Answer Every RFQ.
Instantly.
RFQ software turns an incoming request for quotation into a real, itemized quote, no human building it by hand.
Most businesses take a request for quotation through a contact form and an inbox: read it, build the numbers, email back, repeat until the scope is clear. Everybooking replaces the form with a guided flow that captures the requirements and returns a real quote in seconds, then drafts the reply.
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Why answering RFQs by hand loses deals.
- A long form collects the request, then it waits
- Someone reads it when they're free, hours later
- The numbers get rebuilt by hand in a spreadsheet
- Clarifying questions start a back-and-forth email chain
- The quote goes out a day or two after the request
- Two competitors already sent theirs
Time to a real quote: hours to days, business hours only.
- A guided flow captures the scope, no blank form
- It reads the request the moment it lands, any channel
- It applies your pricing rules and options automatically
- It returns a real itemized quote, not a range
- It drafts and sends the follow-up in your voice
- You're first, on every RFQ, around the clock
Time to a real quote: seconds, around the clock.
Request in, real quote out.
Captures
A guided flow asks the questions your RFQ needs, quantities, options, dates, scope, instead of a blank contact form.
Prices
Applies your rules, options, quantity breaks, and conditional pricing. The same logic on every request.
Sends
Returns a real, itemized quote in seconds, with a clear next step, accept, book, or ask a question.
Follows up
Drafts and sends the customized reply and the follow-up sequence, so the RFQ never stalls in an inbox.
Under the hood this is instant quote software pointed at the request-for-quotation problem. New to the term? Start with what a request for quotation is.
What a complete request for quotation response includes.
Some buyers send a formal request for quotations (RFQ) package with a response template attached. Others send three sentences in an email. What you owe them is the same document either way: a priced answer to the scope they described, plus the terms, the paperwork, and the signature that make it binding. Everybooking assembles all four parts, not just the price.
An itemized pricing schedule
Every line, quantity, per-line tax and fee, discount, deposit, and the payment schedule. The pricing engine computes the numbers from your rules, so nothing is retyped into a spreadsheet and no total comes from a language model.
The narrative and policy sections
Cancellation terms, insurance requirements, capacity limits, what is and is not included. These come from your knowledge base and your written business rules, so the same answer goes out on every request.
The attachments they asked for
Contracts, certificates of insurance, W-9s, permits, and licenses are stored on the deal and travel with the response, instead of being hunted down across old email threads.
A signature block
The buyer signs the quote back in place. Signing captures a SHA-256 snapshot of the document as signed and produces a Certificate of Completion, so no separate e-sign vendor sits in the middle.
All of it renders as one paginated, multi-section document: line items, taxes and fees, terms, payment schedule, attached documents, signature block. Web view, email, and PDF from the same record. That is the artifact a procurement team means when it asks you to send over your quotation.
RFQ vs. RFP vs. RFI: what each one demands back.
The three get used interchangeably, and answering the wrong one costs you the deal: a price where they wanted an approach reads as careless, and an approach where they wanted a price reads as slow.
Request for information
The buyer is building a shortlist and wants to know who you are, what you cover, and whether you handle work at this size.
What it demands back
Capability, coverage, and at most a range. A hard number here is a trap, you are answering can you do this, not what does it cost.
Request for quotation
The scope is already written down: quantities, dates, specifications. The buyer is not asking you to design anything.
What it demands back
An itemized price against that exact list, the terms it depends on, and a date the price is good until. Usually the first complete number wins.
Request for proposal
The buyer has a problem rather than a spec, and wants to compare how different vendors would handle it.
What it demands back
A written approach, who does the work, policies, insurance, references, and pricing attached, normally with a signature line at the end.
Most of what reaches a venue, a rental yard, or a service business labeled a proposal is really a request for quotation for a defined scope, sent by someone who used the fancier word. Here is the test: if you can price it without asking how you would approach the job, it is an RFQ, and it should get a number back today. If the buyer genuinely wants the approach written out, that is the difference between a request for proposal and a request for quotation, and the longer walkthrough lives on how to answer a request for proposal.
What to do when a customer sends "request a quote for" a custom job.
Most requests never arrive on a procurement template. They arrive as one line in an email: request a quote for a three-day rental of two excavators, or for a 60-person offsite in October with meals. That is still a request for quotation for a defined scope. It just showed up without a form, which is exactly why it tends to sit unanswered longest.
- 01Answer with a number, not a question. Price your best reading of the scope and name the assumption you made. An assumption gets corrected in one reply; a clarifying question sits in a queue.
- 02Price it from rules, not memory. Quantity breaks, seasonal rates, minimum charges, per-line taxes and fees, group thresholds. Written down once, they apply the same way at 6pm on a Friday.
- 03Itemize it. A single total invites a haggle over the total. A line-item schedule shows what is driving the price and what the buyer can drop to hit their budget.
- 04Give it a next step and an expiry. Accept, book, pay a deposit, or change one input. Say how long the price holds so the follow-up has a reason to exist.
- 05Follow up on a schedule, not by remembering. A short sequence that stops the moment the customer replies beats a reminder you set for yourself and missed.
The message is read the moment it lands, on email, SMS, or a phone call that got transcribed. The quote builder drafts a complete multi-line quote from it, checked against live availability and priced by your rules, and pairs it with a reply written in your voice.
You see a before-and-after view of the quote and an editable draft. Nothing reaches the customer until you press send, and a sent change can be undone. The first four moves above happen in the time it used to take to open the email.
Pricing for it is on the pricing page.
RFQs with real structure.
Venues & events
A 100-guest wedding or 60-person offsite is an RFQ with rooms, catering, AV, and add-ons. It should return one real quote, not a callback.
Rentals & tours
Multi-item rental orders and multi-day itineraries are RFQs with per-item and per-person logic. The flow prices the whole thing at once.
Service businesses
Itemized service quotes with materials, labor, and options are RFQs in everything but name. Answer first and you win the job.
Trades call the same document an estimate rather than a quotation. If your requests arrive as a paragraph a homeowner typed instead of a structured RFQ, estimating software is the version of this page written for your side of the market.
RFQ Software Questions.
- What is RFQ software?
- RFQ software turns an incoming request for quotation into a real, itemized quote. Basic RFQ tools are a form that collects the request and drops it in an inbox for a human to price by hand. The version that changes your win rate reads the request, applies your pricing rules automatically, and returns an actual quote in seconds, so you're the first to respond, not the third.
- What is the difference between an RFQ, an RFP, and an RFI?
- A request for quotation (RFQ) asks 'what will this exact thing cost?' — the scope is already defined and the buyer wants an itemized price back. A request for proposal (RFP) asks 'how would you solve this?' — the buyer wants a written approach, policies, and terms alongside the number. A request for information (RFI) comes earlier and only asks who you are and what you handle, so a hard price is not expected yet. RFQ software is built for the middle case: a defined scope that can be priced instantly from your rules. If what landed in your inbox needs narrative sections and references too, that is an RFP.
- What should an RFQ response actually include?
- At minimum: an itemized pricing schedule against the scope the buyer described, the terms that price depends on, and how long it holds. Bigger requests also want supporting documents (certificate of insurance, W-9, permits, licenses) and a signature. Everybooking compiles all of that into one document — line items, taxes and fees, terms, payment schedule, attached documents, and a signature block — and renders it as a branded web view, an email, and a PDF.
- A customer emailed to request a quote for a custom job. What do I send back?
- A number, not a list of questions. Price your best reading of the scope, state the assumption you made, and send the itemized quote with a one-click way to change any input. An assumption gets corrected in one reply; a clarifying question sits in a queue while a competitor's quote arrives. Everybooking drafts that quote from the inbound message against live availability and your pricing rules, then hands you an editable reply to approve.
- How is this different from a contact form or a quote-request form?
- A contact form or quote-request form collects the request and still needs a human to read it, build the numbers, and reply, usually after a few clarifying emails. RFQ software replaces that form with a guided flow that captures the same requirements and returns a real quote immediately, then drafts the follow-up. The customer gets an answer, not an acknowledgment.
- Will the quotes be accurate?
- Yes, because they're built from your own pricing rules, your rates, options, quantities logic, and conditional pricing, encoded once. Every quote applies them consistently. Before going live you verify a week of quotes against what you'd have produced by hand.
- Who is RFQ software built for?
- Businesses whose quotes have real structure, multiple line items, options, quantities, or group logistics, and where the deal is worth enough that responding first matters. Venues, rentals, tours, and service businesses fit. If your quote is a single flat price you may not need it; if it's itemized and the work is competitive, RFQ speed is the lever.