Participating in an RFQ

This article walks you through the entire process of participating in an RFQ.

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1. Receiving an invitation to participate in an RFQ

Suppliers can use Prokuria without creating an account on the platform.

When a Buyer publishes an RFQ using Prokuria, all invited Suppliers receive an email with a link to a secured response page.

Here, they can:

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2. Security Step (For Some Accounts)

Some suppliers may encounter an extra security step before accessing the RFQ details. If this applies to your account, you will receive a one-time password via email. Enter this password when prompted to proceed.

3. Viewing the RFQ Details and Accepting or Declining Participation

Once the invitation email is received, the supplier can click on the name of the event to see the details and submit the answer.

Steps to Access the Event Page:

1. Open the invitation email and click the event name.
2. Click the “View event” button to be redirected to Prokuria.
3. Accept the Terms of Use and Privacy Policy.
4. Click “Continue” to open the event page.

Once the supplier agrees to the Terms of Use and Privacy Policy, by pressing the “Continue” button, the event page will open.

When the response page opens, the supplier has two options:

1. ✅ Participate – if clicked > Notifies the Buyer via email that you are joining the RFQ.
2. ❌ Decline – if clicked >Notifies the Buyer that you are not participating. You can change your decision later if the RFQ is still active.

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4. Submitting a Response in the RFQ – Items section

Once you have received all the RFQ details, you can start filling in the Items & the Questions section. 

For the Items, make sure you fill in all the fields required by the buyer, they will be marked/colored yellow. As Prokuria offers the possibility for the buyers to customize the column of the items grid, you may have different columns versus the print screen presented below. 

Filling the response for the items can be done as follows:

2. Bulk Quote (via Excel Upload):

The feature is specially useful for events with many items and services. Thanks to it, Prokuria helps you bid using an Excel template.

This process can be done in 3 easy steps:

a. Click “+ Add from file” to open the upload window. A dedicated window will open that will guide you through the appropriate steps.

b. Click “Download existing records”. The system will download an Excel file in which you complete the Response column (up to six decimal places).

c. Click “Upload file” to submit the completed file and Prokuria will take care of the rest.

5. Submitting a Response in the RFQ – Questions section

In this section, you will need to answer the questionnaire. Make sure you answer all required questions (marked with *).

Submitting the filled RFQ:

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6. Retracting a Response in the RFQ Before the Deadline

If needed, you can retract your response:

1. Click “Retract response”.
2. The Buyer is notified, and your submission is removed.
3. Your response remains in Draft mode.
4. Make necessary changes and click “Reactivate Response” to resubmit information

🚨 Note: If the RFQ deadline has passed, reactivating is no longer possible. Each time you submit, retract, or reactivate a response, the Buyer receives an email notification.

The “Reactivate Response” button to resubmit the information:

7. Communicating During an RFQ

Anytime during an RFQ you can communicate with the Buyer via Prokuria’s Message Center.

🗨️ If the RFQ response page is open, a red icon appears next to the Messages label when a new chat message arrives.

📩 If the response page is closed, you will receive an email notification.

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8. RFQ Ending

• Every supplier invited to an RFQ receives an email reminder one day before the RFQ ends.
• After the deadline, the event will end and suppliers can no longer retract or submit new responses.

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Need Help?

📩 Contact us at support@prokuria.com – We’re here to assist you!