Overview
You create a new RFQ in four steps: General → Articles → Details → Suppliers. Finally, click "Publish". With a template, many details are already prefilled (see "RFQ templates and internal fields").
Step 1: General
Title
Main contact for suppliers — shown to Suppliers as the contact person and receives notifications, e.g. when a Supplier responds, declines or withdraws their quote
Team members notified — are also notified as soon as a Supplier responds
Deadline — Suppliers can only submit quotes until this date
Invitation message — in your organization's Supplier languages (Settings → Supplier languages); use "Auto-translate" to fill in further languages
Documents — e.g. NDAs or terms and conditions (Suppliers see these as "General documents")
Internal information — your organization's internal fields; they are not visible to Suppliers
Step 2: Articles
Add Articles via "Add Articles", "Create Article" or "Import Articles". For each Article, you can specify:
Quantities (incl. quantity tiers)
Price unit (e.g. 1 piece, 1000 meters, 1000 kilograms)
Optional: Comment or Attachments
Use "Add column" to show further columns – either your organization's Article properties (e.g. material or demand strategy, if maintained) or custom text columns. You can change the order of Articles and columns.
Take quantities from Analytics: If the Analytics module is enabled, you find the option "Pull quantities from analytics" in the "Quantities" column header. Select a time period and Tacto takes over the historical quantities – quantities already entered are overwritten. Especially for recurring tenders (e.g. tools, indirect spend, MRO), this saves you the detour via Excel.
Step 3: Details
"Bid sheet" tab: By default, the price per unit is requested. In addition, the standard columns minimum order quantity, tooling costs, transport costs and lead time in calendar days are available, as well as custom columns (text, number or price, optionally as a required field).
"Currencies & Commercial terms" tab:
Base currency (default: EUR) — default currency for Suppliers and basis for the conversion in the comparison.
"Enable Suppliers to submit prices in additional currencies" — disabled by default. If the option is active, Suppliers can respond in a different currency; Tacto automatically converts the quotes into your base currency in the comparison.
Optionally request payment terms (e.g. cash discount) and Incoterms.
Step 4: Suppliers
Click "Add Supplier Contacts" and select the Contacts you want. Use "Add Supplier lists" to add saved Supplier lists. Under "Suggested suppliers", Tacto suggests Suppliers that supply the requested or similar Articles.
If a Contact has the responsibility "RFQs for Articles" assigned, this Contact is preselected automatically. If a contact person is missing in Tacto, you can create them directly here without switching to the Supplier profile first.
Preview and publish
Use "Preview RFQ" and "Preview invitation email" to check how the RFQ and the invitation reach your Suppliers. Then click "Publish" – the Suppliers receive their invitation by email.
Please note: Articles and bid sheet can no longer be changed after publishing — this way all Suppliers work with identical conditions. When a Supplier submits a quote, Tacto automatically creates the supply source for the requested Articles.
Frequently asked questions
Q: How do I select suitable Suppliers?
A: You can add as many Suppliers as you like and use Tacto's suggestions. A strategically broad selection allows better comparability and well-founded decisions.
Q: Can I save an RFQ before publishing?
A: Yes. As long as the RFQ has not been published, it remains a draft in the RFQ overview and can be edited further at any time.