Quick Start Guide
Get up and running with QuoteBase in 5 minutes
Create Your Organization
After signing up, you'll be prompted to create your organization. This is your workspace where all RFQs, suppliers, and team members will be managed.
What You Need
- Organization name (e.g., "Acme Manufacturing")
- Primary currency (USD, EUR, TRY, etc.)
- Timezone (for deadline calculations)
- Industry/sector (optional, helps with defaults)
Pro Tip
Choose your currency carefully! All RFQs will default to this currency. You can override per-RFQ, but most users stick with their primary currency.
Your organization settings can be changed later in Dashboard → Settings → Organization. Only the organization owner can modify these settings.
Create Your First RFQ
You have two options: upload an Excel file or create manually. Most users start with Excel since they already have their parts list ready.
Option A: Upload Excel (Recommended)
- Click "New RFQ" button in dashboard
- Select "Upload Excel" option
- Choose your .xlsx or .xls file (max 10MB)
- QuoteBase auto-detects columns and data types
- Map custom fields if you have any (Material, Finish, etc.)
- Review the preview table
- Set RFQ title and deadline
- Click "Create RFQ"
Option B: Manual Entry
- Click "New RFQ" → "Create Manually"
- Enter RFQ title (e.g., "CNC Parts Q1 2025")
- Set deadline date and time
- Click "Add Line Item" for each part
- Fill in: Description, Quantity, Unit
- Add custom field values if defined
- Click "Save as Draft" or "Publish"
Important
Excel import: Make sure row 1 contains column headers. Without headers, auto-detection won't work properly.
Pro Tip
Start with a small test RFQ (5-10 items) to learn the system before importing your full catalog.
Invite Suppliers
Once your RFQ is created, invite suppliers to submit quotes. You can invite from your directory or add new suppliers on the fly.
Adding Suppliers
- Click "Invite Suppliers" on your RFQ page
- Search your supplier directory by name or category
- Select suppliers you want to invite
- OR click "Add New Supplier" to add one on the fly
- Enter supplier email and basic info
- Review the list of invited suppliers
- Click "Send Invitations"
What Suppliers Receive
- Email notification with RFQ details
- Magic link (no login required)
- View RFQ line items with specs
- Submit quote with line-by-line pricing
- Optional: Delivery time, notes, attachments
Suppliers are automatically added to your directory when invited. You can rate suppliers (1-5 stars) based on their performance for future reference.
Pro Tip
Invite 3-5 suppliers per RFQ for competitive pricing. Too few = limited options, too many = overwhelming.
Review & Compare Quotes
As suppliers submit quotes, you'll receive email and in-app notifications. Use QuoteBase's comparison tools to analyze and select the best offer.
Comparison Modes
- Item-by-Item: Compare each line across all suppliers, pick best for each
- Total per Vendor: Select single supplier with lowest grand total
- Pack-Based: Group items by pack_id, award entire pack to one supplier
Evaluation Criteria
- Unit prices (excl. and incl. KDV tax)
- Total amount per supplier
- Delivery/lead time provided by supplier
- Payment terms offered
- Incoterms (FOB, CIF, DDP, EXW)
- Supplier notes and attachments
Don't just pick the cheapest! Consider delivery time, payment terms, and supplier notes. Compare total costs including tax when evaluating quotes.
Pro Tip
Use the "Accept" button to mark a quote as winner. This triggers automatic notifications to the supplier and updates your analytics.
Next Steps
Congratulations! You've completed your first RFQ cycle. Here are some advanced features to explore next:
- Set up Custom Fields for your industry (Settings → Custom Fields)
- Invite team members with roles (Settings → Team)
- Run multi-round negotiations for better pricing
- Configure webhooks for ERP integration (Professional plan)
- Explore analytics dashboard for spending insights