RFQ / Bid Management & Approval Software
RFQ / Bid Management & Approval Software runs supplier requests, bid collection, and scoring on one consistent process, routes the award for approval, and hands off directly into contracting. Kissflow replaces the email thread and the rebuilt spreadsheet.
Trusted by energy operators worldwide
One structured process from requirement to awarded supplier
A sourcing manager sends the same request-for-quote to five suppliers by email, gets three bids back in different formats at different times, and has to rebuild a comparison in a spreadsheet before anyone can approve an award. If a bid arrives after the deadline, whether it gets included depends on who is copied on that email thread. The award decision, when it finally happens, lives in someone's inbox rather than anywhere procurement or finance can find it without asking.
Kissflow runs RFQ and bid management as a structured process instead of an email thread. Requirements are captured once and sent to invited suppliers through a single flow, so every bid comes back against the same criteria and the same deadline. Bids are evaluated and scored on a consistent scorecard instead of a spreadsheet someone rebuilds each time, and the award routes for approval before it is communicated, with the reasoning attached to the decision. Once awarded, the bid hands off directly into contracting, so the terms that were negotiated in the RFQ do not have to be retyped into a separate contract request. Every stage, from requirement to signed contract, sits in one auditable record.
An RFQ compared by memory is a sourcing decision nobody can defend later
Bids come back in five different formats
Comparing price, lead time, and terms across suppliers means manually reformatting five emails into something comparable.
Evaluation criteria are informal
Without documented scoring, an award decision is hard to justify if a losing supplier or an auditor asks why.
Awards happen without sign-off
A buyer picks a supplier and notifies them before anyone with budget or risk oversight has actually approved the decision.
Contract handoff means re-keying everything
The winning bid's terms get typed into a contract from scratch, introducing errors and losing time.
Six modules. Configurable to your sourcing process.
Every module ships with default forms, approval logic, and dashboards. Configure each one to your operating model in the visual builder.
Requirement intake
Requirements are captured once on a structured form instead of retyped into a separate email for each supplier.
Supplier invitation
Invited suppliers receive the same requirement and deadline through one flow, so every bid is comparable on arrival.
Bid submission
Suppliers submit bids directly against the requirement, closing the gap where a late bid depends on an email thread.
Evaluation and scoring
Bids are evaluated and scored on a consistent scorecard, replacing the spreadsheet someone rebuilds every cycle.
Award approval
The award routes for approval with the scoring and reasoning attached, before anything is communicated to a supplier.
Contract handoff
The awarded bid hands off directly into contracting, so negotiated terms do not get retyped into a new request.
From request to system of record in four steps
Submit
The RFQ is created once with its requirements and deadline, then sent to every invited supplier through one flow.
Review
Bids are collected against the same criteria and deadline so every submission is directly comparable, then evaluated on a consistent scorecard.
Approve
The award routes for approval with the evaluation reasoning attached, so the decision is authorized on the record.
Record
The award is communicated and handed off directly into contracting, closing the loop in one retained record.
What changes when RFQ management runs on Kissflow
| Process | Before Kissflow | On Kissflow |
|---|---|---|
| RFQ distribution | Sent and tracked by email, one thread per supplier | Sent and tracked from one structured RFQ record |
| Bid collection | Comes back in five different formats | Collected in one consistent, comparable format |
| Evaluation | Compared informally, in someone's head | Scored against defined criteria, on record |
| Award decision | Notified before sign-off happens | Routed for approval before the supplier hears anything |
| Audit trail | No record of why a supplier won | Every bid, score, and decision kept on record |
| Contract handoff | Terms re-keyed from scratch | Winning terms hand off directly to contract management |
Connects to the procurement and ERP systems you already run
.svg){kind=logo}
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
Built for how sourcing decisions actually get made
A sourcing workflow, not a new procurement system
Your ERP or procurement system stays the system of record for purchase orders. Kissflow runs the governed RFQ and award workflow that feeds it.
Live in weeks, not a re-implementation
Configure RFQ templates, scoring criteria, and approval routing in the visual builder, without a change request against the ERP.
Comparable bids, every time
Every supplier submits in the same structured format, so evaluation is a comparison, not a translation exercise.
Approval before notification, not after
The award routes for sign-off before the supplier hears anything, so the decision is governed, not just announced.
A defensible record
Every bid, score, and award decision is kept on file, ready if a losing supplier or an auditor asks why.
Made for cross-team work
Procurement, engineering, and finance evaluate the same bid record with their own view of it.
Related apps
Alternate Sourcing Approval & Supplier Qualification
Qualify and approve a backup supplier reactively, when the primary source can't fill an order.
Emergency Procurement & Spot-Buy Exception Authorization
Authorize an urgent purchase outside the normal sourcing plan, distinct from a planned RFQ.
Contract Deviation & Exception Authorization
Authorize a deviation from a signed contract's terms once the sourcing decision this app manages is already in place.
We help manufacturing leaders keep the plan and the plant in sync
.gif)
“If a company cannot enable everybody to use AI, they will never get the true benefit of AI. Platforms like Kissflow allow us to put that capability in the hands of our users in a safe way.”
Vagesh Dave
GVP & CIO at McDermott International, Ltd
See The Full Story
“Advanced automation of all processes is easy to set up. I cannot imagine how to manage workflows without this software.”
Tanay Tiwary
Global Head - Digitalization & Business Improvement
See the Full Story
“Kissflow supports rapid application development by building a working application prototype in the shortest amount of time.”
Maria Theresa Cabigon
CIO, SN Aboitiz Power Group
See The Full Story
See what Kissflow can do for you
Talk to usGot questions? We're here to help.
Get SupportThis app runs a standard, planned RFQ across already-known suppliers. Alternate Sourcing Approval & Supplier Qualification is reactive: it qualifies and approves a new backup supplier when the primary source can't fill an order.
No. Your ERP or procurement system stays the system of record for purchase orders and supplier master data. Kissflow runs the RFQ, evaluation, and award workflow that feeds it.
Yes. Invited suppliers can submit through a self-service portal in the structured bid format, so submissions arrive comparable from the start.
Routing is configurable, typically procurement leadership or, above a value threshold, finance, before the winning supplier is notified.
Yes. Process owners configure forms, routing, and thresholds in the visual builder, and the AI Builder can generate a working app from a plain-language description.
Through APIs and integration connectors, under single sign-on and role-based access, with every action written to an audit log.
Configuration and AI generation move delivery from weeks to days, without a multi-year platform program or an engineering backlog.
Kissflow is certified to SOC 1, SOC 2, SOC 3, ISO/IEC 27001, HIPAA, GDPR, and CCPA, hosted on Google Cloud with data residency in the US, EU, APAC, and Oceania.
