Use this article to understand how Requests for Quote, or RFQs, work in TruckIT.
RFQs allow approved customers to create quote requests and send them to an owner company. The owner company controls which customers are allowed to create RFQs, reviews submitted requests, and accepts the RFQ when the request is approved.
Before you begin
Make sure you are logged in to the TruckIT Web Portal.
You may need admin access to manage customer settings and RFQ permissions. If you do not see Settings, Customers, RFQ Allowed, or Requests, contact your company administrator or TruckIT Support.
Before using RFQs, confirm:
- Which customers should be allowed to create RFQs
- Whether the customer already exists in TruckIT
- Whether the customer has Granted Access to an existing project
- The project, sites, units of measure, materials, and truck types needed for the request
- The customer rate that should be included in the RFQ
Customers can create RFQs using required data such as project, sites, units of measure, materials, truck types, and customer rate. Customers cannot see or set the driver rate; only the customer rate is allowed.
Step 1: Allow customers to create RFQs
The owner company admin controls which companies are allowed to create RFQs.
1. Go to Settings.
Step 2: Customer creates a new request
After the customer is added to the RFQ allowed list, the customer can create a request.
1. Log in as the approved customer.
2. Go to the Requests tab.
3. Click Create new request.
4. Choose the company that should receive the RFQ.
5. Enter the required RFQ details.
6. Submit the request.
A customer who exists in the RFQ list can create a new request from the Requests tab and choose a company.
Required RFQ information
When creating an RFQ, the customer may need to provide:
- Project
- Sites
- Units of measure
- Materials
- Truck types
- Customer rate
The customer can set the customer rate, but cannot see or set the driver rate.
Creating an RFQ for a new project
If the customer creates an RFQ with a new project, and the owner has added the customer to the RFQ allowed list, the customer can access the owner’s data needed to create the request.
This may include owner data such as:
- Sites
- Units of measure
- Materials
- Truck types
This access allows the customer to build the RFQ using the owner’s available setup data.
Creating an RFQ for a project with Granted Access
If the customer already has Granted Access to a project, that project appears in the project list during RFQ creation.
Use this workflow when the customer is requesting a quote for a project they can already access in TruckIT.
Step 3: Owner reviews the RFQ
After the RFQ is created, it can be viewed by both the customer and the owner.
The current article shows separate customer and owner views for a created RFQ, meaning both sides can review the request from their respective account views.
The owner should review the RFQ details before accepting, including:
- Customer
- Project
- Sites
- Materials
- Truck types
- Units of measure
- Customer rate
- Any request details that may affect the job or payload setup
Step 4: Owner accepts the RFQ
After reviewing the request, the owner can accept the RFQ.
Once confirmed, the RFQ entity is archived and no longer visible in the RFQ listing UI.
If the RFQ is for a new project, accepting the RFQ provides the customer with Granted Access to that project.
What happens after an RFQ is accepted?
After the owner confirms the RFQ:
- The RFQ is archived and removed from the visible RFQ listing
- A payload is created
- The customer can create job requests
- If the RFQ created a new project, the customer receives Granted Access to that project
After owner confirmation, the payload is created and the customer can create job requests, whether the RFQ involved a new project or not.
Notifications
If the price is changed during RFQ confirmation, an SMS is sent.
The current article notes that the SMS recipient is only the user with Granted Access who created the RFQ.
When to use RFQs
Use RFQs when an approved customer needs to request pricing or job setup from an owner company.
Common examples include:
- A customer needs a quote for a new project
- A customer needs a quote for a project where they already have Granted Access
- A customer needs to request work using the owner’s sites, materials, units of measure, or truck types
- The owner company wants to control which customers can submit quote requests
- The customer rate needs to be reviewed and accepted before job requests are created
Best practices for RFQs
Use RFQs carefully because accepted requests can create payloads and allow customers to create job requests.
Recommended best practices:
- Only add approved customers to RFQ Allowed.
- Confirm the customer should be able to create RFQs before enabling access.
- Review customer rate carefully before accepting.
- Confirm the project, sites, materials, UoMs, and truck types are correct.
- Remember that customers cannot set driver rate.
- Review price changes before confirmation because changed prices may trigger SMS notification.
- Confirm whether the RFQ is for a new project or an existing Granted Access project.
- Use Granted Access intentionally because it affects customer project visibility.
Troubleshooting
The customer cannot create an RFQ
Confirm that the customer has been added to the RFQ Allowed list under Settings > Customers. Only companies selected in RFQ Allowed can create RFQs.
The customer cannot find the project
If the project already has Granted Access, it should appear in the project list during RFQ creation. If it does not appear, review the customer’s project access.
The customer cannot see materials, sites, UoMs, or truck types
Confirm the customer is in the owner’s RFQ allowed list. The current article states that when a customer creates an RFQ with a new project and is allowed by the owner, the customer can access the owner’s sites, UoMs, materials, and truck types to create the request.
The customer is trying to set driver rate
Customers cannot see or set the driver rate. Only the customer rate is allowed during RFQ creation.
The RFQ disappeared from the list
Once confirmed, the RFQ entity is archived and invisible in the RFQ listing UI.
The customer did not receive a price-change SMS
The current article says the SMS is sent only to the user with Granted Access who created the RFQ when the price is changed during RFQ confirmation. Confirm the correct user created the RFQ and had Granted Access.
Frequently asked questions
What is an RFQ in TruckIT?
An RFQ is a Request for Quote that an approved customer can create and send to an owner company. The owner company reviews and accepts the request.
Who controls which customers can create RFQs?
The owner company admin controls this by selecting companies under Settings > Customers > RFQ Allowed.
Where does a customer create an RFQ?
An approved customer creates an RFQ from the Requests tab by clicking Create new request and choosing a company.
What information is required to create an RFQ?
The current article lists project, sites, units of measure, materials, truck types, and customer rate.
Can customers set driver rate?
No. Customers cannot see or set driver rate. Only customer rate is allowed.
What happens when the owner accepts an RFQ?
The RFQ is archived, the payload is created, and the customer can create job requests. If the RFQ is for a new project, the customer receives Granted Access to that project.
What happens if the price changes during RFQ confirmation?
An SMS is sent to the user with Granted Access who created the RFQ.