Job Shop RFQ Intake Form Template
Most bad quotes start with a thin RFQ: a drawing with no revision, quantities that change on the phone, or a cert requirement nobody wrote down. This form captures the same fields every time so the estimator can price the job instead of chasing the buyer.
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Job Shop RFQ Intake Form Template
Request for Quote Intake: Lakeside Machine Works
RFQ: RFQ-26-0418 Received: 2026-10-19 Customer: Northfield Hydraulics Buyer contact: J. Alvarez, buyer, 555-0142 Quote due by: 2026-10-23
Part and Quantity
Part number and revision: NH-20417 Rev C Quantities: 25, 100, 250 pieces Material and form: 6061-T6 aluminum, 2.5 in round bar Tightest tolerance: +/- 0.0005 in on bore diameter Finish and secondary operations: Clear anodize Type II, deburr all edges
Quality and Delivery
Certifications: Material cert and C of C Delivery request: First article in 4 weeks, production in 7 weeks
Notes: Customer supplies drawing as PDF and STEP. Open to alternate material if lead time improves.
Intake Checks
| Item | Received | Missing | Action |
|---|---|---|---|
| Drawing at current revision | |||
| 3D model or STEP file | |||
| Specifications and flow-downs | |||
| Quantity breaks and annual usage | |||
| Customer-supplied material or tooling |
Routing
A starting point you can adapt to your own quoting procedure. Keep the exported file with the quote record in your ERP or document folder.
Automate RFQ intake into your ERP
Optional: talk to us about reading RFQ emails and drawings into your quoting screens with human review.
Optional. The tool and every export work without this. No spam.
How to use the form
Fill the form the moment an RFQ arrives, whether it came by email, a portal or a phone call. Paste the customer's part number, revision and quantity breaks exactly as written. Use the Intake Checks table to mark what you received and what is missing, then email the buyer for the gaps the same day. Export to PDF or Word and attach it to the quote in your ERP so the estimator, the programmer and the shipping clerk all read from one record.
What each section is for
The part block holds what drives cost: material form, tolerance and finish. The quality block holds what drives risk: certs, flow-down clauses and traceability. Delivery is separate because a first article date and a production date price very differently on a small shop with a fixed spindle count.
- Revision letter prevents quoting an obsolete drawing
- Quantity breaks let you spread setup across lots
- Cert level changes inspection and paperwork time
- Customer-supplied material changes your liability and margin
Where it fits in a job shop ERP
JobBOSS, E2 Shop System, Global Shop Solutions and ProShop each have a quote or estimate module, and each expects the same inputs: part, revision, quantity, material, routing and markup. This form is the step before that data entry. It also gives you a clean place to record why you declined a job, which most ERPs do not capture well.
Common mistakes
Quoting from an emailed screenshot, skipping the revision, and ignoring a note buried on drawing sheet two are the usual causes of a loss on a job. Another is accepting a verbal quantity change without updating the form. Treat the form as the record: if the buyer changes the quantity, change it here and note the date.
Frequently Asked Questions
Is this form specific to one ERP?
No. It captures the information every job shop ERP estimate screen asks for, so you can key it into JobBOSS, E2 Shop System, Global Shop Solutions, ProShop or a spreadsheet. The fields are generic and you can edit the exported file.
Does anything get sent to a server?
No. The form runs in your browser and the export is generated locally. Your customer names and part numbers stay on your machine unless you choose to share the file.
Should I fill this for every RFQ?
Fill it for any RFQ that will take more than a few minutes to price. For repeat parts with an existing routing, a short email confirmation may be enough, but the revision and quantity should still be recorded.
Can I add my own fields?
Export to Word and add rows for your own needs, such as ITAR status, customer approved source lists or hardness testing. The template is a starting point, not a controlled quality procedure.
If RFQ data sits in email threads and spreadsheets, Netray can help pull it into your job shop ERP estimate screens with a human approval step.
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