RFQ Software Features for
Collecting and Comparing Supplier Quotes
Create RFQs, collect structured supplier responses without requiring accounts, compare price, available quantity, lead time, and terms side by side, then place the order. Teams using AuraVMS save 25 days of manual work each year.
Seamless Integrations & Automation
Automate tedious manual labour work of your team, and focus time on what actually matters
Connect Qualified Quotes Directly to My ERP
Use AuraVMS's free, open REST API to integrate with your ERP or inventory system, turn qualified quotations into purchase orders, and send those orders directly into your ERP. Combined with these integrations, AuraVMS customers can eliminate over 95% of manual procurement data entry and spend more time finding suppliers, negotiating, and managing vendor relationships.
Create RFQs and collect quotes automatically using your product, UOM master, and inventory data through the API
Turn qualified supplier quotations into purchase orders and send them directly to your ERP
Effective, automated & concise supplier communications. Reducing the need to personally follow up with vendors & collect information
Standardize procurement data for reuse and analysis. No more managing the same workflow across Excel, Google Sheets, and email clients
Supplier Performance Monitoring & Relationship Management
When dealing with 50+ suppliers of different materials, it's easy to lose track of which supplier sells what. AuraVMS makes supplier management effortless by organizing all vendor data in one place.
Compare supplier performance on response rate, pricing efficiency, and timely deliveries
Build stronger supplier relationships with response and performance history in one place
Send automatic reminders to suppliers who haven't responded yet
Organize suppliers with custom tags for better categorization and quick access
Supplier Performance Dashboard
Track supplier metrics in real time with customizable KPIs
How to add and manage suppliers in AuraVMS
Add a supplier with contact details, categories and location, import hundreds from a spreadsheet, and see how each one has responded.
Transcript
Choose who should quote. Pick suppliers you already know, or add a new one right here. Enter their contact details, phone and email, then tag what they sell and where they're based.
They're saved for every future request.
All your suppliers live in one list. Moving from spreadsheets? Import hundreds of suppliers in one go.
And see how each supplier has responded, at a glance.
Easy Comparison of Quotations
Collecting and organizing responses in different formats is tedious. AuraVMS automatically standardizes all quotes for easy comparison, saving you hours of manual work.
All quotes automatically formatted for side-by-side comparison
Send automated reminders to suppliers who haven't responded
Export consolidated quote data via API or Excel with one click
Attach Specifications & Documents
Stop sending attachments separately via email. With AuraVMS, attach product specifications, engineering drawings, images, and documents directly to each RFQ item. Suppliers receive everything in one place, reducing confusion and ensuring accurate quotes.
Attach PDFs, Word docs, Excel files, and images to each RFQ item
Suppliers download specifications directly from their quote page
Secure storage with automatic backup and file integrity verification
Complete audit trail of all file uploads, downloads, and deletions
Supported formats: PDF, DOC, DOCX, XLS, XLSX, PNG, JPG, JPEG
Attach Files to RFQ Items
Share specifications and documents directly with your suppliers
Anonymous & Fair Bidding - No Supplier Signup Required
Ensure fair competition among your suppliers with zero friction. When you send an RFQ through AuraVMS, each supplier receives a unique instant-access link. No signup, no login, no training needed - they simply click and quote. Each supplier sees only their own quote, never competitor prices.
Suppliers receive instant-access links via email/WhatsApp - NO signup required
Zero onboarding or training needed for your vendors
Each supplier sees only their own quote, never competitor prices
Encourages genuine best-price offers without undercutting games
Complete Data Export with One Click
Need to analyze your procurement data or share with stakeholders? Export everything at once. AuraVMS compiles 22 comprehensive data fields and delivers a formatted Excel file directly to your email.
RFQ Data
- • RFQ ID & Dates
- • Terms & Conditions
- • Payment Terms
- • Shipping Terms
Product Data
- • Product Names
- • Quantities & UOM
- • Specifications
- • Delivery Dates
Supplier Data
- • Company Names
- • Contact Details
- • Categories
- • Email & Phone
Quote & Order Data
- • Prices & Quantities
- • Lead Times
- • Order Status
- • Placement Dates
22 Data Fields
Complete procurement history in one Excel file
Digitize My Entire Procurement Process
From RFQ creation to order placement, AuraVMS provides a seamless digital experience
Analytics Dashboard
Real-time KPIs: RFQ closure time, supplier response rates, spending by vendor, lead times. Filter by date range.
Automated Workflows
Automatic RFQ distribution, supplier reminders, and order confirmations. Set up once, save hours daily.
Document Attachments
Attach specifications, drawings, and documents directly to RFQ items. Suppliers get everything they need.
Mobile Accessible
Access your procurement data anywhere, anytime, from any device. Suppliers quote easily from their phones.
And a whole lot more possibilities
AuraVMS is packed with powerful features designed to make your procurement process efficient and hassle-free.
Import Vendors In Bulk
Upload your existing supplier list from Excel or CSV - names, contacts, emails, and categories. Validates data automatically and skips duplicates. Your entire vendor database ready in under 5 minutes.
Highlight Best Quotations
We highlight the best quotations based on Price, Lead-time and MOQ. So you can make the decision quickly
Email & Whatsapp Communication
AuraVMS seamlessly integrates your Email and WhatsApp integrations so you can reach your vendors wherever they are most comfortable
Unlimited RFQs & Quotations
We charge you only for access, and after your 7 day trial period. You don't have to worry about losing your precision historical data
Monitor Vendor Performance
Monitor closely, which vendors are most engaged and which vendors need relationship building
Sending Reminders
Tired of following up with suppliers? Use AuraVMS to send reminders to all vendors who have not quoted yet
24X7 Live Support
We are reachable and at your service 24X7 via Email and WhatsApp. If you face any challenges or what to request new features, you can reach us quickly
Industry Standard Security & Compliance
Procurement data is a very sensitive subject for every business. We make sure that only you can use your data and no one else can. With regular security audits, and following top security practices
Analytics Dashboard
Track procurement KPIs in real-time: average RFQ closure time, supplier response rates, spending by vendor, lead time comparisons. Filter by date range - today, 7 days, 30 days, 90 days, or all-time.
Customizable Templates
Customize the templates for RFQ and Quotation according to your needs and usage
On Premise Setup
Worried about security of sensitive procurement data? We will help you set-up our entire software on your own servers and systems to run independently. Get your personalized custom features and workflows that are specific to your organizations without worrying about any security issues
Attach Specifications & Documents
Attach PDFs, Excel files, images, and drawings directly to RFQ items. Suppliers see exactly what you need - no separate emails required. Secure storage with full audit trail.
One-Click Complete Data Export
Export your entire procurement history to Excel - RFQs, suppliers, quotations, orders, terms, and specifications. 22 data fields delivered directly to your email.
Fair & Anonymous Bidding
Suppliers receive instant-access links - no signup, no login, no training needed. Each supplier sees only their own quote, never competitor prices. Zero friction for your vendors.
Complete Audit Trail
Every action is logged - file uploads, downloads, quote submissions, order placements. Know who did what and when for complete compliance.
Smart Auto-Suggestions
AuraVMS learns from your history. Get instant suggestions for product names and units of measure as you type. Create RFQs faster than ever.
Powerful Search & Filters
Find any RFQ instantly. Search by product name, RFQ ID, or supplier. Filter by status (open/closed), response state, and sort by date or activity.
Simple Integrations With Internal Systems
Integrate AuraVMS with your internal systems to seamlessly transform your business data to procurement and to seamless delivery of your goods and services
Trusted by procurement teams worldwide
“We were comparing supplier quotes on a shared Excel sheet that three people edited simultaneously — it was chaos. AuraVMS put every quote in the same format, side by side, and the arguing stopped. We close RFQs in two days now instead of two weeks.”
Gunnar Sjoberg
Procurement Manager · Metal fabrication · Ohio
“I run a 40-person manufacturing unit. Coupa quoted us $70,000 a year — that's more than my procurement headcount costs. AuraVMS does 90% of what I need for $15 a month. The ROI isn't even a question.”
Devansh Kothari
Operations Director · Electronics manufacturer · Texas
“The anonymous bidding feature is the real differentiator. Before, suppliers knew they were the only one quoting and priced accordingly. Now they see a competitive process and we've seen prices drop 8–12% on average across our top 20 SKUs.”
Shubhangi Deshpande
Head of Procurement · Pharmaceutical company · Mumbai
“My suppliers don't need to sign up for anything. They get a link, they fill in their price, done. That was the dealbreaker with every other tool we tried — suppliers just refused to create accounts on yet another portal.”
Tomas Hrbek
Purchasing Manager · Construction supplies · Florida
“We manage three construction projects simultaneously, each with different material requirements. Before AuraVMS, I had a separate spreadsheet per project and spent Fridays consolidating. Now each project lead creates their own RFQs and I see everything in one dashboard.”
Bridget O'Sullivan
Project Director · General contractor · Colorado
“The WhatsApp integration is huge for us. Half my suppliers in Latin America don't check email regularly but they're on WhatsApp all day. Quotes come back in hours instead of days.”
Sebastian Uribe
Supply Chain Manager · Trading & distribution · Mexico
Procurement team roles and permissions in AuraVMS
Invite colleagues, set their role and manager, and switch each permission on or off: creating requests, sending them, adding suppliers, exporting data.
Transcript
Working with a team? Bring everyone into one workspace. Each person has a role, and a manager they report to.
Invite a colleague by email, then choose their role and who they report to. Then control exactly what each person can do: create requests, send them out, add suppliers, or export data. Switch each one on or off.
And as a manager, you see your team's requests alongside your own.
Ready to streamline my procurement process?
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Expert onboarding support
Choose my starting point
One product. Six useful entry points.
Each guide answers a distinct procurement job without pretending AuraVMS is an RFP suite, supplier marketplace, or full procure-to-pay platform.
RFQ software
Create, distribute, collect, compare, and place the order.
CoordinationRFQ automation
Standardize repeated work, reminders, ranking, exports, and API access.
Response qualityQuotation collection
Collect consistent commercial fields from selected suppliers.
Supplier experienceNo-login response portal
Give invited suppliers a private, browser-based way to quote.
EvaluationQuote comparison
Compare complete offers with L1, L2, and L3 price ranking.
Free toolFree RFQ generator
Choose a practical template and download a supplier-ready RFQ PDF.