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Price requests | General

Are you subcontracting part of a quotation, or do you want to know which supplier is the cheapest? With a price request you request prices from several suppliers in one go. Every supplier fills in their prices on their own supplier portal. You compare the prices in Robaws, load the prices of the supplier you choose into your quotation and convert the price request into a supply order. The price requests module is included in the Pro licence. You give a user access via the permissions on price requests in their user role.

You can find answers to frequently asked questions in the price requests FAQ.

Navigate quickly to:

the overview of the price requests
creating a new price request
the price request file and its fields
the way of working from quotation to supply order
the action buttons

Overview screen

You can adjust the overview of the price requests via the settings: which columns you want, in which order, which quick filters? In addition, every user can create their own overviews and personalise them. Via the overview screen you can make bulk changes to several price requests at once.

Views

Besides the table view, the price request overview has one more view:

Kanban: your price requests as cards, in a column per status. At the top of every column you see the total excluding VAT.

Creating a new price request

You always create a price request from a template. A new environment does not have a template yet: first create one in the settings. As long as there is no template, you do not see the buttons to create a price request.

You start a new price request in several ways:

from a quotation. Select the lines you want to subcontract, including lines from the line detail of a post. Right-click and choose Create price request. If you have several templates, choose one. The price request is immediately linked to the quotation and the project.
from a project or a supplier, via the plus sign next to 'Price requests' in the Overview block.
from the overview of your price requests, via the Add (+) action button.

Does the same item with the same description appear several times in your quotation? Then Robaws puts it on the price request once, with the total quantity of the whole quotation. That way you get one price for, for example, all solar panels, even if they are in different posts.

A new price request gets a new number and the status, the lines and the suppliers of the template. You become the assignee. Robaws calculates the Due date and the Deadline date based on the periods in the settings. Does a new price request closely resemble a previous one? Then select that one in the overview and use the Duplicate action button.

The price request file

The price request file consists of the Price request and Supplier price requests blocks. Below them you find the tabs.

Price request

Field	Explanation
Status	The status of the price request.
Company	(visible if you have several companies) The company that sends the price request.
Reference	Your own reference. It is carried over to the supply order you make from the price request.
Quotation	The quotation for which you request prices. Only with a quotation can you load the prices of a supplier into that quotation. If you choose a quotation, Robaws also fills in the project.
Project	The project of the price request. The supplier sees the project name on their portal, and the address of the quotation or otherwise of the project.
Make at	The date of the price request.
Due date	By when you expect an answer from your suppliers. Robaws does not hold the supplier to it: use the date in your e-mail with the replacement code ${dueDate}.
Deadline date	The last day on which a supplier can still respond on the portal. From the next day on, they can no longer do anything and see the message 'Deadline has passed'.
Approval date	The date on which you approved a supplier. Robaws fills this in itself.
Assignee	The user who follows up the price request. They receive a notification when a supplier submits or declines their prices.

If you work with extra fields, they appear below this block.

Supplier price requests

Here you add the suppliers from whom you request prices, and you follow up how far each supplier has got. How to add them and send the price request is explained in Price request: step by step from quotation to supply order.

Column	Explanation
Supplier	The supplier. You can add every supplier only once.
Contactperson	The contact of the supplier who receives the e-mail.
Status	How far the supplier has got, see the table with statuses.
Total vat excl.	The total of the prices of this supplier. Click on it to see their prices per line.
Last interaction	When something last happened, for example a sent e-mail or a visit to the portal.

Every line has icons: Approve (the tick, appears when you hover over the line with your mouse), Show supplier prices, Send email, Show history and the bin. At the top of the block you find the Supplier Groups and Compare prices buttons.

The status of a supplier

Status	When
To be sent	The supplier is on the price request, but has not received an e-mail yet.
Sent	You sent the supplier an e-mail with a supplier email template.
Calculating	The supplier clicked Yes, I am going to calculate on the portal.
Submitted	The supplier submitted their prices. The assignee receives a notification.
Declined	The supplier clicked No, I am not going to calculate. The line turns red and the assignee receives a notification. If the supplier left a remark, you can read it via the info icon next to the status.
Approved	You approved this supplier. The line turns green.

Via Show history on the line of a supplier you see what they did and when, for example when they viewed the portal or downloaded the files.

Tabs

Items

Here you find the lines for which you request a price, with their item, description, quantity and unit. With the Line column you choose the line type. An extended description goes along to the portal, so that the supplier knows exactly what you are asking for. If you work with an introduction and a closing, they appear above and below the lines.

Below the lines you find the Documents for suppliers tab. Every supplier can download the files you put here, such as plans or a specification, on their portal, separately or together in a ZIP file.

Remarks

You use remarks to communicate internally about this price request and as an aide-memoire. Your suppliers do not see them.

Documents

Here you add files that belong to this price request and that are only for you. Your suppliers do not see them.

Tasks

As in all modules, you can also create a task from the price request.

From quotation to supply order

How to send a price request to your suppliers, compare the prices, approve a supplier and make a supply order from it is explained step by step in Price request: step by step from quotation to supply order.

Action buttons

In the overview screen

For most action buttons in the overview, you first tick the price request(s) on the left on which you want to perform the action.

Action button	Explanation
Add	Create a new price request from a template, see Creating a new price request.
Duplicate	Make a new price request based on the selected price request, with the same lines and the same suppliers. Those suppliers get the To be sent status again. To do so, select exactly one price request.
Supplier Groups	Create groups of suppliers to whom you send a price request together. Give the group a name and, if you wish, choose the contact per supplier.
Excel	Export the price requests from the overview to Excel.
Delete, Archive, Lock	See the explanation in the table below.

On the price request file

At the top of the price request file there is a row of action buttons. The name of an action button appears as soon as you hover over it with your mouse.

Action button	Explanation
Pdf	View the PDF of the price request. Via the drop-down list you choose one of the PDF templates that you created in the settings.
Make supply order	Make a purchase supply order for the approved supplier, see Step 6: make the supply order.
E-mail	Send an e-mail from the price request. Choose a general email template, or a supplier email template and then All or one supplier. Via e-mails send you see which e-mails have already been sent.
Default documents	Draw up a default document from the price request.
Change number	Give this price request a different number. See Changing a document number
Delete	The price request disappears from the overviews. Use this for a price request that was created by mistake. More explanation in Archiving and deleting.
Archive	The price request disappears from the overviews, but stays linked to the quotation, the project and the supply order. More explanation in Archiving and deleting.
Lock	The price request can no longer be changed. More explanation in Locking documents.
Audit log	(visible for administrators) The history of retrieving and saving the price request.

Don't see Delete, Archive or Lock? Then your user role does not have the right to edit or delete price requests. Archived and deleted price requests can be found again via the advanced filters in the overview.

Updated on: 04/11/2026

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