How to Create a Request for Quotation (RFQ) in Odoo 18 Purchase
By Braincuber Team
Published on February 25, 2026
Maple & Stone Interiors furnishes boutique hotels across the Pacific Northwest. Last quarter, operations manager Jordan needed 120 ergonomic desk chairs for a new property in Seattle. He emailed three furniture distributors, got quotes back in different formats over the span of two weeks, then spent an evening copying numbers into a spreadsheet to compare unit prices, lead times, and shipping terms. By the time he picked a vendor, the best-priced supplier had raised their rate by 4% because Jordan took too long to respond. The whole process — from initial request to confirmed order — ate up 18 days.
After switching to the Odoo 18 Purchase module, Jordan now creates a Request for Quotation in under two minutes, sends it to multiple vendors from the same screen, and uses the built-in comparison tool to see every quote side by side — unit price, total cost, delivery terms, everything. He picks the best option, confirms the order with one click, and the vendor gets a purchase order instantly. That 18-day cycle dropped to 3 days. This guide walks through the complete process, from RFQ creation to vendor comparison and order confirmation.
What You Will Learn: How to navigate the RFQ dashboard and its views, how to create a new Request for Quotation, how to add products using the catalog or manual entry, how to organize order lines with sections and notes, how to configure Other Information (buyer, payment terms, Incoterms, fiscal position), how to create alternative RFQs for different vendors, how to compare product lines across vendors, and how to send, confirm, and print the final purchase order.
The RFQ Workflow at a Glance
The RFQ Dashboard
The dashboard opens to a list view showing all active and historical RFQs. At the top, summary tiles show key metrics:
Status Indicators
The dashboard groups RFQs by stage: To Send, Waiting, and Late. Jordan checks the "Late" counter every morning — if anything sits there for more than 48 hours, he follows up directly with the vendor.
List View Columns
Each RFQ row displays the Reference number, Vendor, Buyer, Order Deadline, Source Document, Total amount, and Status. Click the star icon on any row to flag it as high-priority for quick follow-up.
Filters & Grouping
Use built-in filters like My Purchases, Draft RFQs, and To Approve. Group by Vendor, Purchase Representative, or Order Date. Save frequent searches as Favorites for one-click access.
Switch between List, Kanban, Calendar, Activity, Pivot, and Graph views using the icons in the top-right corner. Jordan uses the Pivot view for monthly spend analysis and the Calendar view to track upcoming delivery deadlines.
Step 1: Create a New RFQ
Select the Vendor
Choose a vendor from your configured suppliers. Maple & Stone works with three furniture distributors: NorthPine Supply Co., Harbor Office Furnishings, and Summit Contract Furniture. Jordan selects NorthPine first — he will create alternatives for the other two later.
Set Delivery and Project
In the Deliver To section, specify the Operation Type for the incoming shipment (e.g., Receipts). If this RFQ is tied to a specific project, select it in the Project field. Jordan links it to "The Linden Hotel – Seattle."
Add Products
In the Products tab, add items using either the Add a Product button (manual) or the Catalog button (visual product selection). Jordan adds three items for the Seattle hotel:
── SECTION: Guest Room Furniture ────────────────────────── Product Qty Unit Price Subtotal Ergonomic Desk Chair 120 $185.00 $22,200.00 Standing Desk (72") 60 $420.00 $25,200.00 ── SECTION: Lobby Furniture ─────────────────────────────── Product Qty Unit Price Subtotal Lounge Accent Chair 24 $310.00 $7,440.00 ── NOTE: All items must meet BIFMA commercial-grade standards. Delivery to 1420 2nd Ave, Seattle, WA 98101. ───────────────────────────────────────────── TOTAL $54,840.00
Sections and Notes: Use Add a Section to group products by category (Guest Room Furniture, Lobby Furniture). Use Add a Note to include special instructions like delivery requirements or quality standards. Vendors see these when they receive the RFQ, reducing back-and-forth questions.
Step 2: Configure Other Information
Click the Other Information tab to fill in supplementary procurement details:
| Field | What It Controls | Maple & Stone Example |
|---|---|---|
| Buyer | The person managing this purchase | Jordan Blake |
| Company | Legal entity placing the order | Maple & Stone Interiors LLC |
| Source Document | Links the RFQ to another record | SO-2025-0047 (Linden Hotel contract) |
| Payment Terms | Payment schedule and conditions | 30 Days End of Month |
| Incoterm | Shipping responsibility split (buyer/seller) | FOB (Free on Board) |
| Incoterm Location | Exact point where responsibility shifts | Seattle Distribution Center |
| Fiscal Position | Tax rules and account mappings | Domestic – Washington State |
Incoterms Matter for International Orders: If Maple & Stone ever sources from overseas manufacturers, the Incoterm determines who pays for shipping, insurance, and customs. FOB means the seller covers costs until the goods are loaded onto the ship; after that, it is the buyer's responsibility. Getting this wrong can mean unexpected freight bills.
Step 3: Create Alternatives for Vendor Comparison
This is where the Purchase module's power really shows. Instead of creating separate RFQs from scratch for each vendor, use the Alternatives tab to generate linked quotes with a single click.
Create Alternative
Click the Alternatives tab, then Create Alternative. A dialog box appears — select a different vendor (e.g., Harbor Office Furnishings) and enable Copy Products to carry over all product lines and quantities from the original RFQ. Click Create Alternative. Repeat for Summit Contract Furniture.
Link Existing RFQs
Already have an RFQ you created earlier for one of these vendors? Use Link to Existing RFQ to pull it into the comparison group without creating a duplicate. This is useful when a vendor proactively sends you a quote before you formally request one.
Jordan now has three linked RFQs — one for each vendor — all containing the same 204 items. Each vendor can respond with their own pricing, and Jordan can compare them without touching a spreadsheet.
Step 4: Compare Product Lines
After receiving responses from all three vendors, click Compare Product Lines from the Alternatives tab. Odoo displays a side-by-side comparison view:
Vendor | Unit Price | Total (120) | Lead Time | Status
--------------------------|------------|--------------|-----------|--------
NorthPine Supply Co. | $185.00 | $22,200.00 | 14 days | RFQ Sent
Harbor Office Furnishings | $172.50 | $20,700.00 | 21 days | RFQ Sent
Summit Contract Furniture | $191.00 | $22,920.00 | 10 days | RFQ Sent
Best price: Harbor Office ($20,700) — saves $1,500 vs NorthPine
Fastest: Summit Contract (10 days) — 4 days faster than NorthPine
Best value: Jordan chose Harbor Office — $1,500 savings justified
the extra 7-day lead time since the hotel opens in 90 days.
The comparison view shows Product Name, Vendor, Reference, Status, Description, Quantity, Unit Price, Total Cost, and Company. Select the best vendor for each product line — you can even split the order, choosing one vendor for chairs and another for desks.
Step 5: Send, Confirm, and Print
Send by Email
Click Send by Email. Odoo generates a pre-filled email template with the RFQ details. Customize the message, add recipients in the "To" field, attach any supporting documents (floor plans, specs), and click Send. The RFQ status changes to RFQ Sent.
Confirm the Order
After selecting the best vendor from the comparison, click Confirm Order. The RFQ converts into a Purchase Order in a single click. The vendor receives the confirmed PO, and inventory receipt operations are created automatically.
Print or Cancel
Use Print RFQ to generate a PDF for documentation or physical records. If a deal falls through, click Cancel to close the RFQ at any point. Cancelled RFQs remain in the system for audit purposes.
Best Practices
Set Order Deadlines
Always fill in the Order Deadline field. This shows up in the "Late" counter on the dashboard and helps your team follow up on vendors who have not responded. Jordan sets a 5-business-day deadline on every RFQ.
Always Create Alternatives
Even for routine purchases, create at least two alternative RFQs. Maple & Stone saved $4,200 on their last three orders by comparing vendors instead of defaulting to the "usual" supplier. The extra two minutes of setup pays for itself every time.
Star Critical RFQs
Use the star icon to flag high-priority or time-sensitive RFQs. Filter by "Starred" to focus on what needs immediate attention. Jordan stars any RFQ over $10,000 so it gets daily follow-up until confirmed.
Summary
Key Takeaways: The Odoo 18 Purchase module transforms RFQ management from a manual, email-heavy process into a streamlined workflow. Create an RFQ by selecting a vendor, adding products (with sections and notes for organization), and configuring payment terms, Incoterms, and fiscal position. Use the Alternatives tab to generate linked RFQs for multiple vendors with copied product lines. Compare all quotes side by side using Compare Product Lines — evaluating unit price, total cost, and delivery terms in a single view. Send RFQs by email, confirm the best option into a Purchase Order with one click, and print for records. The entire cycle — from request to confirmed order — can be completed in minutes instead of weeks.