Why Most Trading Companies Struggle with Manual RFQs (And How to Fix It)

 Q: Why do trading companies struggle with manual RFQs?

A: Manual RFQs are time-consuming, error-prone, and difficult to track or compare. This leads to delays, missed deals and inefficiencies in procurement. RFQ automation software solves these issues with real-time tracking, quote comparison and streamlined workflows.


In the world of trading, speed and accuracy are everything. But for many trading companies, one outdated process is silently killing efficiency and costing deals — manual RFQs.

If your business still sends Request for Quotations (RFQs) through emails, spreadsheets or PDFs, you’re not alone — and you’re also not scaling.

Let’s dive into why manual RFQs are holding trading businesses back, and how automation can help you win more deals, faster.

The Hidden Cost of Manual RFQs

Manual RFQs may seem manageable when you're handling a few inquiries a week. But as your business grows, this outdated method becomes a bottleneck. Here’s how:

1. Slow Turnaround Time

Every extra minute spent formatting, sending, or chasing RFQs is time lost. Suppliers might delay, respond in different formats, or miss key information — leading to back-and-forth emails and lost opportunities.

2. Errors and Inconsistencies

Manual entries often result in typos, missing fields or mismatched data. These errors can create confusion in supplier responses and increase the risk of quoting the wrong prices to customers.

3. Lack of Traceability

Did your supplier get the RFQ? When did they respond? Who approved the final quote? Without a digital trail, it's tough to track the RFQ lifecycle — a nightmare during audits or urgent decision-making.

4. Hard to Compare Quotes

Comparing quotes from multiple vendors manually is time-consuming and prone to bias or oversight. It’s easy to miss better deals — or overpay.

5. No Real-Time Insights

With manual RFQs, you don’t get a dashboard showing supplier performance, average quote turnaround times or historical pricing trends. You’re flying blind.

Why This Matters More Today Than Ever

The trading industry is more competitive than ever. Margins are tight, customers expect faster quotes and global sourcing means more complexity.

Companies still clinging to manual RFQs are simply too slow to compete.

Meanwhile, your competitors are switching to smart, automated RFQ systems that:

  • Auto-generate RFQs from sales or inventory triggers

  • Send to pre-approved suppliers with one click

  • Collect and compare quotes in a single dashboard

  • Provide real-time alerts and analytics

If you're still doing it the old way, you're already behind.

The Solution: Smarter RFQs with Automation

At YodigiSpace, we built yodsBMS specifically to solve this problem.

Our intelligent RFQ automation module helps trading companies:

  • Instantly generate RFQs from sales orders or low inventory
  • Auto-send RFQs to multiple suppliers and track responses
  • Compare quotes side-by-side and select the best one
  • Maintain a digital record for audits and compliance
  • Speed up purchasing cycles and reduce errors

You don't need to overhaul your whole business — just fix the broken RFQ process that’s costing you money every day.

Ready to Upgrade Your RFQ Workflow?

Manual RFQs are outdated. The trading industry is moving forward — and so should you.

If you're serious about improving efficiency, cutting procurement delays and closing more deals - it's time to automate.

Quick Checklist – Signs You Need RFQ Automation

  • You still send RFQs via email or spreadsheets
  • You follow up with suppliers manually
  • You can’t track who responded or compare quotes easily
  • Your quote approvals happen over WhatsApp or calls
  • You miss out on better prices because of delayed quotes
If you checked 2 or more — let’s talk.

👉 Message us to know more and see how our RFQ automation helps trading businesses like yours grow smarter and faster.



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