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.
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 You answer once, every bidder sees it, and nobody prices against outdated information.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 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.
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.
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.