RFQ vs RFP vs RFI: What's the difference and when to use each?

You’re expanding your vendor network, and suddenly you’re drowning in acronyms. RFI, RFP, RFQ—they all sound similar, but use the wrong one and you’ll waste weeks collecting useless information or alienating suppliers with inappropriate requests.

Each document serves a distinct purpose in procurement. Understanding when to deploy which tool can mean the difference between a streamlined vendor selection process and a procurement nightmare that drags on for months.

What is an RFI (Request for Information)?

An RFI is your exploratory tool when you’re uncertain about the solution you need. It helps identify potential suppliers and possible solutions to business challenges when you’re still in the discovery phase.

Think of an RFI as a conversation starter. You know you have a problem—maybe you need better materials handling equipment or a new CNC machine—but you’re not sure what’s available in the market or which vendors can help. The tone is casual and exploratory. You’re gathering intelligence, not making commitments. This is where you learn who the players are and what’s possible.

Use an RFI when you’re researching new technology or equipment categories, your team hasn’t finalized specifications yet, or you need to understand market capabilities before committing to requirements. It’s particularly valuable when you’re exploring whether a solution even exists for your problem.

Your RFI typically includes a general description of your business challenge, broad questions about vendor capabilities, and requests for product literature and case studies. You’ll ask about implementation approaches and inquire about the vendor’s experience in your industry. Keep it conversational—you’re starting a dialogue, not issuing demands.

What is an RFP (Request for Proposal)?

An RFP is your evaluation tool when you know potential suppliers exist but you’re unsure about implementation approaches. This document evaluates vendors on factors beyond price, requiring comprehensive technical and financial proposals.

You’ve moved past the “what’s out there” phase and into “how would you solve this for us?” territory. You know the general solution you need—automated assembly line equipment, for example—but you want vendors to propose their specific approach, timeline, and costs.

The style is formal and direct. You’re conducting serious business and expect comprehensive responses that emphasize your business needs rather than vendor self-promotion. Your RFP should include detailed project background and objectives, technical requirements and specifications, and evaluation criteria weighted by importance. Add your timeline and milestones, budget parameters, terms and conditions, and required certifications or qualifications. Most importantly, ask questions about the vendor’s approach and methodology.

Deploy an RFP when you have clear project requirements and objectives, multiple implementation approaches could work, and you need to evaluate technical capabilities beyond just price. It’s the right choice when your project is complex enough to warrant detailed proposals and you want vendors to demonstrate their understanding of your specific needs.

What is an RFQ (Request for Quotation)?

An RFQ focuses squarely on price evaluation for specific goods or services with defined requirements. You use an RFQ when you know suppliers and implementation methods but need cost comparisons.

This is your most structured and prescriptive document. You’ve done your homework. You know exactly what you need, how it should be implemented, and who can deliver it. Now you just need competitive pricing. The format leaves little room for interpretation—you want apples-to-apples comparisons on price and delivery terms.

Your RFQ includes precise specifications and part numbers, exact quantities needed, and delivery schedules and locations. Spell out payment terms and conditions, submission deadlines, and quality standards and inspection requirements. Many RFQs contain requirement tables where vendors specify if they can meet specifications out-of-box, with configuration, custom code, or third-party solutions.

Send an RFQ when you have complete, detailed specifications, the product or service is standardized, and price is the primary differentiator. It’s ideal when you’re reordering or replacing known items and multiple vendors offer essentially the same solution.

The procurement progression: How these documents work together

These three documents form a natural progression in your vendor selection journey. At the RFI stage, you know you need a product or service but don’t know who can provide it. You’re at the beginning, learning about the market, identifying potential vendors, and understanding what solutions exist. This exploratory phase helps you narrow the field before investing time in detailed proposals.

When you reach the RFP stage, you know who can provide solutions but you’re unsure how they’d implement them. You’ve identified capable vendors. Now you want to see their proposed approach, understand their methodology, and evaluate how well they grasp your specific challenges. Price matters, but it’s not the only factor.

Finally, at the RFQ stage, you know who and how, but you need pricing. You’ve made your technical decisions. You know what you need and how it should be done. Now you’re getting competitive quotes to ensure you’re paying a fair price.

Practical examples for manufacturing procurement

Let’s make this concrete with scenarios you might face in your day-to-day operations.

When you’re exploring new robotics technology, start with an RFI to learn about collaborative robot capabilities, safety features, and integration requirements. Move to an RFP when you’ve narrowed to three vendors and want detailed implementation proposals. Finish with an RFQ for the final pricing on your chosen configuration.

For standard raw materials, skip straight to an RFQ. You’ve been buying steel sheet for years, you know the specifications, and you just need competitive pricing from qualified suppliers. There’s no need to waste time on exploratory conversations.

If you’re upgrading your ERP system, begin with an RFI to understand which systems can handle manufacturing operations. Progress to an RFP for detailed implementation proposals from shortlisted vendors. You might not use an RFQ here—ERP implementations are complex enough that you’ll negotiate final pricing based on the complete proposal rather than through a standardized quote process.

Common mistakes to avoid

Using an RFP when you need an RFI wastes everyone’s time. Sending out a formal RFP before you understand the market means vendors submit expensive proposals, but you realize halfway through that you asked the wrong questions. Start with the right document for your stage in the process.

Sending an RFQ too early leads to meaningless price comparisons. Requesting quotes before finalizing specifications means vendors make different assumptions, and you end up comparing incompatible offers. Lock down your specifications first.

If you’re truly open to different implementation approaches, don’t make your RFPs too rigid by locking down every detail. Give vendors room to propose innovative solutions you hadn’t considered. Some of the best outcomes come from approaches you didn’t know existed.

Remember that these are formal documents, but you’re still dealing with people. A quick call before sending an RFI or RFP can clarify expectations and improve response quality. Building relationships matters, even in structured procurement processes.

Evaluating responses: What to look for

When reviewing RFI responses, focus on breadth of capabilities and experience, relevant case studies and references, and technical expertise in your industry. Look for willingness to engage in dialogue and signs they understood your challenges. These indicators tell you who deserves a spot on your RFP shortlist.

For RFP responses, prioritize demonstrations of understanding your requirements, realistic timelines and milestones, and clear methodology and approach. Evaluate relevant experience and qualifications, detailed cost breakdowns, and risk mitigation strategies. The best RFP responses show vendors who listened carefully to your needs.

RFQ responses require a more straightforward evaluation: compliance with specifications, competitive pricing, and delivery terms and schedules. Review payment terms, warranty and support details, and certifications and quality documentation. At this stage, you’re comparing concrete deliverables against your exact requirements.

Streamlining your vendor outreach process

Managing RFIs, RFPs, and RFQs alongside your regular vendor communications can overwhelm your procurement and sales teams. You’re tracking responses, following up with suppliers, coordinating meetings, and trying to keep everyone aligned. The administrative burden can distract from the strategic decisions that matter.

Modern sales teams are automating these repetitive tasks. Instead of manually researching vendors, crafting individual emails, and scheduling follow-up calls, they’re using AI-driven tools that handle the groundwork automatically. Whether you’re on the procurement side researching vendors or the sales side responding to customer requests, automating routine outreach lets you focus on the strategic decisions—evaluating proposals, negotiating terms, and building relationships with the partners who matter most.

Your time is better spent analyzing vendor capabilities than writing the same email fifty times. Let automation handle the repetitive work while you handle the decisions that actually impact your bottom line. Sera automates your sales process from prospect research to meeting scheduling, freeing your team to focus on closing deals rather than chasing down responses.

Ready to spend less time on manual outreach and more time closing the deals that grow your business? See how Sera can transform your sales workflow so you can focus on what you do best.