Request for Quotation in Odoo 18
By Braincuber Team
Published on December 29, 2025
Procurement manager sourcing office furniture creates vendor selection disaster: needing 50 desks chairs filing cabinets sending individual RFQ emails to 5 suppliers manually copying product specifications quantities into each email consuming 4 hours, no vendor comparison receiving prices from Vendor A 8500 dollars Vendor B 7200 dollars Vendor C 8900 dollars manually creating comparison spreadsheet calculating totals separately losing 2 hours, missing cost savings purchasing all from Vendor A despite Vendor B offering 1300 dollars lower total because forgot calculate combined totals, duplicate RFQ management creating separate RFQ for chairs then discovering desk vendor also sells chairs requiring second request same supplier creating confusion, and no alternative tracking unable linking related RFQs losing visibility which suppliers quoted which products—generating procurement inefficiency cost overruns administrative burden supplier confusion and missed savings opportunities from manual RFQ creation without vendor comparison alternative linking and automated selection requiring streamlined multi-vendor quotation request system.
Odoo 18 Request for Quotation Management enables efficient procurement through RFQ creation sending requests to vendors, vendor selection choosing from configured supplier database, product catalog integration adding items from predefined products, alternative RFQ creation generating multiple quotes for same products different vendors, link existing RFQs connecting related quotations for comparison, compare product lines side-by-side vendor pricing analysis, automatic calculation computing totals per vendor, email integration sending RFQs directly to suppliers, purchase order conversion confirming selected vendor quote, and starred prioritization marking urgent RFQs—reducing RFQ creation time 75 percent through catalog integration eliminating missed savings through automatic comparison preventing duplicate requests via alternative linking enabling data-driven vendor selection through side-by-side analysis and streamlining procurement workflow from quotation request to purchase order confirmation achieving cost optimization through systematic multi-vendor comparison.
RFQ Features: RFQ creation, Vendor selection, Product catalog, Create alternatives, Link existing RFQs, Compare lines, Email integration, PO conversion, Starred priority, Multiple views, Filtering grouping
RFQ Dashboard Overview
Purchase module RFQ management:
Accessing RFQs:
- Go to Purchase → Orders → Requests for Quotation
- Dashboard displays overview
Dashboard Metrics:
To Send
RFQs drafted not sent
Waiting
RFQs sent awaiting response
Late
Overdue RFQs past deadline
Average Order Value
Mean RFQ amount
RFQ List View Columns:
| Column | Description |
|---|---|
| Reference | RFQ number e.g. RFQ00042 |
| Vendor | Supplier name |
| Company | Purchasing company |
| Buyer | Purchase representative |
| Order Deadline | Expected delivery date |
| Source Document | Originating record |
| Total | RFQ total amount |
| Status | RFQ Sent Draft Purchase Order |
Starred Priority:
Click star icon next to RFQ marking urgent or important quotations. Starred RFQs appear at top enabling quick identification priority processing.
Views and Filtering
Available Views:
- List View: Default tabular display all RFQs
- Calendar View: RFQs organized by deadline dates
- Activity View: RFQs with scheduled activities follow-ups
- Pivot View: Cross-tab analysis by vendor buyer period
- Graph View: Visual charts RFQ trends amounts
- Kanban View: Drag-drop cards by stage status
Predefined Filters:
My Purchases
RFQs assigned to you
Starred
Priority marked RFQs
Purchase Orders
Confirmed orders only
To Approve
Awaiting approval
Draft RFQs
Not yet sent
Custom Filter
Create own criteria
Group By Options:
- Vendor: Group RFQs by supplier
- Purchase Representative: Group by buyer
- Order Date: Group chronologically
- Custom Group: Define own grouping
Creating New RFQ
RFQ Creation Steps:
- From RFQ list click New
- RFQ form opens
- Select Vendor from dropdown
- Configure delivery details:
- Deliver To: Receiving location
- Operation Type: Incoming shipment type
- Project: Associated project (optional)
Vendor Selection:
Vendor selection from configured suppliers:
- Dropdown shows vendors from Purchase → Configuration → Vendors
- Each vendor includes contact info payment terms
- Create new vendor on-the-fly if needed
Products Tab
Adding items to RFQ:
Adding Products:
Method 1: Add a Product
- Click Add a Product button
- New line appears
- Select product from dropdown
- Quantity auto-fills or edit manually
- Unit price vendor price or manual entry
- Subtotal calculates automatically
Method 2: Catalog
- Click Catalog button
- Product catalog opens showing all purchasable products
- Browse or search products
- Click products to add to RFQ
- Close catalog items added to RFQ
Product Line Organization:
Add a Section:
Click Add a Section creating category headers organizing products. Example: Section FURNITURE containing desks chairs. Section ELECTRONICS containing computers monitors.
Add a Note:
Click Add a Note inserting text notes instructions. Displayed in italics. Example: All furniture must be delivered assembled or Special packaging required for fragile items.
Other Information Tab
Additional RFQ Details:
| Field | Description |
|---|---|
| Buyer | Purchase representative managing RFQ |
| Company | Purchasing entity multi-company setup |
| Source Document | Reference to originating record e.g. sales order |
| Payment Terms | Expected payment schedule e.g. Net 30 |
| Incoterm | International shipping terms e.g. FOB CIF |
| Incoterm Location | Port or warehouse where responsibility transfers |
| Fiscal Position | Tax rules and account mappings |
Alternatives Tab
Multi-vendor comparison capability:
Create Alternative RFQ:
- Click Alternatives tab
- Click Create Alternative button
- Pop-up opens with options:
- Vendor: Select different supplier
- Copy Products: Enable to copy product lines from current RFQ
- Click Create
- New RFQ created for alternative vendor with same products
- Both RFQs linked for comparison
Link Existing RFQ:
Connect previously created RFQs:
- Click Link to Existing RFQ
- List of RFQs appears
- Select RFQ to link (same products different vendor)
- Click Link
- RFQs now connected for comparison
Compare Product Lines
Side-by-side vendor analysis:
Accessing Comparison:
- After creating linking alternative RFQs
- Click Compare Product Lines button
- Comparison view opens
Comparison View Shows:
| Column | Details |
|---|---|
| Product Name | Item being quoted |
| Vendor | Supplier name per line |
| Reference | RFQ number |
| Status | Draft RFQ Sent Purchase Order |
| Description | Product specifications |
| Quantity | Units requested |
| Unit Price | Price per unit from vendor |
| Total | Line total quantity × price |
| Company | Purchasing company |
Example Comparison:
Product: Office Desk Oak Finish
| Vendor | Qty | Unit Price | Total |
|---|---|---|---|
| Vendor A | 50 | 150 | 7500 |
| Vendor B | 50 | 140 | 7000 |
| Vendor C | 50 | 165 | 8250 |
Best Price: Vendor B saves 500 versus Vendor A 1750 versus Vendor C
Sending RFQ
Email Integration:
- In RFQ click Send by Email
- Email composer opens
- Pre-filled template with RFQ details
- Configure email:
- To: Vendor email auto-filled or add recipients
- Subject: RFQ reference number
- Body: Customize message
- Attachments: RFQ PDF auto-attached add more if needed
- Click Send
- Email sent to vendor
- RFQ status changes to RFQ Sent
Print RFQ:
Click Print RFQ generating PDF document. Use for physical mailing record-keeping or manual faxing to vendors without email.
Confirming Purchase Order
Converting RFQ to PO:
- After vendor responds with pricing
- Update RFQ with vendor-confirmed prices
- Click Confirm Order
- RFQ converts to Purchase Order
- Status changes to Purchase Order
- PO number generated
- Receipt and invoice processes enabled
Cancel Option:
Click Cancel button terminating RFQ process. RFQ marked cancelled. Use when vendor unavailable pricing unacceptable or requirements changed.
RFQ Workflow Example
Complete Procurement Scenario:
Requirement: Purchase 50 office desks need best price from 3 vendors
Step 1: Create Initial RFQ
- Create RFQ for Vendor A
- Add product: Office Desk 50 units
- Save RFQ
Step 2: Create Alternatives
- Alternatives tab → Create Alternative
- Select Vendor B copy products
- Repeat for Vendor C
- Three linked RFQs created
Step 3: Send to Vendors
- Send each RFQ via email to respective vendor
- All RFQs status: RFQ Sent
Step 4: Receive Quotes
- Vendor A responds: 150 dollars/unit
- Vendor B responds: 140 dollars/unit
- Vendor C responds: 165 dollars/unit
- Update each RFQ with vendor prices
Step 5: Compare
- Click Compare Product Lines
- Side-by-side view shows:
- Vendor A: 7500 total
- Vendor B: 7000 total (BEST PRICE)
- Vendor C: 8250 total
Step 6: Confirm Order
- Select Vendor B RFQ
- Click Confirm Order
- Converts to Purchase Order
- Cancel Vendor A and C RFQs
- Savings: 500 versus Vendor A 1250 versus Vendor C
Best Practices
Always Create Alternative RFQs Before Sending to Enable Fair Comparison: Sending individual RFQs different vendors separately equals difficult comparison requiring manual spreadsheet compilation. Create alternatives from single RFQ linking all quotes enabling automatic comparison view. Send all simultaneously ensuring vendors quote same specifications quantities preventing apple-orange comparisons.
Use Starred Feature for High-Priority or Time-Sensitive RFQs: Urgent procurement 100 RFQs needing immediate attention lost in list equals missed deadlines. Star critical RFQs appearing at top filtered via Starred filter. Daily starred RFQ review ensures priority items receive immediate attention preventing business disruption from delayed procurement.
Leverage Compare Product Lines for Data-Driven Vendor Selection Beyond Price: Choosing vendor solely on lowest unit price ignoring totals delivery terms equals suboptimal decision. Compare view shows total costs per vendor. Consider delivery dates minimum orders payment terms alongside pricing. Vendor offering slightly higher unit price with better payment terms faster delivery may provide superior total value through cash flow working capital optimization.
Conclusion
Odoo 18 Request for Quotation Management enables efficient procurement through RFQ creation vendor selection product catalog integration alternative RFQ generation existing RFQ linking side-by-side comparison email integration purchase order conversion and priority tracking. Reduce RFQ creation time 75 percent through catalog integration eliminating missed savings through automatic comparison preventing duplicate requests via alternative linking enabling data-driven vendor selection through comparative analysis streamlining procurement workflow from quotation request to purchase order confirmation achieving cost optimization through systematic multi-vendor comparison supporting strategic sourcing through comprehensive vendor analysis and maintaining procurement efficiency through organized RFQ management achieving optimal purchasing decisions through transparent vendor comparison.
