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RFQ management: the number comes first

Moviqo's RFQ management is the register-first workflow at the heart of the Moviqo operations CRM: every enquiry that arrives by email, WhatsApp or phone gets an RFQ number, such as MMIPL26100, before anything else happens. The acknowledgement, vendor rate requests, quotation and job all carry that number until the cargo is delivered.

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How it works

What does RFQ management mean in Moviqo?

An RFQ is a request for a price to move cargo. In Moviqo it is the first record you create and the one everything else hangs from. Registering it takes a minute; the details can follow.

  1. STEP 01

    RFQ number first

    Register the enquiry in a minute: customer or requester, origin and destination are all it needs. Moviqo issues the RFQ number and the acknowledgement text for email and WhatsApp.

    MMIPL26100
  2. STEP 02

    Vendor pricing

    Active rate sheets for the lane are checked first. Moviqo names the vendors to float the RFQ to, and each vendor's price sits in its own section under the RFQ.

    3 vendor sections
  3. STEP 03

    Quotation

    Build the quotation from the vendor section you select, set the margin and see buy, sell and margin live. The PDF shows the sell side only.

    MMIPL26100-Q1
  4. STEP 04

    Job

    When the customer accepts, open the job. The job number is the RFQ number, and milestones, containers and costs follow it to delivery.

    MMIPL26100

Same number on the acknowledgement, the vendor rate requests, the quotation and the job, so anyone on the desk can find the whole story with one search.

Register

How do you register an RFQ in a minute?

Only three things are required: the customer or requester, the origin (a port or a place) and the destination. Missing details never block registration; the desk asks for them in the acknowledgement. Whatever the enquiry does give, Moviqo has a place for:

  • The source (email, WhatsApp, phone, portal, walk-in, referral or other) and the time it was received
  • The mail subject and thread reference, so a follow-up on the same thread is recognised
  • Who is asking: a customer, or an overseas agent enquiring for an end customer
  • Mode, direction, Incoterm and scope of work, with POL and POD picked from a port list that includes the UN/LOCODE list of sea ports, airports and inland container depots
  • Commodity, equipment, packages, weights and volume, and for hazardous cargo the UN number or IMO class
  • Package rows for OOG, project and breakbulk cargo, pasted straight from an Excel colli list and checked by the OOG cargo check
  • Files: cargo photos, packing lists, drawings and PDFs, up to 20 MB each
Illustration with sample data: RFQ MMIPL26100 with three vendor pricing sections and a draft quotation.

Acknowledge

How does the RFQ acknowledgement work?

As soon as an RFQ is registered, Moviqo shows its number with a ready acknowledgement for email and for WhatsApp. The email reply keeps the customer's subject and adds the number, for example RE: Rates please | RFQ No. MMIPL26100, so every later mail on the enquiry can be found by it.

Once the message has actually gone out, mark the RFQ acknowledged with the channel and the time. Until then it carries an amber "Acknowledgement pending" badge, the RFQ list shows how many RFQs are awaiting acknowledgement, and Tasks shows the reply as due 30 minutes after receipt.

The full wording and the checks before it are in the guide RFQ acknowledgement SOP.

Illustration with sample data: the acknowledgement email as Moviqo words it (shortened).

Duplicates

How does Moviqo stop duplicate RFQs?

Moviqo refuses to create a second RFQ for the same mail thread, the same source reference, or an RFQ number already quoted in the subject. It returns the existing RFQ instead, so the follow-up lands on the enquiry it belongs to and nothing new is created.

The RFQ procedure built into Moviqo adds one more check for the desk: the same customer asking for the same lane within 14 days is treated as a follow-up, unless the earlier enquiry was won or the customer says it is a separate shipment.

Track

How do you see where every RFQ stands?

Every RFQ has one status, from New to Completed, and the next step for each one is worked out from the record itself.

  • A board by status

    Columns for New, Pricing, Quoted, Sent, Negotiation, Won and In operation, with the customer, lane, equipment and age on each card. The list view adds Completed, Lost and Cancelled, with filters and search.

  • One search finds it

    Search by RFQ number, customer, port of loading or discharge, commodity or title, so the number in any later mail subject leads straight back to the enquiry.

  • A timeline on every RFQ

    Registration, acknowledgement, vendor requests, vendor quotes, quotations, status changes and notes, in order, with who did what.

  • Tasks that follow the RFQ

    Acknowledge within 30 minutes of receipt, check rate sheets and ask vendors within 1 hour, chase a vendor after 24 hours, draft the quotation when pricing is in, follow a sent quote up after 3 days.

  • Dashboard alerts

    Awaiting acknowledgement, vendor pricing pending for more than 24 hours, quotes due today and rate sheets expiring in 7 days, above the live dashboard.

  • Lost always has a reason

    Marking an RFQ lost asks for the reason, so every lost enquiry says why, not just that it was lost.

AI on the desk

Can AI register RFQs for you?

Yes, with a person in charge. Paste an enquiry mail or WhatsApp message, or drop an .eml file, into Moviqo AI and it fills the Register RFQ form for someone to check and save. With the Claude connector, Claude can register the RFQ from a customer's mail and prepare the acknowledgement, and it is instructed to ask before it sends anything.

How the Claude connector and Moviqo AI work

Questions

RFQ management: common questions

What is an RFQ in freight forwarding?

An RFQ, or request for quotation, is a customer's or agent's request for a price to move cargo between two places. It usually names the route, the cargo and the equipment, and it starts the pricing work with shipping lines, NVOCCs and other vendors.

What is the minimum information needed to register an RFQ in Moviqo?

Three things: the customer or requester, the origin and the destination. Everything else, from equipment to the cargo ready date, can be added later, and the desk adds the open questions to the acknowledgement.

Does the RFQ number change when a quotation or job is created?

No. Quotations are numbered from it (MMIPL26100-Q1, -Q2) and the job number is the RFQ number itself. A second job on the same RFQ becomes MMIPL26100-J2.

Can RFQs from WhatsApp and phone calls sit in the same list as email?

Yes. Each RFQ records its source (email, WhatsApp, phone, portal, walk-in, referral or other) and they all share one board and one numbering. The acknowledgement comes in both email and WhatsApp wording.

How quickly should an RFQ be acknowledged?

Within 30 minutes of receipt. Mega Move India's RFQ procedure, which is built into Moviqo, sets 15 minutes to register, 30 minutes to acknowledge and 1 hour to send vendor rate requests, counted from receipt in business hours, and Moviqo's Tasks list makes each acknowledgement due 30 minutes after receipt.

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