# Vendor RFQ Workflow

> Serenza's unique request-for-quote system for managing vendor bids and contracts.

The RFQ (Request for Quote) workflow is one of Serenza's most powerful features, designed specifically for wedding planners who need to manage multiple vendor proposals efficiently. Unlike generic CRM tools, Serenza's RFQ system handles the complete vendor selection lifecycle.

## What is an RFQ?

An RFQ (Request for Quote) is a formal request sent to vendors for pricing and availability. In wedding planning, this is used to:

- Get quotes from multiple caterers, photographers, or venues
- Compare vendor proposals side-by-side
- Track which vendors have responded
- Manage the acceptance/rejection process

## How the RFQ Workflow Works

### Step 1: Identify a Need

When planning a wedding, you identify a need (e.g., "We need a photographer"):

1. Open the wedding → **Needs**
2. Create a new need:
   - Service type (photography, catering, etc.)
   - Budget range
   - Specific requirements
   - Preferred dates

### Step 2: Create RFQs

From the need, create RFQs to send to potential vendors:

1. Click **Create RFQ** from the need
2. Select vendors to include:
   - Choose from your vendor directory
   - Add new vendors on the fly
3. Customize the RFQ message:
   - Describe the wedding details
   - Specify what you're looking for
   - Set response deadline

### Step 3: Send to Vendors

Vendors receive the RFQ via email with a unique link:

- They don't need a Serenza account
- They can respond directly through the link
- They can upload proposals, photos, and documents
- They can ask clarifying questions

### Step 4: Receive Responses

As vendors respond, their proposals appear in Serenza:

- View all responses in one place
- Compare pricing, services, and availability
- See vendor ratings and reviews (if available)
- Track response times

### Step 5: Evaluate and Decide

Use Serenza's comparison tools to make informed decisions:

- Side-by-side comparison view
- Budget impact analysis
- Availability calendar overlay
- Team notes and discussions

### Step 6: Accept or Decline

Once you've made your decision:

- **Accept:** Vendor is notified and added to the wedding
- **Decline:** Vendor receives a polite rejection (customizable)
- **Negotiate:** Continue the conversation through the platform

### Step 7: Onboard the Vendor

After acceptance:

- Vendor is automatically added to the wedding
- Payment schedule is created
- Timeline events are linked
- Calendar entries are generated

## Key Features

### 4-Step RFQ Wizard

Serenza guides you through the RFQ process:

1. **Appointment Scheduling:** Set up initial meeting with vendor
2. **Proposal Review:** Evaluate the vendor's proposal
3. **Payment Planning:** Agree on payment terms
4. **Contract Finalization:** Complete the vendor agreement

### Public Response Portal

Vendors respond through a public, password-protected portal:

- No login required for vendors
- Mobile-friendly interface
- Document upload support
- Real-time notifications

### Automated Notifications

Stay informed throughout the process:

- When vendors view the RFQ
- When responses are submitted
- When deadlines are approaching
- When decisions are made

### Response Tracking

Monitor the RFQ lifecycle:

- Sent → Viewed → Responded → Accepted/Declined
- Response time metrics
- Vendor engagement analytics

## Benefits for Wedding Planners

### Time Savings
- Send RFQs to multiple vendors simultaneously
- Automated follow-ups for non-responses
- Centralized communication (no email hunting)

### Better Decisions
- Compare proposals side-by-side
- Track budget impact in real-time
- Historical data on vendor performance

### Professional Image
- Consistent RFQ format
- Branded communication
- Timely responses to vendors

### Reduced Stress
- Clear workflow with defined steps
- Automated reminders
- No lost proposals or missed deadlines

## Example Workflow

**Scenario:** Planning a wedding for 150 guests, need a caterer

1. **Need Created:** "Catering for 150 guests, budget €5,000-€7,000"
2. **RFQs Sent:** To 3 caterers (Catering Aurora, Banquetes Elegante, Gastronomía Moderna)
3. **Responses Received:**
   - Catering Aurora: €6,200 (includes dessert bar)
   - Banquetes Elegante: €5,800 (standard package)
   - Gastronomía Moderna: €6,500 (farm-to-table menu)
4. **Comparison Made:** Budget impact, menu options, reviews
5. **Decision:** Accepted Catering Aurora (best value with dessert)
6. **Vendor Added:** Automatic timeline and payment setup

## Integration with Other Features

- **Calendar:** Vendor meetings auto-scheduled
- **Budget:** Payment tracking from RFQ to final invoice
- **Timeline:** Vendor setup/breakdown times added
- **Tasks:** Follow-up tasks created automatically
- **Portal:** Couple can see vendor status

## Tips for Effective RFQs

1. **Be Specific:** Clear requirements lead to better proposals
2. **Set Deadlines:** Give vendors 5-7 days to respond
3. **Include Budget:** Helps vendors tailor their proposals
4. **Follow Up:** Use Serenza's automated reminders
5. **Document Everything:** Keep all communication in one place

## Related Resources

- [Vendor Management](features-vendor-management.md)
- [Budget Tracking](features-budget.md)
- [Timeline Management](features-timeline.md)
- [Getting Started](getting-started.md)