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Quotes (Supplier Quote Collection & Comparison)
What is the Quotes Module?
The Quotes module is where supplier responses to your RFQs are collected, normalized, and compared. Tawridy accepts quotes through multiple channels -- the supplier portal, email attachments, and even WhatsApp screenshots processed by AI-powered OCR. Once captured, all quotes appear in a unified comparison matrix that evaluates suppliers side-by-side on technical compliance, commercial terms, and landed cost. Built-in AI anomaly detection flags suspicious pricing patterns (unusually low bids, sudden price spikes, or mismatched quantities), helping your team make informed award decisions with confidence.
How It Connects
| Direction | Connected Module | Relationship |
|---|---|---|
| In <-- | RFQs | Quotes are submitted in response to published RFQs |
| In <-- | Suppliers | Each quote is linked to the submitting supplier |
| Out --> | Purchase Orders | Accepted/awarded quotes are converted into POs |
| Both | Projects | Quote costs feed into project budget tracking (committed amounts) |
Step-by-Step Guide
- Receive quotes -- suppliers submit quotes through one of three channels:
- Supplier Portal: Supplier fills in pricing directly against each RFQ line item online.
- Email: Supplier sends a PDF/Excel quote to the designated RFQ email. The system auto-attaches it to the correct RFQ.
- WhatsApp OCR: Forward a supplier's WhatsApp screenshot to Tawridy. The AI OCR engine extracts line items, quantities, and prices, then presents them for your review and confirmation.
- Review incoming quotes -- navigate to Procurement > Quotes or open the specific RFQ and click the "Quotes" tab. Each quote shows the supplier name, submission date, total value, and status.
- Validate extracted data -- for OCR-captured quotes, review the extracted fields. Correct any misread values (quantities, unit prices) and confirm.
- Enter landed cost components -- for each quote, add freight, customs duty, insurance, and any other charges to calculate the true landed cost:
Landed Cost = Unit Price + Freight + Duty + Insurance. - Open the Comparison Matrix -- click "Compare Quotes" on the RFQ. The matrix displays all quotes in columns with line items in rows, showing unit price, total price, landed cost, delivery time, and payment terms.
- Score quotes -- assign scores across three dimensions:
- Technical Score (0-100): Compliance with specifications, certifications, brand/model acceptability.
- Commercial Score (0-100): Price competitiveness, payment terms, delivery time, warranty.
- Overall Score: Weighted combination (configurable, default: 40% technical, 60% commercial).
- Review AI anomaly flags -- the system highlights quotes with potential issues (red/yellow flags). Investigate flagged items before making decisions.
- Select and award -- choose the best quote(s) and click "Award". Partial awards (splitting line items across multiple suppliers) are supported.
Key Fields Explained
| Field | Description |
|---|---|
quote_number | Supplier's own quote/proforma reference number. |
rfq_reference | The linked RFQ number this quote responds to. |
supplier | The supplier who submitted the quote. |
unit_price | Price per unit for each line item, in the quoted currency. |
freight | Shipping/freight cost to the delivery location. |
customs_duty | Import duty applicable based on HS code and destination country. |
insurance | Cargo insurance cost, if applicable. |
landed_cost | Calculated total: unit price + freight + duty + insurance. |
technical_score | Score (0-100) for specification compliance and technical merit. |
commercial_score | Score (0-100) for pricing, terms, delivery, and warranty. |
overall_score | Weighted combination of technical and commercial scores. |
validity_date | Date until which the quoted prices remain valid. |
status | Current state: Received, Under Review, Shortlisted, Awarded, Rejected. |
AI Anomaly Detection Flags
| Flag | Trigger | Suggested Action |
|---|---|---|
| Price Too Low | Unit price is more than 40% below the average of other quotes | Verify with supplier -- may indicate inferior quality, wrong specs, or a pricing error |
| Price Spike | Unit price is more than 60% above the average | Check if supplier quoted a premium brand or included extras not requested |
| Quantity Mismatch | Quoted quantity differs from the RFQ line item quantity | Confirm with supplier whether they can supply the required quantity |
| Missing Items | Quote does not cover all RFQ line items | Request the supplier to provide a complete quote |
| Expired Quote | Quote validity date has passed | Request an updated quote before awarding |
Tips & Best Practices
TIP
Always calculate landed cost rather than comparing unit prices alone. A supplier with a lower unit price but high freight may end up costing more overall. The comparison matrix sorts by landed cost by default.
TIP
Use the WhatsApp OCR feature for suppliers who send informal quotes via chat. Simply forward the screenshot to Tawridy, verify the extracted data, and it becomes a formal quote entry -- no manual data re-entry needed.
WARNING
AI anomaly flags are advisory, not blocking. A flagged quote may still be the best choice after investigation. Always review the flag reason and document your justification if you proceed with a flagged quote.
TIP
When scoring quotes, establish consistent criteria across your team. Use the scoring template in Settings > Quote Scoring to define what constitutes a high or low technical/commercial score for your organization.
FAQ
Q: Can I receive quotes from suppliers who were not invited to the RFQ? A: By default, only invited suppliers can submit quotes. However, you can enable "open bidding" on an RFQ to allow any registered supplier to respond.
Q: How does the OCR handle multi-page quotes? A: The AI OCR processes all pages of the uploaded image or PDF. For best results, ensure the image is clear and the text is legible. You can upload multiple images for a single quote.
Q: Can I award different line items to different suppliers? A: Yes. Tawridy supports split awards. In the comparison matrix, select the best supplier for each line item individually. The system generates separate POs for each awarded supplier.
Q: What currencies are supported? A: Tawridy supports AED, SAR, QAR, BHD, OMR, KWD, USD, EUR, and GBP. The comparison matrix can normalize all quotes to a single base currency using configurable exchange rates.
Q: How long are quotes stored? A: All quotes are stored indefinitely for audit and historical analysis. You can search and reference past quotes when evaluating suppliers for future RFQs.