> For the complete documentation index, see [llms.txt](https://docs.riff.ai/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.riff.ai/playbooks/procurement/run-an-rfq.md). # Run an RFQ **Best fit:** Agent (sending and tracking) + App (comparison and decision) **ERP systems:** Infor LN / M3, SAP S/4HANA, Oracle ERP Cloud, Microsoft Dynamics 365 **Time to build:** \~45 minutes *** ## What you're building A workflow that handles the request-for-quotation cycle end to end: the agent sends RFQ emails to your approved supplier list, tracks responses as they arrive, and surfaces the best quote against your criteria (price, lead time, quality rating). Your buyer reviews the shortlist in a simple App and makes the award decision — which the agent then writes back to your ERP. *** ## What you need * Riff workspace with your ERP connected * Your approved supplier list (from ERP vendor master or a spreadsheet — Riff can import either) * Read access to open purchase requisitions in your ERP * Write access to create purchase orders or RFQ records * Supplier email addresses (from vendor master or Riff's address book) *** ## Option A: Agent-first (recommended for high volume) Use this when your team runs frequent RFQs with a stable supplier list and clear award criteria. ### Step 1: Define the job Before you start, write down: * Which requisitions trigger an RFQ (e.g. all PRs above £5,000 or for a specific category) * Which suppliers to contact (all approved, or a subset per category) * What the RFQ email should say and what deadline you give suppliers * How you score responses (lowest price wins, or price × lead time × quality rating) * Who makes the final award decision ### Step 2: Create the agent 1. Click **+ New** → **Agent** 2. Name it — e.g. "RFQ Agent" 3. Open the **Profile** tab and describe the job: > You monitor open purchase requisitions in \[ERP]. When a requisition meets the RFQ criteria (value above £5,000 and category = indirect materials), you send a request for quotation to the three approved suppliers in that category. You track responses over the deadline period. When all responses are received (or the deadline passes), you summarise the quotes and flag the best option to the buyer. You do not award the order — that decision stays with the buyer. ### Step 3: Connect and configure 1. **Integrations tab**: connect your ERP, authenticate, test connection 2. **Triggers tab**: add a schedule trigger (e.g. daily at 09:00 to check for new PRs) and an email trigger (to process incoming supplier responses) ### Step 4: Build the App (comparison view) When the agent has collected quotes, buyers need a screen to review them: 1. Click **+ New** → **App** (or add to your existing procurement App) 2. Build a comparison table — supplier name, unit price, lead time, quality rating, total score 3. Add an "Award to supplier" button that confirms the selection and triggers the agent to write the PO to your ERP See [Designing your first App](https://github.com/ElleNealAI/riff-docs/blob/main/getting-started/designing-your-first-app.md) for step-by-step guidance on the App build. ### Step 5: Test and go live 1. In the agent's **Chat** tab: `Show me the open requisitions that qualify for an RFQ` 2. Confirm the list is correct 3. `Draft the RFQ emails for PR-XXXXX` — review the drafts before the agent sends 4. Once happy, enable the trigger and go live *** ## Option B: App-first (recommended for complex RFQs) Use this when each RFQ needs significant manual input — custom specs, negotiation, or multi-round bidding. 1. Build an App with an RFQ form (supplier selection, line items, deadline, evaluation criteria) 2. The App submits the RFQ via the agent's send capability 3. Responses come back into the App's inbox for review *** ## What good looks like * Buyers spend their time on award decisions, not email management * All RFQ activity is logged against the requisition in your ERP * Response deadlines are tracked automatically — no chasing needed * The agent escalates when a supplier goes dark before deadline *** ## Variations **If your suppliers use a portal:** Adapt the agent to submit RFQs via the portal API and poll for responses. **If you need multi-round bidding:** The agent can send a second round to shortlisted suppliers based on first-round results. **If award criteria are non-standard:** Brief the agent with your scoring model. It can apply weighted criteria across supplier attributes stored in your ERP. --- # Agent Instructions This documentation is published with GitBook. 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