Before you commit to a purchase order, you can ask multiple vendors what they'd charge for the same items and compare their answers side by side. Peasy calls this a Quote, or RFQ (request for quote/quotation). Once you've seen everyone's pricing, you convert the winning vendor's quote straight into a purchase order.
How to Get There
Go to Buy > Quotes in the sidebar.
Requesting a Quote
- On the Quotes page, click New Quote.
- Select Items — search or filter by category, then set a quantity for each item you want pricing on.
- Click Next to move to Select Vendors, and choose which vendors you want to request quotes from.
- Optionally add Notes — a message included with the request.
- Choose how to proceed:
- Save as Draft — saves the RFQ without sending it yet.
- Review & Send — opens a review screen where you can edit the email subject, preview each vendor's email, and choose Send Email on or off before sending.
Peasy creates one RFQ containing all the selected vendors, and (if you send it) emails each vendor their portion of the request.
How Vendors Respond
Vendors can respond in two ways:
- They reply through the vendor portal. The RFQ email includes a link to a Quote Requests page in their vendor portal, where they can enter unit cost, availability, and lead time for each item themselves.
- You enter it for them. If a vendor calls or emails their pricing instead, open the RFQ, find their vendor card, and click Enter Quote (it reads Edit Quote once a quote already exists). Fill in Unit Cost, Availability (In Stock, Lead Time, or Out of Stock), Lead Time (days), and optional Notes for each item, plus an optional overall message, then click Save Quote.
Comparing Quotes
Open any RFQ to see the quote comparison table, with your items down the left side and one column per vendor. For each item and vendor, you'll see the quoted unit cost plus a colored dot for availability (green = In Stock, yellow = Lead Time, red = Out of Stock). Hover a price to see availability, lead time, and notes in a tooltip.
The lowest price for each item is highlighted in green so you can spot the best deal at a glance, and the table totals each vendor's full quote at the bottom for an easy side-by-side comparison.
Converting a Quote to a Purchase Order
Once you've picked a winner:
- Click Place order at the bottom of that vendor's column in the comparison table (or the Place order button on their vendor card in the right-hand panel).
- In the Place order dialog, review the line items — quantities and unit costs are pre-filled from the quote but can be edited. Uncheck any items you don't want to order yet.
- Choose whether to Send Email to the vendor with the PO.
- Click Place Order.
Peasy creates a purchase order for the selected items and shows a link to it. If the RFQ isn't already marked Converted, you'll be asked whether to update its status. A vendor you've already converted shows Reorder instead of Place order, so you can quickly place a repeat order using the same quote.
Quote Statuses
| Status | What it means |
|---|---|
| Draft | Saved but not yet sent to any vendor |
| Sent | Sent to at least one vendor, awaiting responses |
| Quoted | At least one vendor has responded with pricing |
| Converted | A quote from this RFQ has been turned into a PO |
| Cancelled | The RFQ was cancelled |
Each vendor on the RFQ also has its own status — Pending, Sent, Quoted, Converted, Declined, or Cancelled — shown on their vendor card, since different vendors can be at different stages of the same request.
Good to Know
- Add more vendors later. Open the RFQ and click Add another in the Vendors section of the right-hand panel to invite more vendors after the initial send.
- Resend or cancel per vendor. Use the three-dot menu on a vendor's card to Send RFQ (or resend) or Cancel that vendor individually, without affecting the others.
- Duplicate an RFQ from the toolbar on the detail page to quickly re-request quotes for the same items and vendors later.
- Existing Cost column. The comparison table shows each item's current sale price alongside vendor quotes as a reference point — it isn't a vendor quote itself.
- Notes and follow-ups are separate. The RFQ's top-level Notes field is for your own reference; per-vendor notes come from that vendor's quote entry.
Related
- Buying Overview — Where Quotes fits into the buying flow
- Creating Purchase Orders — What happens after you convert a quote
- Managing Vendors — Setting up the vendors you request quotes from