Get More Competitive Quotes Faster on Indirect Categories

Too many buyers rely on ERP system exports to create RFQs for indirect categories like MRO, freight, and corrugated packaging. But ERP data rarely includes the information suppliers need to quote accurately. 

If suppliers have to spend extra time researching details or making assumptions, you’ll get delayed responses, inconsistent pricing, and inflated costs. Worse, you might end up comparing quotes that aren’t apples to apples. 

Refining your RFQ process can speed up responses, improve competitiveness, and generate real savings. Here’s how to tighten up your RFQs and unlock cost reductions—fast. 

The Most Common Missing Data from RFQs 

Suppliers need specific details to provide accurate pricing. Yet, key data points are often missing from RFQ files, leading to guesswork and mismatched quotes. 

Want better results? Make sure your RFQ includes: 

• MRO: Manufacturer names and part numbers for each item. Suppliers need to know exactly what you’re buying to cross-reference pricing and availability. Generic descriptions lead to inaccurate or inflated quotes. 
• Freight (LTL): Accessorial details for each lane. Carriers price differently based on pickup and delivery locations, liftgate needs, inside delivery, and other accessorials. Without these details, you won’t get valid rate comparisons. 
• Corrugated Packaging: Order quantities. Packaging suppliers price based on volume and frequency. If you don’t specify how often you order and in what quantities, you’ll get pricing assumptions that don’t reflect reality. 

Without these data points, suppliers will either build in a pricing cushion or skip your RFQ entirely. That leads to higher costs and lost savings opportunities. 

Eliminate Unnecessary RFQ Line Items 

Many buyers send bloated RFQs that include low-volume or non-strategic items. This makes it harder for suppliers to respond quickly and competitively. Instead, focus on the high-spend, recurring items that drive the most savings. 

Here’s what to cut: 

• MRO: Remove items with annual purchases of just 1 or 2 units. These aren’t significant enough to impact pricing. 
• Freight (LTL): Skip non-rated items like tariffs, customs brokerage fees, and surcharges that aren’t part of standard carrier pricing. 
• Corrugated Packaging: Exclude low-value supplies like tape, stretch wrap, and pallets. These don’t need to be part of your market basket for pricing exercises. 

By eliminating clutter, you make it easier for suppliers to focus on the items that matter—resulting in faster, more competitive quotes. 

The Impact of a Cleaner RFQ 

Companies that refine their RFQ process see significant savings in a short timeframe.

Here are real examples of what’s possible: 

• 8.5% savings ($560K/year) on MRO, implemented in 13 weeks 
• 7% savings ($575K/year) on corrugated packaging, implemented in 15 week 
• 5% savings ($220K/year) on freight, implemented in 14 weeks 

These results don’t require a year-long sourcing project. A streamlined RFQ process can deliver cost savings in just 14–15 weeks. 

Why This Works 

Most suppliers want to win your business, but when RFQs are unclear or overly complex, they either: 

• Inflate prices to cover uncertainty 
• Take too long to respond 
• Skip quoting altogether 

By giving them clear, focused RFQs with the right details, you make it easier for them to provide faster, more competitive quotes.

That puts you in a stronger negotiating position and accelerates cost savings. 

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