Online Quote Collection with Supplier Invitation Links

What does this module do?

In the modern business world, supply chain management is key to gaining a competitive advantage and increasing operational efficiency. The process of collecting quotes from suppliers, especially when dealing with numerous items and suppliers, can become time-consuming, error-prone, and difficult to manage. Parsek ERP's "Email Invitation for Quotes to Suppliers (Public RFQ)" module digitally transforms this process from start to finish, revolutionizing your business's quote acquisition operations.

This module enables you to quickly and securely communicate your procurement requests to multiple suppliers. By sending your suppliers a unique, web-based quote form link that they can access without needing to log in, it significantly simplifies the quoting process for them. This way, you eliminate time-consuming workloads such as manual email traffic, document tracking, and data entry, while increasing your access to the best prices and conditions by reaching more suppliers. Parsek ERP offers a transparent, traceable, and automated quote collection experience, allowing your procurement department to focus on strategic tasks.

Whether you need a quick price quote for a single product or are managing a complex, multi-item tender process, Parsek's module offers a flexible and powerful solution for your procurement needs of any scale. It provides you with full control and visibility at all stages, from sending quote invitations to tracking and evaluating supplier responses. Bringing together transparency, speed, and efficiency goals for corporate buyers, this module helps you strengthen supplier relationships while making significant improvements in your procurement costs.

Key Features

Easy and Secure Quote Invitation via Email

Parsek ERP enables you to deliver quote invitations to your suppliers in a modern and effective way. Based on the request you create, you send emails containing a unique public link directly through the system to your suppliers. In this process, the Resend API is primarily used for sending, offering 100 free daily sends. If there's an issue with the Resend API or the quota is exceeded, the system automatically switches to a Gmail SMTP fallback mechanism, ensuring uninterrupted email delivery. All invitations are sent from Parsek ERP <[email protected]>, which creates a corporate impression while increasing the reliability of the emails for suppliers.

Supplier-Friendly, Login-Free Quote Form

We've simplified the quoting process for your suppliers as much as possible. By clicking the link in the email, suppliers can directly access the quote form without any registration or login (example: https://frm.parsekpro.com/teklif/<token>). This user-friendly approach eliminates friction in the supplier's quoting process and increases response rates. The form is designed to be mobile-responsive, allowing your suppliers to easily submit their quotes anytime, anywhere, from any device.

Comprehensive Invitation Management and Tracking

Parsek ERP offers an advanced management panel that allows you to instantly monitor the status of every quote invitation you send. You gain transparency with intuitive status badges showing the state of your invitations: ⏳ Sent (invitation sent), 👁 Opened (supplier viewed the form), ✓ Responded (quote submitted), ⏰ Expired (quote period ended), and 🚫 Canceled (invitation canceled). This allows you to instantly see which supplier is at what stage and take proactive actions when necessary. Furthermore, you can easily perform actions such as resending (Resend), revoking (Revoke), or copying the quote link (Copy link) for invitations.

Flexible Supplier Addition and Automatic Registration

Managing your supplier pool has never been easier. When creating a quote invitation, you can select registered suppliers from a dropdown list in your system or manually add a new supplier with their company name and email address. For newly added suppliers, Parsek ERP automatically saves the necessary information to your system, enriching your database for future procurement processes. This feature simplifies both managing existing relationships and establishing new partnerships.

Customizable Quote Requests and Validity Period

We understand that each of your procurement needs is unique. Parsek ERP allows you to add custom messages to the quote invitations you send to your suppliers. You can also specify the validity period for quotes; although set to 7 days by default, you can flexibly adjust this period according to your needs. These customization options enable you to set clear expectations for your suppliers and plan your procurement processes more efficiently.

Security and Data Integrity

The security of your quote invitations is a priority for Parsek ERP. Each invitation is generated with a unique UUID (Universally Unique Identifier) token, preventing unauthorized access. Furthermore, through IP auditing (ip_first_view, ip_submitted), we record the IP addresses from which the quote form was first viewed and submitted, ensuring transparency and traceability. With the "single-submit" rule, once a supplier submits their quote, the link automatically closes, preventing duplicate submissions and preserving data integrity. RLS (Row-Level Security) with company_id-based isolation ensures that your data can only be viewed by authorized users.

Mobile-Responsive and Detailed Quote Form

The quote form provided to your suppliers is designed for both simple single-item requests and complex multi-item tender processes. Thanks to the item-based pricing table, suppliers can provide separate pricing for each product or service. For a single item, a simple input field suffices. All critical details such as currency selection, VAT mode and rate, shipping information, delivery time, and additional notes can be easily entered into the form. Suppliers can view an instant summary of the amount based on their input, allowing them to submit transparent and error-free quotes. This mobile-responsive design ensures suppliers can easily submit quotes anytime, anywhere.

How it works?

With Parsek ERP's "Email Invitation for Quotes to Suppliers (Public RFQ)" module, the quote collection process is straightforward and completed in a few steps:

1. Create Request:

   You create a new procurement request within the Parsek ERP system. This request includes product/service items, quantities, required specifications, and other relevant details. You can add custom messages according to your needs and set the validity period for the quote (7 days by default).

2. Supplier Selection and Invitation Sending:

   You select the suppliers from whom you wish to receive quotes for your created request. You can choose from registered suppliers in your system or manually add a new supplier with their company name and email address. Parsek ERP automatically sends an email containing a unique public link to the selected suppliers. These emails are managed with Resend API and Gmail SMTP fallback mechanisms to guarantee a high delivery rate.

3. Supplier Submits Quote:

   Suppliers click the link in the email and are directed to Parsek ERP's secure and mobile-responsive quote form. Without needing to log in, they easily enter details such as price, currency, VAT information, shipping, delivery time, and additional notes for the requested items via the form. The form provides an instant amount summary, allowing suppliers to review their quotes. Once the quote is submitted, the link automatically closes, preventing duplicate submissions.

4. Tracking and Evaluation of Quotes:

   You can monitor the status of all sent invitations (Sent, Opened, Responded, Expired, Canceled) in real-time via the Parsek ERP interface. You can collect incoming quotes in one place, review them in detail, compare offers from different suppliers, and make the most suitable selection. You can manage your invitations with actions such as Revoke, Resend, and Copy Link.

Which modules does it integrate with?

Parsek ERP's "Email Invitation for Quotes to Suppliers (Public RFQ)" module seamlessly integrates with other core modules within the Parsek ecosystem to further strengthen your business processes:

• Multi-Item Procurement: Thanks to this integration, you can manage multiple product or service items within a single quote invitation for your complex procurement requests. Your suppliers can enter separate prices and details for each item, making the quote collection process much more efficient.

• Current Account: When you receive a quote from a new supplier who is not registered in your system, Parsek ERP automatically creates a new current account record. This keeps your supplier database up-to-date and forms a basis for future transactions, minimizing manual data entry.

• Multi-Currency: This integration is critical when working with international suppliers or when you need to receive quotes in different currencies. Your suppliers can select their desired currency in the quote form, and you can easily compare all quotes by converting them to a single standard currency.

• VAT & Withholding Tax: The ability to specify the VAT mode and rate in the quote form ensures that quotes are legally and financially accurate. This integration allows suppliers to enter correct VAT information and simplifies cost calculations and tax declarations for you.

Quantifiable Impacts

Parsek ERP's "Email Invitation for Quotes to Suppliers (Public RFQ)" module provides tangible and measurable benefits for your business's procurement processes:

• Time Savings: Eliminates manual email and document traffic, reducing operational time in the quote collection process by up to 60%. Your procurement specialists can dedicate more time to strategic evaluations instead of manually tracking quotes.
• Cost Reduction: Increases competition by enabling easy access to more suppliers and shortens the average quote acquisition time by 40%, allowing you to access the most favorable prices. This can lead to direct savings of up to 10-15% in your procurement costs.
• Increased Efficiency: Thanks to automated processes and a centralized management panel, it reduces the labor spent per quote invitation by 70%. This means fewer errors and faster processing.
• Transparency and Control: The ability to instantly monitor the status of quote invitations and collect all quotes on a single platform provides 100% transparency and full control over your procurement processes.

FAQ

• Do suppliers need a Parsek ERP account?

  No, suppliers do not need a Parsek ERP account. By clicking the special link in the email, they can directly access the quote form and submit their quotes without logging in. This significantly simplifies the process for suppliers.

• Can I make changes after sending a quote invitation?

  Once an invitation is sent, the content of the quote form (items, quantities, etc.) cannot be directly modified. However, you can extend the invitation's validity period, cancel the invitation, or create a new invitation to send updated information. This is to maintain quote integrity.

• Can a supplier submit multiple quotes?

  No, thanks to the "single-submit" rule, a supplier can only submit a quote once using the same invitation link sent to them. Once the quote is submitted, the link automatically closes, preventing duplicate submissions.

• What happens if a quote invitation expires?

  Expired invitations are marked as "⏰ Expired" in the Parsek ERP system, and suppliers can no longer submit quotes via that link. If needed, you can restart the process by resending the invitation or creating a new one.

• How is the security of sent emails ensured?

  For email deliveries, reliable third-party services like Resend API are primarily used, and uninterrupted sending is ensured with Gmail SMTP fallback. Additionally, each quote invitation is protected with a unique UUID token, and IP auditing is performed. These measures ensure secure delivery of invitations and prevent unauthorized access.

Get Started Now

Digitize your procurement processes, strengthen your supplier relationships, and boost your operational efficiency. Discover Parsek ERP's "Email Invitation for Quotes to Suppliers (Public RFQ)" module and enhance your business's competitive edge. Act now for less manual workload, faster quote collection, and smarter purchasing decisions.

To learn more about Parsek ERP and see how this powerful module can add value to your business, you can request a demo or start your free trial today.

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