Skip to main content

How to Create an RFQ by Uploading Your Materials List

Already have a materials list? Upload it to your RFQ and let suppliers quote from it, no manual entry needed.

Overview

You don't need to enter materials one by one to send a Request for Quote (RFQ). You can simply upload your own document (PDF, Word, Excel, and more) and suppliers will see the materials you're requesting.

When suppliers reply by uploading their quote, Ply captures the data from their document and creates the materials for you. All that's left is to review the offer and accept or reject it.

Here's how the full workflow looks:

  1. You create the RFQ and upload your materials list.

  2. The supplier receives the RFQ email and uploads their offer.

  3. Ply reads the supplier's document and creates the materials as a draft bid.

  4. You review the bid and accept or reject each material.

Step 1: Create the RFQ and upload your file

  1. Go to Purchasing > RFQs > Add Request

  2. Fill in the General Info step and click Next Step.

  3. In Material Info, open the Upload Files tab.

  4. Click Choose file, or drag your file into the box.

    • Supported formats: PDF, Word, Excel, and others (10 MB max).

Continue through the remaining steps:

  • Invite Suppliers: choose the suppliers who should receive the RFQ.

  • Fulfillment Info: add the delivery details.

  • Invite Users: add teammates who should follow the request.

  • Confirmation: review everything and send the RFQ.

💡 You don't need to fill in the Add Materials tab. Your uploaded file is enough for suppliers to see what you're requesting.

Step 2: The supplier uploads their offer

Each invited supplier receives an email with the RFQ details, including the delivery location. In the Attached Documents section of that email, the supplier will see the file you uploaded, so they can review the materials you're requesting.

Based on those materials, the supplier can respond to the RFQ by clicking Upload your offer and following the steps to attach their quote.

When the supplier uploads their offer, Ply captures the data from their document and automatically creates the materials in the bid for you.

Step 3: Review and accept or reject the quote

  1. Open your RFQ and go to Offers, click the supplier's offer.

  2. Review the Draft Materials Ply created from their quote, including quantity and cost.

  3. For each material:

    • Click ✅ to accept it.

    • Click ❌ to reject it.

    • Click the three dots (⋯) for more Edit or Link the Material with an existing one.

  4. Need to adjust something? Click Edit Draft.

  5. When you're done, click Save Bid.

Good to know

  • Swapped Materials are items the supplier replaced with a similar alternative.

  • Unavailable Materials are items the supplier can't provide; they won't be included in the final delivery.

  • Each bid shows an expiration date, so make sure to review it before it expires.

  • Once you receive more than two bids, Ply groups the best offers into Mixed Bid By Lead Time and Mixed Bid By Price, so you can compare quickly.

⚠️ Always double-check the draft materials against the supplier's original quote. You can find it under Attached files in the offer.

Still need help? Contact Support!

Questions about submitting your offer or the RFQ process? Our support team is happy to help.

Contact Support
Did this answer your question?