Still running tenders through your inbox? You are leaving money in it.
Attachments in three formats, a bidder who never got the follow-up, and a comparison spreadsheet rebuilt from scratch the night before the decision. VEXORS replaces all of it: one structured request, comparable bids, AI scoring with written reasons, and an award you can defend. Below is the same tender run both ways. The difference is not subtle.
No card to start. Your first request goes out in minutes.
- Free to start, no card
- Your data stays yours
- Suppliers respond free
What is a structured RFQ?
A structured RFQ is a request for quotation built as one document every supplier answers on: named line items with quantities and units, the questions you need answered, and the documents you attach, instead of a description typed into an email. A supplier prices it in a browser or on a phone, and the reply lands back on your lines, in your order, so every quote is comparable the moment it arrives. Clarifications and revisions reach every supplier from the same request, and the comparison, the scoring and the record stay with the tender instead of scattered across an inbox.
The same request, run two different ways
By email and spreadsheets
Each supplier replies in their own format, to their own thread. You rebuild a comparison sheet by hand, chase clarifications one at a time, and hope the last revision reached everyone before they priced.
As a structured RFQ on VEXORS
Every supplier answers the same request. Quotes land on your lines already comparable, a clarification is answered once for everyone, and the scoring, the revisions and the award stay on the record.
One request, not four inboxes
Every supplier answers the same structure: the same line items, the same questions, the same documents. Nobody works from a version you sent an hour before someone else, and nobody has to guess what a later email changed.
Quotes you do not retype
A quote that arrives on your lines does not need re-keying into a comparison sheet. It is already in the shape you compare it in, the moment the supplier submits it.
A decision you can defend
The criteria, the scores, the reasons and who approved the award stay with the tender. When finance asks why a supplier was chosen, the answer is already written down.
One tender, run twice
Below is a single tender walked through step by step, once the way it runs by email and once the way it runs on VEXORS. The day markers show the order of events, not a promised schedule. Your own timeline depends on your suppliers and what you're buying.
- Day 1
Drafting the request
By email and spreadsheets
You search old folders and email threads for last quarter's RFQ, then edit it for the new item.
On VEXORS
You describe what you need in plain words. The AI drafter turns it into a full structured request in seconds: line items, evaluation criteria, and the documents suppliers must submit. You review and adjust instead of writing from scratch.
- Day 2
Inviting suppliers
By email and spreadsheets
You email each supplier separately. Two get different attachment formats, and one is left off the reply chain by mistake.
On VEXORS
You publish once. Your own suppliers are invited, VEXORS suggests matched suppliers from the network that you have never worked with, and an open request is listed on the tender directory. Your reach is no longer capped by your address book.
- Day 4
A question comes in
By email and spreadsheets
A supplier emails a clarification straight to you. You answer by email, and only that supplier sees the answer.
On VEXORS
A supplier asks through the request. You answer once, every bidder sees it, and nobody prices against outdated information.
- Day 5
The same question, again
By email and spreadsheets
A second supplier asks the identical question two days later, because they never saw the first answer. You retype it.
On VEXORS
Nothing to do here. The answer from Day 4 is already visible to every bidder.
- Day 8
Bids arrive
By email and spreadsheets
Bids come back as a PDF, an email body, and a spreadsheet with its own column order. You retype each one into a comparison sheet.
On VEXORS
Bids line up against your line items, side by side. Each one comes from a verified company whose profile and track record from past awards sit one click away, so you see who is bidding, not just what they priced.
- Day 10
Comparing what came back
By email and spreadsheets
You compare by hand, weighing price against notes buried in three email threads. A transcription slip changes one ranking, and nobody catches it.
On VEXORS
AI scoring ranks every bid against your stated criteria, writes out the reasoning behind each score, and flags a recommendation. Bid insights surface the gaps and outliers you would otherwise dig for by hand.
- Day 12
Deciding and recording it
By email and spreadsheets
You tell the winning supplier by email and never formally notify the others. When finance later asks why that supplier was chosen, you rebuild the answer from memory.
On VEXORS
You review the reasoning and award. The decision is always yours. The criteria, bids, and rationale stay on the record for finance, and after completion both sides rate each other, which builds the trust score your next tender benefits from.
What changes once the request is structured
One structured request, with lines and questions
Instead of describing what you need in an email, you build the request once: line items with quantities and units, the questions every supplier must answer such as warranty period or site-visit confirmation, and the drawings or specification attached as reference documents. A construction package can carry its BoQ sections exactly as split for tender. A general purchase carries a shorter list of items and a questionnaire. Either way, every supplier opens the same structure and answers against it, so nothing depends on which version of an email thread they last read.
- Line items with quantities and units, built once
- Required questions suppliers must answer before they can submit
- Drawings and specifications attached as reference documents
- Construction packages carry BoQ sections split exactly as tendered
Quotes arrive already lined up on those lines
A supplier registers free from the invitation and prices the request in a browser or on a phone. Because they are pricing your structure, not writing a reply from scratch, their quote comes back on your items, in your order, with your units. There is no PDF to open, no spreadsheet with its own column order to reconcile, and no rate to copy across by hand. The moment a bid is submitted it sits next to the others, ready to compare.
- Suppliers register free and price in a browser or on a phone
- Every rate lands on your item, in your order
- No format to reconcile: PDF, email body or someone else's spreadsheet
- A quote is comparable the moment it is submitted
One answer, everyone sees it
A supplier asks a clarification inside the request instead of emailing you directly. You answer once, and the answer is published to every supplier at the same time, without the asker's name attached. If you need to change the request itself, a revision or addendum reaches every supplier at once, and a quote already priced on the earlier version is flagged so it does not slip through unnoticed. Nobody retypes the same answer for a second supplier who asked two days later.
- A clarification is answered once, visible to every supplier
- The asker's name is not shown to other suppliers
- A revision or addendum reaches every supplier at once
- A quote priced on an old revision is flagged
Comparison and evaluation ready at the deadline
When the deadline closes, the quotes are already levelled and comparable on your lines. Each one is scored against your commercial and technical criteria at the weights you set, with the reason written beside every score, and AI recommends a bid. The award stays your decision, recorded with the named approvals behind it. Nothing is levelled or scored by hand the night before, and nobody rebuilds the comparison from memory when a colleague asks how a supplier was chosen.
- Quotes levelled and compared on the same scope automatically
- Every bid scored against your weighted commercial and technical criteria
- A written reason beside every score, and an AI recommendation
- The award decision and its named approvals stay yours
The record stays with the tender
Every revision, every question and answer, every score and every named approval stays attached to the tender, not scattered across an inbox and a spreadsheet that gets overwritten for the next one. When finance or an auditor asks why a supplier was chosen months later, the reasoning is already written down against the request it belongs to. VEXORS works alongside your ERP: once the award is made, the purchase order and the payment stay exactly where they already run today.
- Revisions, questions and answers kept against the tender that raised them
- Every score and its reason kept with the award
- Named approvals on the record, not rebuilt from memory later
- Purchase orders and payments stay in your ERP after the award
What is your current process actually costing you?
Put in your own numbers: requests per month, hours spent collecting and comparing quotes, and your team's hourly rate. The result uses only what you enter. Nothing here is a benchmark or an average.
Your numbers
RFQs, quote rounds, or tenders your team runs in a typical month.
Writing the enquiry, sending it out, chasing stragglers, answering the same question five times.
Re-keying mismatched quotes into a spreadsheet, normalizing units, getting the comparison signed off.
Fully loaded, in your currency. All results use this same currency.
Your estimate, not ours. Structured requests mean bids arrive comparable, so the chasing and re-keying largely disappear. Set it where you believe it.
What it costs you today
- Hours spent per month
- 80 h
- Cost per month, your currency
- 8,000
- Cost per year, your currency
- 96,000
If structure removes 50% of that work
Every figure on this page comes from the sliders above, including the reduction estimate. Nothing here is a benchmark or a promise; it is your own arithmetic, shown honestly.
How this is calculated
Monthly hours = requests per month x (collection hours + comparison hours). Costs multiply those hours by your hourly rate. The savings figures apply your own reduction estimate to those totals. Nothing you enter is submitted or stored; the calculation runs entirely in your browser.
The same request, two ways
Drafting the request
- By email and spreadsheets
- Rebuilt from an old thread, or written from a blank page
- VEXORS
- A structured request built in seconds from a plain description, or from your BoQ
Reaching suppliers
- By email and spreadsheets
- Capped at who is already in your address book
- VEXORS
- Your own suppliers, matched suppliers from the network, or the open tender directory
Answering a clarification
- By email and spreadsheets
- Answered once, to the one supplier who emailed you
- VEXORS
- Answered once, published to every supplier at the same time
Issuing a revision
- By email and spreadsheets
- A new attachment sent around, hoping everyone opens it
- VEXORS
- Republished to every supplier at once; an old-version quote is flagged
Getting quotes into one shape
- By email and spreadsheets
- A PDF, an email body and a spreadsheet with its own column order
- VEXORS
- Every quote arrives in the structure of your request
Checking a rate
- By email and spreadsheets
- Caught only if someone happens to notice it
- VEXORS
- Checked against the median of the other bids, flagged with its ratio
Reviewing terms and exceptions
- By email and spreadsheets
- Buried in a cover letter or a side email
- VEXORS
- Listed for every supplier, and costed where they carry money
Scoring and comparing
- By email and spreadsheets
- A comparison sheet rebuilt the night before the decision
- VEXORS
- Every bid scored against your criteria, with the reason beside each score
Recording who approved what
- By email and spreadsheets
- Rebuilt from memory when finance asks
- VEXORS
- Named approvals kept with the tender
Where the supplier works from
- By email and spreadsheets
- Their own inbox, replying in whatever format they use
- VEXORS
- A browser or a phone, free to register and respond
Switching costs you nothing. Staying costs you every tender.
There is no data migration because an inbox was never a system to migrate out of. Nothing to export, nothing to clean up, nothing to reconcile.
Nothing to migrate
Your past tenders stay exactly where they are, in your inbox. VEXORS does not import them or ask you to recreate them. There is nothing to move, because there was never a structured record to move from.
Start with the next one
You do not need every past tender on the platform before you can use it. Publish your next RFQ, RFP, or RFI on VEXORS, and keep handling anything already in flight the way you always have.
Joining is free for your suppliers
An invited supplier receives the request by email or link and can read the open directory without an account. Submitting a bid takes a free account, created in minutes, with no fee on any tender. A full profile is optional, and only useful to a supplier who wants their track record to follow them into future work.
Email still works for the small stuff. Nothing else.
Structured sourcing is not the answer to every purchase. Here is how to tell which one fits the tender in front of you.
Email is still fine when
- You need one quote from a supplier you already know and trust, and there is nothing to compare it against.
- It is a small, one-off purchase with no sign-off required and nothing you would need to show an auditor later.
Who is still running tenders by email
Main contractors tendering trade packages
You are still chasing the project, tendering subcontract packages to price the bid or start the works. You need every subcontractor pricing the same package, on the same BoQ, before you can compare what came back.
Buyers and procurement teams running RFQ, RFP or RFI
You send the same request to a handful of suppliers every time and compare what comes back by hand. You want the comparison to build itself, not to rebuild it every cycle.
Teams that need sign-off
More than one person works on the decision, and finance or a manager needs to see why a supplier was chosen. You want the criteria, the scores and the approval on the record, not in someone's inbox.
Anyone running more than a few requests at once
Multiple tenders, several currencies and a team that needs to see the same status without forwarding a thread. An inbox stops scaling long before your sourcing does.
From your inbox to a structured RFQ in four steps
Draft the request
Describe what you need in plain words and the AI drafter turns it into a full structured request, or import your BoQ and split it into packages. Review and adjust before you publish.
Invite suppliers
Invite the suppliers you already work with, let VEXORS suggest matched suppliers from the network, or list an open request on the tender directory. Suppliers register free to respond.
Answer and compare
Clarifications are answered once and published to everyone. Revisions reach every supplier at once. Quotes arrive on your lines, already comparable, and rates and terms are checked automatically.
Decide and keep the record
Review the scores and the reasoning behind them, then award. The decision stays yours, and the criteria, revisions, questions and approvals stay on the record with the tender.
Common questions
Get the free RFQ/RFP/RFI template
A reusable sourcing template for RFQ, RFP, and RFI requests, with line items, evaluation criteria, and supplier instructions. Enter your email and download it.
Keep exploring
- Excel comparison sheet vs VEXORSWhere a spreadsheet stops working as your bid comparison tool.
- ERP module vs sourcing platformWhere your ERP stops and structured sourcing begins.
- Get the free RFQ, RFP and RFI templateA reusable structure for your next request, before you move it onto VEXORS.
- VEXORS for buyersRun requests, compare bids and source on trust, from one place.