> ## Documentation Index
> Fetch the complete documentation index at: https://purchasing.docs.growcrm.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Create and Send RFQs to Suppliers in Grow CRM Purchasing

> Create and send Requests for Quotation in Grow CRM to ask suppliers what they can supply and at what cost before committing to a purchase order.

A Request for Quotation (RFQ) is a document you send to a supplier to ask what they can supply and at what price before you commit to a purchase. Unlike a Purchase Order, an RFQ contains no pricing, tax, or discounts — you're asking the supplier to fill that information in for you. Each RFQ lists what you need (a description, quantity, and unit per line), includes any special instructions, and is emailed directly to the supplier from Grow CRM as a PDF.

<Info>
  **RFQ or Purchase Order?** Use an **RFQ** when you don't yet know the price or terms and need the supplier to quote before you commit. Use a **[Purchase Order](/purchasing/purchase-orders)** once you have agreed pricing and are formally placing an order. An RFQ is the step before a Purchase Order, not a replacement for one.
</Info>

## Statuses

RFQs have a straightforward two-status lifecycle:

| Status | Meaning                                                              |
| ------ | -------------------------------------------------------------------- |
| Draft  | The RFQ is being prepared and has not yet been sent to the supplier. |
| Sent   | The RFQ has been emailed to the supplier.                            |

## Creating an RFQ

<Steps>
  <Step title="Go to RFQs">
    In the left-hand navigation, select **Purchasing → RFQs**.
  </Step>

  <Step title="Start a new RFQ">
    Select **New Request for Quotation** to open the creation form.
  </Step>

  <Step title="Choose a supplier and set the RFQ date">
    Select the **Supplier** you are approaching and set the **RFQ Date** — the date the request is being made.
  </Step>

  <Step title="Set an expiry date (optional)">
    Optionally set an **Expiry Date** — the deadline by which you need the supplier to respond. The expiry date must be on or after the RFQ date.
  </Step>

  <Step title="Save and enter the editor">
    Select **Save**. Grow CRM takes you into the RFQ document editor, where you can add the items you need quoted.
  </Step>
</Steps>

## The Document Editor

The RFQ editor is intentionally simpler than the Purchase Order editor — there are no prices, tax, or discount fields, because those are what you're asking the supplier to provide.

* **Line items** — each row represents one item you need a quote for. Fill in:
  * **Description** — what the item is.
  * **Quantity** — how many you need.
  * **Unit** — the unit of measurement (for example, "boxes", "hours", "kg", "metres"). This helps the supplier understand exactly what you're asking for.
  * Add as many rows as you need, and remove any rows that don't apply.
* **Special Instructions & Requirements** — a free-text area at the bottom of the document where you can provide anything the supplier needs to know before quoting: delivery deadlines, technical specifications, packaging requirements, or any other constraints relevant to this request.

## Sending an RFQ

When your RFQ is ready, send it to the supplier directly from Grow CRM. While the RFQ is in **Draft** status, select **Send RFQ** from the document page. This:

* Emails the RFQ to the supplier's email address on file, with a PDF of the request attached.
* Sets the RFQ's status to **Sent**.

If the supplier didn't receive the email or you need to send it again, select **Resend** from the document page to re-send the same RFQ without any changes.

## Managing an RFQ

Once an RFQ has been created, the following actions are available from the document page to help you manage it.

<AccordionGroup>
  <Accordion title="Download PDF">
    Download a PDF copy of the RFQ to your device. Use this to file it externally, attach it to a different email, or print it for your records.
  </Accordion>

  <Accordion title="Share URL">
    Open the RFQ's public URL — a shareable link that doesn't require the recipient to log in to Grow CRM. You can send this link directly to the supplier so they can view the RFQ in their browser.
  </Accordion>

  <Accordion title="Edit (Supplier and Dates)">
    Use **Edit** to change the **Supplier**, **RFQ Date**, or **Expiry Date** for this request. To update the line items or the Special Instructions text, make your changes directly in the document editor on the RFQ page.
  </Accordion>

  <Accordion title="Change Status">
    Use **Change Status** to move the RFQ between **Draft** and **Sent** manually. This is useful if, for example, you need to revert an RFQ back to Draft to make changes before resending it.
  </Accordion>

  <Accordion title="Delete">
    Deleting an RFQ permanently removes it along with all of its line items. This action cannot be undone, so confirm before proceeding.
  </Accordion>
</AccordionGroup>