Adding Details or Files to an Existing RFQ

What This Is

You've already started an RFQ — and then more information arrives. Your customer sends a follow-up with extra parts, an updated spec sheet, or a corrected deadline, and you want it on the existing request rather than starting over.

How you add it depends on where the RFQ is in its life:

The short version. If the RFQ is still a draft, email is the fastest way — reply with the details or forward your customer's email and Buyer24 folds it in. Once an RFQ is live with suppliers, email can no longer change it silently (that would leave suppliers quoting against different versions); you add information through the supplier message thread in the app instead.

Add to a Draft by Email

When you start an RFQ by email, Buyer24 sends you a "your RFQ is ready" confirmation. That email isn't just a notification — it's a live channel back into your draft. To extend or correct the draft, you don't need to open the app at all.

You have two equivalent ways in, and they go to the same place:

• Reply to the confirmation email (or any later confirmation in the same thread) with your changes in plain English. Your email client fills in the right address automatically.
• Forward another email into that thread — for example, the follow-up your customer just sent you, attachments and all. The confirmation prints the exact address to use; on a phone it's a tappable link.

The address it uses

The confirmation email contains a special, single-purpose address that looks like this:

reply+<your-token>@buyer24.ai

The <your-token> part is a unique code tied to your RFQ and your email address. You don't need to copy it or memorize it — replying fills it in for you, and the confirmation prints it as a tappable link if you'd rather forward. It's shown here only so you recognize it: an email from Buyer24 with a reply+…@buyer24.ai address is your RFQ's update channel, not spam.

Because that address is tied to your email address, only messages from you can change the draft. If the confirmation gets forwarded to a colleague and they reply, their message is ignored — your draft can't be altered by someone else.

What you can add or change

Your additions stack — nothing is replaced. Buyer24 never reads "add this" as "replace everything with this." Items, requirements, and attachments from earlier emails survive every update — even when the new content is on a completely different topic than the original request, everything you send goes into the draft.

Step by step

1. Open the "your RFQ is ready" email, or any later confirmation in the same thread.
2. Hit Reply and write your update in plain English — or Forward another email into that thread.
3. Buyer24 verifies the message really came from you, then updates the draft.
4. You get a confirmation email describing what changed, with a link to the updated draft. That confirmation is itself reply-able, so you can keep refining in the same thread.

If your organization has written redaction rules, any new attachments go through the same compliance scrubbing as the original ones before they can reach suppliers — see Forwarding Emails to RFQs.

Where your additions land

Everything you fold in goes into the draft itself — the same draft the confirmation email links to. To see it:

• Open the draft using the link in the confirmation email (or your usual sign-in). New items appear in the items table; new attachments appear under the RFQ's documents, each in its supplier-ready form.
• The confirmation email you receive after each update summarizes what changed, so you can tell at a glance whether your latest reply landed.

If you sent several updates and want to confirm they all merged, open the draft and check the items table and attachments — that's the single source of truth before anything goes to suppliers. (Replies that don't change anything — a question, an "ok, received" — may not generate a confirmation email, because there was nothing to confirm.)

The RFQ Is Already Sent to Suppliers

Once an RFQ is active — already sent out and being quoted by suppliers — email replies can no longer change it. If you reply to the old thread anyway, Buyer24 sends you a polite note explaining why and a link to the RFQ. This is deliberate: quietly editing a request that suppliers are already quoting against would leave everyone working off different versions.

To get new information to suppliers on a live RFQ, send it as a message in the supplier thread inside the app:

1. Open the active RFQ in Buyer24.
2. Click the supplier you want to update (each supplier has their own private thread).
3. Type your message — the new detail, a corrected spec, or a follow-up question.
4. To include a file, first add it to the RFQ's attachments, then attach it to the message with the paperclip icon.
5. Click Send.

The supplier receives your message (and any attached files) by email, and it's recorded in the thread. Repeat for each supplier who needs the update. For the full walkthrough — message status, attachments, the AI composer — see Communicating with Suppliers.

Want a fresh, separate request instead? If the changes are large enough that the original RFQ no longer fits, it's often cleaner to start a new RFQ for the additional items rather than patching a live one — see Sending Your First RFQ.

What to Expect

• Email updates apply to drafts only. Active (already-sent) RFQs are updated in the app, as above — email replies to a live RFQ get a polite note instead of a silent change.
• Only your address works. Email updates are cryptographically tied to the address the confirmation was sent to; a message from anyone else is ignored.
• Duplicates are handled. If your mail client sends the same message twice, the draft is only updated once.
• Nothing goes out without your say-so. Folding in details and attachments never sends the RFQ on its own — suppliers see nothing until you give an explicit go-ahead (a clear "send it" reply, or Send in the app).

Tips & FAQ

Does email updating work for RFQs I created in the app?

No — reply-based updates work for RFQs that started by email. Drafts you create in the app are edited in the app, where you have the full editor anyway.

I forwarded my customer's follow-up — did it actually merge?

Open the draft using the link in the confirmation email and check the items table and attachments. Everything that folded in is visible there before anything reaches suppliers, and each update generates a confirmation email summarizing the change.

Can I send several updates?

Yes. Each reply or forward is processed in turn, and each addition stacks on top of the previous state of the draft.

I forwarded my customer's email — will their details leak to suppliers?

If your organization has a redaction policy, it applies to the new content and attachments just like the original email. Review the draft before approving the send.

How fast does the update land?

Updates are processed shortly after the email arrives — typically within minutes. The confirmation email tells you when it's done.

Can I just say "send it" by email?

Yes, while the RFQ is still a draft. Because your reply is verified as coming from you, a clear go-ahead in the thread authorizes dispatching the RFQ to the matched suppliers — no separate approval click required.

The RFQ already went out and I need to add something — what do I do?

Add it in the supplier message thread inside the app — see the The RFQ Is Already Sent to Suppliers section above, and Communicating with Suppliers.

What if I'd rather use the app the whole time?

Any time. The confirmation email's sign-in link takes you straight to the draft, where the full editor is available — email updates are a convenience, not a requirement.