communication, Every Time
RFQ Templates ensure that every request your organization sends reflects your professional standards. No more inconsistent formats, forgotten requirements, or wasted time on repetitive drafting.
Combined with automatic email translation, your templates work globally—reaching suppliers worldwide in their native language while maintaining your carefully crafted structure.
Start building your template library today. Your future self (and your suppliers) will thank you.