RFQ software that makes every quote comparable
Build the request once (line items, quantities, terms) and every supplier prices identical scope. Bids come back side by side instead of as PDFs in an inbox, with AI scoring and a clean award record at the end.
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 RFQ software?
RFQ software runs your request-for-quotation process as a structured workflow instead of email threads and reconciliation spreadsheets. On VEXORS you build the request as itemised line items with quantities and units (typed in, imported from a spreadsheet, or drafted by AI from a brief), set the terms and deadline, and invite suppliers to price it. Because everyone quotes against identical scope, comparison is automatic: bids line up item by item, clarifications happen in one thread, and the award carries a timestamped record. Suppliers bid free, so your invitation is easy to say yes to.
One request, identical scope
Itemise the request by quantity and unit, or import your bill of quantities from a spreadsheet, so every supplier prices the same thing. No more reconciling inclusions and exclusions by hand.
Bids that arrive already comparable
Quotes come back structured, side by side, item by item, with AI scoring and written reasoning across the full set. The comparison that used to take a week of spreadsheet work is simply there when bidding closes.
Clarifications and a record you can defend
Questions run in one thread so every bidder prices on the same answers. Every request, revision, bid, and award is timestamped, ready for finance, management, or an auditor in one click.
What VEXORS RFQ software includes
Line-item requests with quantities, units, and spreadsheet import
Reusable request templates and multi-step approvals
Free supplier bidding: no fee wall between you and good quotes
One-thread clarifications visible to every bidder
Side-by-side comparison with AI scoring and written reasoning
Timestamped award records and post-award supplier ratings
The mechanics of a comparable quote
Why line items are the whole game
Every failed quote comparison traces back to the same root: two suppliers answered different questions. One priced installation in, one left it out; one quoted the specified grade, one quoted 'equivalent'; one included delivery, one assumed ex-works. None of them did anything wrong: the request left room, and each filled it in their own favor. By the time the buyer notices, the comparison spreadsheet is fiction with columns. VEXORS closes the room. A request is line items (description, specification, quantity, unit) and suppliers price those lines directly in the platform. There is no format for a bid to arrive in except the request's own structure. Import an existing bill of quantities from a spreadsheet and the rows become live lines; brief the AI drafter and it builds them for you. Either way, comparability is a property of the format, not a hope about supplier discipline.
- Every line carries its own description, specification, quantity and unit, so there is no room left for a supplier's own interpretation
- Type line items directly, or import an existing bill of quantities from a spreadsheet and the rows become live lines
- Brief the AI drafter in plain language and it builds the structured request for you
- There is exactly one format for a bid to arrive in: the request's own structure
Why suppliers actually answer
An RFQ tool is worth nothing if good suppliers ignore it, and suppliers ignore tools that tax them. That is the structural flaw of pay-to-play portals: the fee wall filters for suppliers desperate enough to pay, not the suppliers good enough to have a choice. VEXORS inverts it: suppliers register, build a profile, and bid completely free, so your invitation costs them only the effort of a serious answer. Free participation also feeds the two-sided network that makes discovery work. Because joining costs nothing, suppliers you have never met maintain real profiles with real categories. And when your request needs a third credible bidder, category discovery and semantic matching surface companies that would never have appeared in a portal that charges for the privilege of quoting.
- Suppliers register, build a profile, and price any request completely free
- No fee wall between your invitation and a serious answer
- Category discovery and semantic matching surface suppliers you have never worked with
- A real profile costs nothing to maintain, so the supplier pool stays wide even between requests
From quotes to an award you can defend
When bidding closes, the comparison exists: every line, every bidder, side by side, with AI scoring and written reasoning across the set. Clarifications ran in one thread every bidder saw, so no bid was priced on private information. Exclusions were requested as explicit fields, so scope gaps are visible statements instead of buried footnotes. The award then carries its whole history: the request as published, every revision, every question and answer, every bid, every score, and the decision. When finance asks why the second-cheapest quote won, or an auditor asks who saw what and when, the answer is the record, not an afternoon of inbox archaeology. Teams that live this once rarely go back to email.
- Clarifications run in one thread that every bidder sees, so no bid is priced on private information
- Exclusions are requested as explicit fields, not buried in a footnote
- Every bid is scored with written reasoning, side by side with the rest
- The request, every revision, every question and answer, every bid and every score stay on the timestamped record
Gaps get priced back in before anyone wins on paper
A quote that leaves lines unpriced looks cheaper than it is until those gaps are counted. VEXORS prices every unpriced item back in at your estimate or the median of the other bids before ranking a single total, so the lowest number as submitted stops winning by default. A section a bidder prices as a declared lump sum still counts as priced; only silent gaps get added back. Every rate with three or more prices behind it is checked against the median for that line, and a rate far out of line is flagged with its ratio, a fraction like 0.31x, so you see it before you decide, not after the invoice arrives.
- Unpriced lines are counted back in at your estimate or the median of the other bids
- A lump sum a bidder declares up front still counts as priced; only silent gaps are added
- Every rate with three or more prices behind it is checked against the median for that line
- A rate far from the median is flagged with its ratio before you compare totals
Email RFQs vs structured RFQs
Request format
- RFQ by email
- Prose + attachments, read five ways
- VEXORS
- Line items every supplier prices identically
Quote format
- RFQ by email
- PDFs and spreadsheets in personal styles
- VEXORS
- Structured bids in the request's own shape
Clarifications
- RFQ by email
- Private replies fork the request silently
- VEXORS
- One thread, every bidder sees every answer
Comparison
- RFQ by email
- Hand-built spreadsheet, rebuilt at midnight
- VEXORS
- Scored and compared automatically when bidding closes
Supplier cost to quote
- RFQ by email
- Free but chaotic, or portal fees
- VEXORS
- Free and structured: no participation tax
The record
- RFQ by email
- Scattered across inboxes
- VEXORS
- Timestamped from request to award
Where RFQ software earns its keep
Repeat-purchase operations
Materials, consumables, spare parts (categories bought monthly where one structured template amortizes across dozens of requests a year).
Construction and projects
BoQ-driven packages where lump-sum quotes destroy comparability and every variation after award is negotiated from weakness.
Trading and distribution
Multi-supplier price checks under time pressure, where the speed of getting five comparable numbers is the margin.
Finance-controlled buying
Companies with a three-quote policy that currently costs hours per purchase to satisfy honestly. Structure makes compliance the cheap path.
From need to award in four steps
Build the request
Start from a template, import a spreadsheet, or brief the AI drafter. Set scope, terms, and deadline.
Invite and discover
Bring your own suppliers and discover new ones by category. Bidding is free for them.
Collect comparable bids
Suppliers price your line items directly. Clarifications run in the open so everyone quotes on the same answers.
Compare, award, rate
Review the side-by-side comparison and AI scores, award with the record behind you, and rate the supplier.
Importing a BoQ, splitting it into trade packages, and levelling bids against it are part of the Scale plan. RFQ, RFP and RFI sourcing for every other category runs on every plan, including the free Explore plan.
RFQ software FAQ
Download the free RFQ template
Real .docx files in English and Arabic. No watermarks. Edit and send.
Read next
- Free RFQ and sourcing templatesDownloadable, ready-to-use templates for RFQs, RFPs, and RFIs, useful even before you run one on VEXORS.
- RFQ, RFP, or RFI?A clear framework for choosing the right request type, and what it costs to choose wrong.
- Email vs structured RFQsA day-by-day walkthrough of one tender run by email versus on VEXORS, from drafting to award.
- Plans and pricingSee what is included on Explore, Grow and Scale, and where AI credits and bid limits sit on each plan.