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RFQ Daily Summary Feature

The RFQ Daily Summary is a feature designed to keep both buyers and suppliers aligned on all open RFQs (Requests for Quotation). It automatically summarizes pending actions, ensures suppliers acknowledge RFQs, and helps prevent missed deadlines without requiring manual follow-ups.

1. Activating and Configuring the RFQ Daily Summary (Buyer Side)

Buyers can enable and adjust their RFQ Daily Summary reminders from their Axya account.

1.1 Access the Reminder Settings

  1. Log in to your Axya buyer account.

  2. Navigate to the Requests page.

  3. Click Reminder Settings (new button).

1.2 Notification Types

You will see two notification types, both enabled by default:

  • First Reminder — Intent Required

    • Default: 1 business day after the RFQ is created.

    • Purpose: Ask suppliers to indicate whether they intend to bid or decline.

  • Second Reminder — Quote Submission

    • Sent only after the supplier has submitted an intention to bid.

    • Purpose: Remind suppliers to upload their quotation before the RFQ deadline.

Recommendation:
Keep both reminders enabled, especially when using the feature for the first time.

1.3 Adjusting Reminder Timing

The buyer can modify the delay for the first reminder at any time (e.g., 2, 3, or 5 business days) based on:

  • Expected supplier responsiveness

  • Typical preparation timelines

  • Internal workflows

1.4 Excluding a Supplier from Reminders

Buyers may customize reminder settings per supplier:

  1. Open the supplier’s profile.

  2. Adjust reminder settings or deactivate them entirely.

  3. Save and close.

Use this when a supplier does not require email reminders or prefers different communication.

2. Supplier Experience: Understanding the Daily Summary Email

Suppliers receive a daily email summarizing their pending RFQs. The email is divided into two main sections.

2.1 Section 1 — RFQs Awaiting an Intention

This section lists:

  • All RFQs without an intention from the supplier

  • RFQs that have reached the reminder trigger (based on buyer-defined timing)

For each RFQ, the supplier can choose:

  • Intent to Quote → They plan to work on the RFQ.

  • No Quote → They decline and will not receive further reminders for that RFQ.

Clicking either link redirects directly to the RFQ page.

2.2 Section 2 — In-Progress RFQs

Once a supplier selects Intent to Quote, the RFQ moves to the second section.
This section includes RFQs where:

  • The supplier has confirmed intent.

  • The quote is not yet submitted.

  • The RFQ end date has not passed.

An RFQ remains here until one of the following occurs:

  1. The buyer closes or ends the RFQ.

  2. The supplier uploads a quote.

  3. The supplier changes their choice to No Quote.

At that point, the RFQ automatically disappears from the summary.

3. Benefits

The RFQ Daily Summary helps:

  • Suppliers stay on track with clear next steps.

  • Buyers reduce manual follow-ups and improve RFQ response rates.

  • Both parties maintain alignment throughout the RFQ lifecycle.

Support

If you have questions, contact customerservice@axya.co.