How the RFQ Process Works

A request for quotation (RFQ) is the starting point for every order. The more precise the request, the faster and more accurate the quotation. This page explains how to submit an RFQ, how your parts list is validated and what you receive back.

Ways to submit

• RFQ form: add parts to your RFQ list while browsing the product catalog, or enter items directly on the RFQ page.
• Bulk upload: upload a spreadsheet or file of part numbers on the upload page. This is the best option for lists with many lines.
• Direct contact: if your requirement does not fit a list, such as a tender specification, contact us.

What to include

Company and delivery details

• Company name, contact person, email and phone or WhatsApp number
• Destination country and port or city
• Preferred Incoterm (for example FOB, CFR or CIF), if known. See export process
• Preferred shipping method: FCL, LCL or air

For each part

• Part number: OEM number if available, or an aftermarket number with its brand
• Description: for example "front brake pad set"
• Quantity and unit (piece, set, pair, kit)
• Vehicle details where the part depends on them: make, model, model code, engine code, year range, steering side (RHD or LHD) and drive type (2WD or 4WD)

Commercial requirements

• Required brand type: OEM, OES, aftermarket, or open to options
• Approved or excluded brands
• Packaging: retail boxes, bulk, or private label
• Documents required in your market: certificates, conformity documents, certificate of origin type
• Inspection requirements, if any

Bulk upload tips

For large lists, a spreadsheet upload avoids manual entry errors.

• Use one row per part and separate columns for part number, description, quantity, brand and vehicle
• Keep part numbers as text so leading zeros and dashes are preserved
• Do not merge cells or put several part numbers in one cell
• Include the vehicle columns even if only some rows need them
• If you have supporting files such as photos of old parts or tender documents, attach them to the request

How your list is validated

Every line is checked against part number data, supersessions, cross-references and fitment information. Each line is then given one of four match statuses:

Status	Meaning	What you should do
Exact Match	The part number was identified and a matching item can be offered as specified	Review price and availability
Possible Match	A likely match was found, but it depends on details not confirmed, such as engine code or production date	Confirm the requested vehicle details or check the old part
Cross-reference Match	The item offered is a different brand or part number that cross-references to your requested number	Review brand type and confirm it is acceptable
No Match	The part could not be identified or cannot currently be sourced	Check the part number, provide more details, or send a photo

Match statuses are guidance based on the data available. Where fitment is critical, confirm details before ordering, especially for Possible Match lines.

What you receive

The quotation lists each line with the item offered, brand and brand type, match status, unit price, minimum order quantity where applicable, and availability. It also states the Incoterm and named place, currency, validity period and payment terms.

Response expectations

Response time depends on the length of the list, the share of lines needing cross-referencing or supplier confirmation, and whether clarification is required. Short lists of common service parts are typically simpler to quote than long lists of rare or discontinued items.

To keep things moving:

• Provide vehicle details up front for lines where fitment varies
• Answer clarification questions promptly
• Tell us your deadline if you are quoting a tender or a customer

Large lists may be quoted in stages, with Exact Match lines first and lines needing research following.

After the quotation

Accept, amend or ask for alternatives on any line. When you confirm, the order moves into procurement, consolidation, quality control and shipment. See export process.

Upload your parts list to get started.