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When you publish an RFQ, every invited supplier receives an email invitation with a personal, secure link to the quote portal. Suppliers do not need a Seloria account, a password, or any setup — they click the link and quote.

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The invitation email

  • Each supplier receives an email from your organization’s procurement address with the RFQ number, title, response deadline, and a button that opens their quote portal.
  • For RFQs, a PDF copy of the request is attached to the email.
  • If the supplier has multiple contacts on file, every active contact receives the email. Each contact gets it in their preferred language (English or Spanish), as set on the supplier’s contact record. All contacts of the same supplier share one portal link.
  • The link is personal and non-transferable — each supplier gets their own.
  • If an email fails to deliver, the RFQ owner is alerted by email and in-app so the issue can be fixed and the invitation resent.
When the supplier first opens the link, Seloria records it, so your team can see which suppliers have opened their invitation.

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What the supplier sees

The portal shows your company name and logo, the RFQ number and title, the response deadline with a days-remaining indicator, an Urgent badge when applicable, and the full list of line items with quantities and units.

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Filling the quote

For each line item the supplier enters:
  1. Unit Price — required for at least one item. Line totals and the grand total calculate automatically. Partial quotes are accepted; only items with a price are submitted.
  2. Lead Time (days), Brand, and Model — optional technical details.
  3. A free-text note for the item.
Below the items, the supplier completes Commercial Terms: Payment Terms, Delivery Time, Delivery Location, Incoterm, Currency, Valid Until, Warranty, and general notes. The supplier can also attach files in two categories:
  • Commercial Quote — their own quote document, price lists, or proposals (PDF, Excel, images).
  • Technical Documents — datasheets, spec sheets, certifications, or drawings (PDF, PNG, JPG).
Files are limited to 10 MB each. The portal also includes a Questions & Answers box for asking your team questions directly — see Supplier Q&A.

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Submitting

After completing a quick security check (captcha), the supplier clicks Submit Quote and confirms in a summary dialog showing the total and item count. Submission is final and cannot be undone by the supplier. After submitting:
  • The supplier sees a confirmation screen with their total, items quoted, and attachment counts.
  • The RFQ owner receives an in-app notification and an email with the supplier name and quoted amount.
  • The quote appears immediately in the RFQ’s comparison view.

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Declining to quote

A supplier who is not going to bid does not have to go silent. Next to Submit Quote there is a secondary I won’t be quoting action, available on RFQ, RFI and RFP portals alike. Choosing it opens a short dialog:
  1. Reason — one of: outside my line of work, no capacity right now, lead time not feasible, price not competitive, or other.
  2. Comment — free text, optional, and required when the reason is Other.
After confirming, the portal replaces the form with a “You told them you won’t be quoting” screen showing the reason and the date. The Q&A box stays open, so the supplier can still ask or answer questions. It can be undone. While the request is still open, the same screen offers I do want to quote, which restores the form and the saved draft. Once the request is awarded, cancelled, closed, or past the quote deadline, the decline is final — as is any other change from the portal. A declined invitation cannot submit a quote or save a draft until it is undone. It does not block anything else: the request stays open and the other suppliers can be compared and awarded as usual.

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What you see

  • The RFx Suppliers list shows a grey Declined chip with the reason and comment underneath, instead of the green “responded” check.
  • The header count reads, for example, 3 of 5 responded · 1 declined — a declined invitation is not the same as one that never answered.
  • The quote comparison panel shows a Not quoting block listing every supplier who declined, with reason, comment and date. It appears even when no quotes have arrived, so an empty comparison has an explanation.
  • The tabulation carries the same list above the matrix, so the printed and archived document records who turned the request down.
  • The RFx history logs “Supplier will not quote” with the reason, and logs the reversal if the supplier changes their mind.
The RFx owner is notified by email and in-app as soon as a supplier declines, and again if they undo it. Both notifications follow the owner’s language preference and their notification settings. If you re-send the request to a supplier who declined an earlier round, they get a fresh invitation and a clean portal — the old decline stays in the history but no longer blocks them.
  • Already submitted — reopening the link shows a “Quote submitted” confirmation. The Q&A section remains available so the supplier can keep asking questions and reading your replies.
  • Expired — if the invitation has expired, the supplier sees an “RFQ Expired” page explaining that submissions are no longer accepted and to contact your company for an extension.
  • Invalid — a revoked or mistyped link shows an “Invalid Link” page.

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Revisions

If you edit and re-send an RFQ, it goes out as a new revision (for example, RFQ-2026-0042 Rev.1). Suppliers receive fresh invitations and can submit again; their earlier quotes are marked as superseded and remain visible for reference in the comparison view.

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RFIs and RFPs

The same portal handles RFI and RFP invitations. Instead of a price grid, suppliers see the questionnaire (RFI) or the proposal sections and scoring criteria (RFP) you defined, and submit their responses the same way.