RFQs & procurement
FF&E procurement software, from supplier RFQ to delivery
Turn selected specifications into supplier quote requests. Review pricing, record lead times and follow procurement status alongside the original FF&E schedule.
Keep the supplier request connected to the specification
Procurement starts with an unambiguous request. If a supplier prices a different finish, quantity or product variant, the cheapest quote may not cover the intended selection. ffespec lets your team group selected schedule products into an RFQ package containing the item details, quantities and a response deadline.
Keep supplier details, quote attachments and item status in the project workspace. Review the returned information against the original specification before progressing to ordering and delivery coordination.
An example supplier RFQ brief
Worked example · RFQ-001
Living room furniture package
Response deadline: confirm with supplier
Currency: AUD
CH-01 · Oak lounge chair · Quantity 2
Natural oak / oatmeal fabric · 780 W × 820 D × 760 H mm
Confirm upholstery sample before approval.
TB-01 · Round side table · Quantity 2
Honed limestone · 450 diameter × 500 H mm
Confirm stone sample and edge profile.
Requested response: unit and line pricing, availability, lead time, freight allowance, quote validity and any substitutions or exclusions.
This is a fictional RFQ brief to show the information a supplier needs, not a sent request or an actual supplier response.
A practical procurement workflow
- 01
Prepare the package
Select products from the schedule, check their descriptions and quantities, and add the supplier details, notes and response deadline to the RFQ.
- 02
Review supplier responses
Check returned prices and supporting quote attachments against the requested selection. Compare equivalent quantities, finishes and delivery assumptions.
- 03
Follow each item
Keep ordering notes, lead times, order references and delivery dates beside the specification. Use item status and project milestones to coordinate follow-up.
Compare the whole quote, not only the unit price
Product match
Check model, finish, dimensions and quantity. Identify substitutes before treating two prices as comparable.
Delivered cost
Review freight, handling, installation and tax treatment separately. A supply-only price is not the same as a delivered-and-installed price.
Timing
Confirm when the stated lead time starts, whether stock is reserved, and how delivery fits the project programme.
Commercial details
Record quote expiry, payment milestones and exclusions. Obtain an updated confirmation if the specification or quantity changes.
Start with a consistent FF&E schedule, then use the Xero integration when a project invoice is ready for accounting review.
Common questions
Does recording an item as ordered place an order with the supplier?
No. An internal status records your team’s progress. Confirm and place orders through the agreed supplier process, and keep the order reference and confirmation with the project.
Are lead times guaranteed?
No. Lead times are planning information and can change. Confirm current availability and delivery dates directly with the supplier before committing.