RFQ Submission Form
Collect comparable bids: specs, unit pricing, lead times and validity — no more PDF chaos.
A ready-to-use manufacturing & industrial form for small teams who need a reliable intake process: 16 questions, 3 pages, 3 conditional rules.
- Questions
- 16
- Pages
- 3
- Layouts
- classic · card
- Conditional rules
- 3
Searches this template answers
Also filed under
Live preview and test console
This is the real form. Answer it to test the 2 conditional rules — nothing is sent or stored.
Page 1 of 3 — Bidder
Every question on this page is currently visible.
Compliance checklist
- Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
- Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
- Legal text not required — passingThis template collects neither health nor regulated financial information.
- Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.
What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.
Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.
Who this template is for
RFQ Submission Form is built for small teams who need a reliable intake process who need to collect the same complete information from everyone.
- Small teams who need a reliable intake process working in manufacturing & industrial.
- Teams who need to collect the same complete information from everyone without writing code or paying for a custom build.
- Anyone replacing chasing missing details over email with one structured record per enquiry.
- Respondents are the people you send it to — the form asks them 16 questions across 3 screens.
- Mobile-heavy audiences, thanks to the one-question-per-screen card layout.
Why this form is useful
It removes the cost of chasing missing details over email and turns each submission into a record your team can act on immediately.
- 8 questions are required, so submissions arrive complete instead of needing a follow-up email.
- It collects a verified email address so replies and confirmations land.
- It captures a phone number for urgent follow-up.
- It accepts a document or photo upload as evidence.
- It pins the request to a specific date.
- It captures a numeric value you can filter and sort on.
- Conditional logic hides 3 questions until they are relevant — shorter forms convert better than long ones.
- Splitting the form across 3 pages keeps each screen short and shows respondents how much is left.
How to use this template
From copy to live form is a few minutes of work, and every step is reversible.
- 1Press “Use this template” — a fresh copy of RFQ Submission Form lands in your workspace, ready to edit.
- 2Rename or delete any question, and change what is required. Nothing here is fixed.
- 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
- 4Check the upload limits on the file question so respondents can attach what you actually need.
- 5Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
- 6Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.
Logic and conditions blueprint
Exactly how this form behaves as it is answered — 3 conditional rules ship with it.
- Features conditional validation: if “Specification compliance” is Partial, “Deviations” becomes mandatory before the form can be sent.
- Features advanced show logic: if “Lead time in days” is greater than 60, the form dynamically exposes “Is an expedite option available?”. Otherwise that question never appears.
- Features advanced show logic: if “Is an expedite option available?” is Yes, the form dynamically exposes “Expedited lead time and cost”. Otherwise that question never appears.
- All 3 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.
About this template
Bids arriving as PDFs cannot be compared without retyping them, and retyping is where buying decisions quietly go wrong. This form makes every supplier answer the same questions in the same units, so the comparison is a sort rather than an afternoon. Unit price, minimum order quantity and lead time in days are separate numeric fields for exactly that reason. Price validity is required because a quote without an expiry is not a quote, and shipping and payment terms are dropdowns because "delivered" means four different things depending on who wrote it. The support page is where the honesty lives: a supplier declaring partial compliance with the specification must list the deviations, which surfaces the substitutions that otherwise appear at first delivery. A long lead time offers an expedite question rather than disqualifying the bid outright. Send the link to every invited supplier and the responses arrive as one comparable table.
What this form asks
Every question is editable — rename it, make it optional, or delete it entirely.
Page 1 — Bidder
- Companyrequired
- Contact namerequired
- Email addressrequired
- Phone number
Page 2 — Your bid
- RFQ referencerequired
- Unit pricerequired
- Minimum order quantity
- Lead time in daysrequired
- Is an expedite option available?
- Expedited lead time and cost
- Price valid untilrequired
- Shipping terms
- Payment terms
Page 3 — Support
- Specification compliancerequired
- Deviations
- Attach datasheet or quote
16 questions in total.
How the form changes as it's filled in
This template ships with 3 conditional rules, grouped into 3 behaviours driven by 3 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.
Driven by “Specification compliance”
- Makes answers required
If “Specification compliance” is Partial, “Deviations” becomes required before the form can be submitted.
Driven by “Lead time in days”
- Reveals questions
If “Lead time in days” is greater than 60, the form reveals “Is an expedite option available?”.
Driven by “Is an expedite option available?”
- Reveals questions
If “Is an expedite option available?” is Yes, the form reveals “Expedited lead time and cost”.
Set it up step by step
- 1
Publish the specification first
Compliance answers only mean something when every bidder read the same document.
- 2
Insist on units
State the unit of measure in the RFQ itself so unit price is comparable across bids.
- 3
Score on landed cost
Combine unit price, shipping terms and lead time before ranking; the cheapest unit price often is not the cheapest bid.
- 4
Read the deviations before the price
A partial compliance note usually explains why one bid is unexpectedly low.
Mistakes to avoid
- Letting suppliers answer in their own formats, which forces a manual re-key and invites transcription errors.
- Accepting quotes with no validity date and then being surprised by a price increase at order time.
- Ignoring the deviations field and discovering a substituted material at first delivery.
What it pairs with
Most teams don't run this form on its own. These are the forms and systems it sits next to.
- Supplier Onboarding Form
- Purchase Order Request
- Goods Received Note
What to do with the responses
Rank the bids on landed cost and lead time, question any partial compliance, then raise a purchase order request for the winner.
Works in both layouts
Forms that overlap this one
These pages cover the same subject ground as the rfq submission form, matched on the words people actually search for.
Purchase Order Request Form
billchangedowntimeengineeringfactory
Supplier Onboarding Form
billchangedowntimeengineeringfactory
Purchase Order Form
billchangedowntimeengineeringfactory
COSHH Assessment Record
billchangedowntimeengineeringfactory
DSE Workstation Assessment
billchangedowntimeengineeringfactory
Goods Received Note
billchangedowntimeengineeringfactory
Privacy & compliance
This form takes money. Card details are handled by the payment provider and never stored in your response data — you keep the order details, not the card number.
Frequently asked questions
Can suppliers see each other's bids?
No. Each submission is private to your account, which is what makes a single shared link safe to send to every bidder.
How many suppliers should I invite?
Three is the usual minimum for a comparable market test; more than five rarely improves the outcome.
What if a bid arrives after the deadline?
The submission timestamp settles it — decide your policy up front and apply it consistently.
What follows a successful bid?
Supplier Onboarding Form if they are new to you, then the Purchase Order Request to commit the spend.
Is the RFQ Submission Form template free to use?
Yes. You can preview and test RFQ Submission Form on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.
What does the RFQ Submission Form template ask for?
It asks 16 questions across 3 pages, 8 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.
Can I edit the RFQ Submission Form form after copying it?
Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic and card layouts, restyle it to match your brand, and set who gets notified on each submission.
How does the conditional logic in this manufacturing & industrial form work?
3 conditional rules ship with the template: Features conditional validation: if “Specification compliance” is Partial, “Deviations” becomes mandatory before the form can be sent. Features advanced show logic: if “Lead time in days” is greater than 60, the form dynamically exposes “Is an expedite option available?”. Otherwise that question never appears. Features advanced show logic: if “Is an expedite option available?” is Yes, the form dynamically exposes “Expedited lead time and cost”. Otherwise that question never appears. All rules are editable in the Logic tab.
Where do responses to the RFQ Submission Form form go?
Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.
Can I embed the RFQ Submission Form form on my own website?
Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.
Can respondents upload files?
Yes. This template includes a file upload question, so respondents can attach documents or photos with their answers. You can adjust the accepted file types and size limits on that question.
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