Request For Quote: Definition, How It Works, Example & Free Template

A Request For Quote (RFQ) is a formal document that businesses use to solicit detailed pricing and terms for specific products or services from potential suppliers. In the context of B2B Ecommerce, particularly on platforms like Shopify, RFQs have evolved beyond traditional procurement documents to become powerful tools for facilitating wholesale transactions, managing bulk orders, and building stronger supplier relationships. 

This comprehensive guide explores the definition of request for quote, examines how they work in practice, and offers actionable templates and tools that B2B Shopify merchants can implement immediately.

What is a Request For Quote (RFQ)?

A Request For Quote (RFQ) is a formal procurement document used by B2B Shopify stores to solicit detailed pricing and terms from suppliers for wholesale orders or custom purchases. Unlike casual price inquiries, RFQs follow structured formats that clearly communicate requirements, specifications, and evaluation criteria to ensure vendors can provide accurate, comparable proposals.

The RFQ process plays a crucial role in ensuring competitive pricing, facilitating transparent vendor evaluation, and enabling informed decision-making throughout the procurement cycle. For B2B and Ecommerce businesses, RFQs provide a systematic approach to evaluating vendor proposals, comparing pricing structures, and negotiating favorable terms that support business growth and profitability. 

It’s important to differentiate RFQs from related procurement documents. While Request for Proposals (RFPs) focus on creative solutions and vendor capabilities for complex projects, and Request for Information (RFI) documents gather general vendor information, RFQs emphasize fixed requirements and direct price comparison. This focused approach makes RFQs ideal for wholesale purchasing, inventory replenishment, and other transactions where specifications are clearly defined and price comparison is the primary evaluation factor.

Modern RFQ solutions integrate seamlessly with Ecommerce platforms like Shopify, providing automated workflows that reduce administrative burden while maintaining the personal touch that characterizes successful B2B relationships. These tools enable merchants to scale their operations while preserving the customization and negotiation capabilities that wholesale customers expect.

Why You Need a Quote Request Function on Your B2B Shopify Store

A dedicated quote request function on your B2B Shopify store enables personalized pricing tailored to the diverse needs of B2B buyers, who often require bulk orders, custom quantities, or negotiated prices that standard retail pricing cannot accommodate. Unlike B2C transactions with fixed pricing, B2B relationships frequently involve volume discounts, contract pricing, and customized terms that require individual attention and negotiation.

Providing a quote request page significantly reduces barriers to large purchases by allowing buyers to inquire without committing upfront, thus preventing cart abandonment that commonly occurs when B2B customers encounter retail prices for bulk quantities. Many wholesale buyers abandon their carts when they see retail pricing, knowing that wholesale rates should be available but lacking an easy way to request appropriate pricing.

This functionality supports complex transactions typical in B2B commerce by facilitating direct communication and transparent negotiation between buyers and sellers. B2B transactions often involve multiple stakeholders, approval processes, and specific delivery requirements that require discussion and customization beyond standard Ecommerce checkout processes.

The quote request feature plays a crucial role in building stronger customer relationships, boosting lead generation, and improving overall conversion rates. By providing an easy mechanism for buyers to request pricing, businesses capture leads that might otherwise be lost while demonstrating their commitment to customer service and personalized attention. This approach transforms potential customers from anonymous browsers into engaged prospects with specific needs and purchasing intent.

Benefits of Request for Quote Function in B2B Sales Operations

Stakeholder	Benefits
For Executives	Gain transparency into quote generation and conversion metricsAnalyze buyer preferences and sales trendsOptimize pricing strategies and improve margin managementImprove forecasting and reporting accuracy
For Buyers	Receive personalized pricing and volume discountsSimplify budgeting with clearer cost expectationsEnjoy streamlined communication and faster quote turnaroundAccess tailored product recommendations and flexible ordering options
For Sellers	Reduce manual quoting tasks and errors through automationEnhance lead management and negotiation efficiencyPresent consistent and accurate pricing across channelsIncrease quotation-to-order conversions, boosting revenue

Essential Components of an RFQ Document for B2B Shopify Stores

Creating effective RFQ documents requires careful attention to essential components that ensure vendors can provide accurate, comprehensive quotes while buyers receive all necessary information for informed decision-making.

Detailed product specifications form the foundation of any effective RFQ, including specific SKUs, product variants, quantities, and technical requirements. B2B buyers must provide sufficient detail to eliminate ambiguity and ensure vendors understand exactly what’s being requested. This includes model numbers, size specifications, color requirements, and any customization needs that might affect pricing or availability.

Delivery and shipping requirements specific to wholesale orders must be clearly outlined, including delivery timelines, shipping methods, packaging specifications, and destination details. B2B orders often involve complex logistics considerations such as freight shipping, scheduled deliveries, and specific receiving requirements that affect overall costs and vendor selection.

Vendor qualifying criteria should be established upfront, including required certifications, production capacity, Ecommerce experience, and quality standards. This information helps ensure that only qualified suppliers respond, reducing time spent evaluating inappropriate proposals while ensuring all bidders meet minimum requirements for successful partnership.

Pricing structures, payment terms, volume discounts, and tax considerations must be addressed comprehensively. RFQ documents should specify whether pricing should include shipping, taxes, and any additional fees, while also outlining preferred payment terms and discount structures for different volume levels.

Clear instructions for bid submission, response deadlines, and contact information ensure vendors understand how to respond and when responses are due. This includes specifying required response formats, submission methods, and contact information for questions or clarifications.

Finally, the evaluation process and criteria descriptions help vendors understand how their proposals will be assessed, enabling them to structure their responses effectively while ensuring transparency in the selection process.

The RFQ Process for B2B Shopify Stores Explained

The Request For Quote process in B2B Ecommerce follows a structured approach designed to connect buyers and sellers efficiently while ensuring transparency and competitive pricing throughout the procurement cycle.

Step 1: Buyer Submits an RFQ

The process begins when buyers complete a request for quote form specifying detailed product or service requirements, quantities, delivery timelines, and any custom needs. This creates a precise and actionable request that vendors can respond to with confidence. Modern B2B Shopify stores often integrate RFQ forms directly into product pages, allowing buyers to request quotes seamlessly while browsing inventory.

Step 2: Vendors Review and Respond with Custom Quotes

Qualified vendors study the RFQ details, confirm feasibility, and submit tailored price quotes including terms, lead times, and possible alternatives. Professional vendors take time to understand requirements fully and may reach out for clarifications before submitting formal proposals. If vendors cannot meet exact specifications, they may propose close substitutes or negotiated adjustments that still meet buyer needs.

Step 3: Buyer Compares Received Quotes

Buyers receive multiple vendor quotes through a centralized system or dashboard, allowing side-by-side comparison of pricing, delivery terms, and value-added service offers. This competitive environment often drives better terms and pricing as vendors compete for business. Advanced RFQ management systems present this information in standardized formats that simplify comparison and evaluation.

Step 4: Negotiation and Clarification

Buyers and sellers engage in discussions to clarify uncertainties or negotiate specific contract details such as pricing adjustments, payment terms, or delivery schedules. All communications should ideally be tracked and documented to prevent misunderstandings and ensure all parties remain aligned throughout the negotiation process.

Step 5: Finalize the Deal and Place Order

Once buyers select the best quote based on overall value, they finalize terms and confirm orders. Vendors then fulfill orders according to agreed conditions, concluding the RFQ-to-order workflow. This final step often involves converting quotes into formal purchase orders and establishing ongoing supplier relationships for future transactions.

This structured RFQ process is increasingly supported by Ecommerce platforms that integrate RFQ forms and workflows directly into buyer interfaces and backend management systems, enabling smooth, efficient procurement cycles that benefit both buyers and sellers.

How to Write an RFQ Email for a B2B Shopify Store

Crafting effective RFQ emails requires clarity, professionalism, and sufficient detail to enable vendors to provide accurate quotes while maintaining efficiency in communication.

The subject line should clearly highlight the product or wholesale inquiry to ensure immediate recognition and appropriate routing within vendor organizations. Effective subject lines might include specific product names, quantities, or urgency indicators that help vendors prioritize responses appropriately.

Your email introduction should briefly present your Shopify store, establish credibility, and specify needed SKUs with quantities and any custom requirements. This context helps vendors understand your business and tailor their responses to your specific needs and market position.

Request detailed pricing information including bulk discounts, payment terms, and any additional costs such as shipping or handling fees. Be specific about what should be included in quoted prices to ensure accurate comparisons between vendors.

Always provide complete contact information and clear next steps for questions or clarifications. This includes phone numbers, email addresses, and preferred communication methods that vendors can use for follow-up discussions.

Consider attaching or linking to official RFQ documents for vendor reference, providing comprehensive requirements in structured formats that supplement email summaries.

Sample RFQ Email Template:

Subject: Request for Quote: Bulk Purchase of [Product Names]

Dear [Vendor Name],

I’m [Your Name], representing [Your Shopify Store]. We’re looking to place a bulk order for the following SKUs and would appreciate a detailed quote:

– SKU1: [Product Name] – Quantity: [Number]

– SKU2: [Product Name] – Quantity: [Number]

Please include pricing with volume discounts, payment terms, lead times, and shipping costs to [Your Location]. We’re particularly interested in [specific requirements or preferences].

Our preferred delivery timeline is [timeframe], and we typically work with [payment terms preferences].

Please don’t hesitate to reach out if you need additional information or have questions about our requirements.

Looking forward to your prompt reply.

Best regards,

[Your Name]

[Your Title]

[Your Contact Information]

[Shopify Store URL]

This template provides a professional framework while remaining flexible enough to customize for specific industries, products, or vendor relationships.

Sample Request for Quote Template for B2B Shopify Stores

A comprehensive RFQ template should include essential sections that ensure complete communication of requirements while facilitating easy vendor responses and accurate quote comparisons.

RFQ Template Structure:

Section	Details
Buyer Information	Company name, contact person, address, phone, email, Shopify store URL
RFQ Reference	RFQ number, date issued, response deadline
Product Details	SKU, product name, specifications, quantity, variants
Delivery Requirements	Timeline, shipping method, destination, special handling
Vendor Qualifications	Required certifications, experience, capacity
Pricing Structure	Unit price, volume discounts, payment terms, taxes
Submission Instructions	Format requirements, deadline, contact information
Evaluation Criteria	How quotes will be assessed and selected

Shopify-Specific Scenario Example:

Consider a Shopify store specializing in outdoor equipment preparing for seasonal inventory replenishment. Their RFQ might specify:

• 500 units of hiking backpacks (SKU: BP-001)
• 300 units of sleeping bags (SKU: SB-002)
• Delivery required by March 1st for spring season launch
• Volume discount expectations for quantities over 100 units
• Integration requirements with Shopify inventory management
• Quality certifications required for outdoor gear

This scenario demonstrates how RFQ templates can be customized for specific industries while maintaining standardized information requirements that ensure vendor responses contain all necessary details for informed decision-making.

Best Practices for RFQs on B2B Shopify Stores

Implementing effective RFQ processes requires attention to operational details that ensure accuracy, efficiency, and positive outcomes for both buyers and vendors.

Use detailed specifications and SKU-based descriptions to eliminate ambiguity and ensure vendors understand exactly what’s being requested. Vague descriptions lead to inaccurate quotes and disappointment when actual products don’t match expectations. Include technical specifications, quality requirements, and any customization needs that affect pricing or availability.

Maintain transparent and fair bidding processes with all qualified vendors to build trust and encourage competitive pricing. This includes providing equal information to all bidders, maintaining consistent evaluation criteria, and communicating selection decisions professionally regardless of outcome.

Leverage specialized Shopify apps designed for RFQ management automation to streamline processes and reduce manual workload. These tools can integrate quote requests directly into your storefront, manage vendor communications, and track quote status throughout the evaluation process.

Pre-screen vendors for relevant capabilities and Ecommerce experience to ensure only qualified suppliers participate in your RFQ process. This saves time for everyone involved while improving the quality of responses you receive.

Regularly review pricing and contractual terms to protect margins and ensure ongoing competitiveness. Market conditions change, and periodic RFQ processes help maintain optimal supplier relationships while identifying new opportunities for cost savings or service improvements.

Opportunities and Challenges in Quote Management

Opportunities in Improving B2B Sales with Quotation Function

Implementing robust quotation functions presents significant opportunities to increase average order values by offering customized quotes based on buyer-specific requirements such as volume discounts, bundle pricing, or unique product configurations. This personalization enables businesses to capture larger orders while providing buyers with tailored solutions that meet their specific needs.

Streamlined quote management systems reduce sales cycle times, improve lead responsiveness, and elevate buyer satisfaction by providing faster, more accurate responses to pricing inquiries. Modern automation tools enable immediate acknowledgment of quote requests and can even provide preliminary pricing estimates while detailed quotes are being prepared.

Effective quote management also creates opportunities for upselling and cross-selling by presenting related products or services during the quotation process. Sales teams can leverage quote discussions to understand broader customer needs and recommend additional solutions that provide value while increasing transaction sizes.

Challenges in Enhancing B2B Sales with Quotation Function

Managing high volumes of quote requests efficiently without overwhelming sales teams presents significant operational challenges. Organizations must balance thoroughness in quote preparation with response speed, often requiring automation tools and streamlined processes to maintain quality while handling increased volume.

Technological integration challenges include connecting quote request systems with inventory management, pricing engines, and customer relationship management systems to ensure quotes reflect current availability and accurate pricing. Complex product configurations and pricing rules can create additional complications that require sophisticated management systems.

Maintaining clear communication and negotiation workflows while avoiding delays requires careful process design and staff training. Inconsistent follow-up or poor communication can result in lost sales opportunities, while delays in quote responses can damage customer relationships and competitive positioning.

The risk of inconsistent pricing or errors in manual quote handling can damage buyer trust and create internal confusion. Standardized processes and automated systems help minimize these risks while ensuring quotes reflect current pricing policies and business rules.

Manage Seamless Quotation Management on Shopify with B2Bridge App

B2Bridge’s Request For Quote feature empowers B2B Shopify merchants by integrating custom quote requests directly into their stores, creating seamless experiences that bridge the gap between browsing and purchasing for wholesale buyers. 

This integration recognizes the unique nature of B2B transactions, where personalized pricing and bulk order management are essential for successful Ecommerce operations.

Key Benefits of Using B2Bridge RFQ Feature:

• Personalized pricing tailored to buyer needs significantly increases conversion rates by addressing the specific requirements that characterize B2B transactions. 
• Centralized RFQ management reduces administrative workload and speeds sales cycles by consolidating quote requests, vendor communications, and approval workflows in a single platform. 
• Enhanced customer experience through seamless, integrated quote requests on the storefront demonstrates professionalism while making it easy for buyers to request the information they need.
• Improved control over pricing visibility protects margins and encourages negotiation by allowing merchants to hide standard pricing for wholesale customers while presenting appropriate quote request options. 

Setting Up B2Bridge RFQ Functionality

Enable RFQ on Store

Merchants can activate the RFQ feature through their Shopify admin panel via B2Bridge settings.  with simple configuration options that enable quote requests without requiring technical expertise or complex setup processes.

Define Who Can Request Quotes

The app provides flexible options for selecting customer groups eligible to request quotes, including all visitors, logged-in/non logged-in customers, or specific customer segments based on tags, location, or purchase history.

This segmentation ensures that quote functionality reaches appropriate audiences while maintaining control over access.

Select Products Eligible for Quoting

Merchants can designate all products, specific products, products in assigned price list or products in out of assigned price list for which quotes can be requested, allowing strategic control over which items are available for negotiated pricing versus fixed retail pricing. This flexibility enables sophisticated pricing strategies that maximize revenue across different product categories.

Manage Price Visibility

Advanced controls allow merchants to hide prices and purchase buttons selectively, encouraging RFQ submission rather than direct purchase for designated products or customer segments. This approach guides customers toward appropriate purchasing channels while maintaining clear user experiences.

To know more about setting request for quote in B2B Shopify with B2Bridge app, click the link below: https://docs.b2bridge.io/app-configuration/request-for-quote-rfq/setup-guide 

Streamlined Quotation Management

Receive and Review Quote Requests

All RFQ submissions appear in the Shopify admin dashboard through B2Bridge’s integrated interface, providing merchants with centralized access to quote requests alongside other store management functions. This integration ensures that quotes don’t get overlooked while maintaining workflow continuity.

Negotiate and Edit Quotes

Built-in communication tools enable merchants to discuss requirements with buyers, revise quotes based on negotiations, and manage ongoing inquiries without leaving the platform. This integrated approach reduces the complexity of managing multiple communication channels while maintaining complete records of all interactions.

Convert Quotes to Orders

Approved quotes seamlessly transform into draft orders within Shopify, facilitating efficient fulfillment and invoicing through existing store processes. This conversion maintains all quote details while transitioning smoothly into standard order management workflows.

FAQs About Request For Quote

How do you write a request for a quote?
Include your company details, a clear description of goods or services needed, quantity, specifications, delivery timeline, and a deadline for vendor responses.

What is the difference between RFQ and RFP?
An RFQ seeks pricing for well-defined products or services.
An RFP invites proposals with detailed solutions, strategy, and pricing for complex projects.

How does RFQ functionality integrate with Shopify wholesale features?

RFQ functionality integrates with Shopify’s wholesale capabilities by connecting quote requests to customer tags, pricing rules, and inventory management. This integration ensures that approved quotes reflect appropriate wholesale pricing while maintaining consistency with existing customer segmentation and pricing strategies.

When should I use an RFQ instead of direct Shopify orders?

RFQs are most appropriate for bulk orders, custom pricing situations, complex product configurations, or when dealing with wholesale customers who expect negotiated terms. Direct orders work well for standard retail transactions with fixed pricing and straightforward fulfillment requirements.

How to handle custom product requests in Shopify RFQ workflows?

Custom product requests require flexible RFQ systems that can capture detailed specifications, communicate with production teams, and manage extended lead times. The key is maintaining clear communication about customization possibilities while managing customer expectations throughout the process.

Conclusion

Request for quote functionality represents a critical component of successful B2B Ecommerce operations, enabling personalized pricing, efficient vendor management, and improved customer relationships that drive sustainable business growth. By implementing proper RFQ processes, businesses can increase average order values, reduce sales cycle times, and build stronger customer relationships that generate long-term value.

Ready to transform your B2B sales process with professional quote management? Discover how B2Bridge’s integrated RFQ solution can streamline your wholesale operations while boosting conversion rates. Explore B2Bridge’s quote management features and start capturing more wholesale opportunities today.