How Customers Submit Part RFQs 
Customer RFQs are submitted through Parts Portal and routed directly to the vendor for review. A single RFQ can contain multiple line items, allowing customers to bundle multiple existing parts, brand-new parts, or a combination of both into one request.
For each part line item within the RFQ, the customer provides required production details, including:
Part files and drawings
Quantities and revisions
Material and finish requirements
Requested timelines or due dates
Once routed, the RFQ appears in the vendor’s review queue as seen below:
Customer Manager Approval (If Enabled)
Some RFQs require customer-side approval before reaching the vendor. When enabled:
The RFQ is reviewed internally by a Customer Manager
Details are validated for accuracy and budget alignment
Only approved RFQs are released to the vendor for review
This ensures vendors receive RFQs that are ready for quoting.
Vendor Review & Quoting Process
From the RFQ dashboard, click the eye symbol 
to view the quote.
After an RFQ enters the vendor queue, vendors review the request to evaluate:
Part manufacturability
Pricing and cost structure
Requested delivery weeks (lead time): The system will now show a 🟢 Match or 🔴 Mismatch indicator right away to let you know if your standard delivery time aligns with the customer's request.
Based on this review, vendors can create a quote or reject the RFQ if it cannot be fulfilled.
1. Creating the Quote
Note for Multi-Part RFQs: The sections below (Configurations, Materials, Tooling, Operations, and Processing Times) must be completed individually for each part line item included in the RFQ. You can toggle between the different parts in your active builder view before finalizing the overall quote.
These next steps will walk you through every section when creating the quote on behalf of the customer.
When Creating the quote, the general information is prefilled from the customer's request. You may add any additional remarks in the box, if needed.
2. Configurations (Optional)
The configuration section allows you as the vendor, to choose a part complexity. It is not needed. However, the customer ranking does not allow you to edit, once in this stage.
3. Materials
This section shows the materials required for the part.
Tip: Clicking on the edit button in added material box will allow you to make more edits if needed.
Use the search bar to find and add materials to your quote. The search bar supports any order when searching material type, grade, shape, and size. In addition to materials, you as the vendor may add more. Below are steps given to walk you through this process:
4. Adding Materials
Select the materials needed for your part
Enter the yield per size (e.g., 10)
You can choose which supplier you prefer from the dropdown
Note:
If Alro is selected as a supplier & your connection is setup in Supplier settings, price will automatically be filled. You can also override and enter a manual price if you've negotiated a different price with your Alro sales rep.
If a different supplier is selected, pricing can be entered — but only after that supplier has been connected/configured in Supplier Settings.
4. Click "Add Material" to save.
5. You can add as many materials as needed
Automatic Supplier Price Updates
If your account is connected to Alro pricing, material pricing may automatically update.
Open quotes without manually overridden pricing are refreshed daily at approximately 2:00 AM
The system pulls the latest supplier material pricing
Quotes with manually entered material pricing will not be overwritten
💡 This ensures material pricing stays current while still allowing vendors to lock pricing when needed.
5. Tooling and Supplies
There are three indicated fields to double check before proceeding. These will be prefilled, but will allow you to still edit if needed. Below are definitions of what each
Initial Cost: A one-time tooling/setup charge (e.g., custom fixture, die, mold) not spread across units—charged fully on the first order.
Recurring Cost Per Part: The cost of expendable tooling per part and outsourced services (e.g., cutter wear, inserts, finishing (paint), hardware, deburring discs, other supplies needed to complete the part).
Tooling Description: Briefly describe the tooling or supply and why it’s required for this part. This helps ensure pricing accuracy and consistency on future quotes and reorders.
6. Operations
This section allows you to add any additional operations that go into making each part.
Tip: Routing Box indicates the sequence of operations your part goes through. You can drag to reorder the sequence if needed.
If you want to edit an operation, click on the 
symbol. A pop-up window will appear on the left-hand side of your screen. There are two type of views you can choose:
Default View:
Advanced View:
7. Files
This section allows you to attach any part files
8. Processing time
There are three fields that indicate the time it takes to process your part
Pre Processing (hours): Time required before main production starts in working hours (e.g., material sawing, incoming inspection, material delivery time).
Between Processing Wait (hours): Expected idle time between operations in working hours (e.g., laser to brake queue delay).
Post Processing (hours): Time for secondary processes in working hours (e.g., deburring, washing, packaging).
9. Applying Manual Discount/Surcharge Per Part
You can manually adjust pricing for individual parts by applying a discount or surcharge.
How It Works:
Enter a dollar amount in the Discount or Surcharge field.
The system automatically updates:
Cost Per Part
Total Cost
If a discount is applied, the cost per part is reduced and the total quote value updates accordingly.
If a surcharge is applied, the cost per part increases and the total quote value updates accordingly.
When to Use This
Manual adjustments may be used to:
Apply customer-specific pricing
Account for special handling or processing costs
Adjust pricing for competitive quoting situations
As a reminder: Required fields are marked with an asterisk (*). Each section must be completed before the part can be fully saved.
10. Reviewing Lead Times & Delivery Dates
Before finalizing the quote, you must review the Estimated Delivery Week. The system automatically calculates this based on your processing times and compares it to the customer’s request.
Match / Mismatch Indicators: A green 🟢 means your timeline works. A red 🔴 means your delivery falls outside their requested window.
Vendor Delivery Override: If you cannot meet the requested timeline, or if you can deliver it faster, you can manually override the Estimated Delivery Week.
Auto-Recalculation: If you change the delivery week, the system will automatically recalculate the Lead Time Multiplier and Total Price to match your new commitment.
Tip: If the customer selected a "Flexible" lead time, no mismatch warnings will appear!
Required Fields Overview (click on arrow to view more)
Required Fields Overview (click on arrow to view more)
Key required inputs include:
Part Number, Description, Customer, and Complexity Ranking
Initial and recurring tooling costs
Material selection
Operations and routing sequence
Processing time values
File attachments (drawings, specs, etc.)
RFQ Status reminders (click on arrow to view more)
RFQ Status reminders (click on arrow to view more)
RFQs use clear statuses to indicate their current state:
Under Vendor Review – RFQ is awaiting vendor action
Rejected – The RFQ, or specific part line items within the quote, were declined by the vendor or customer.
Quote Accepted & In Production – The quote has been approved and manufacturing is underway.
Tip: Bulk Status Updates
To streamline your production workflow, you can now perform bulk status updates rather than updating records individually. Simply select multiple eligible quotes and you can either:
Send to Production: For multiple accepted quotes.
Mark as Production Complete: For multiple quotes that are already in production.
These statuses provide visibility into RFQ progress from receipt through decision.
Automatic Distribution
Once a Sales Order is created (via Fulcrum integration), the system generates an Excel file with the BOM and routing details.
Access: This file is emailed to the vendor and is also available for direct download within the Order Details page in the Parts Portal.
Compatibility: This feature works for both Fulcrum and Non-Fulcrum vendors, ensuring everyone has the same production documentation.