RFQ Flow

Requesting a quote on HyperQuote replaces the traditional process of calling five suppliers, comparing handwritten prices, and chasing responses for days. You submit one request, and the platform coordinates multiple suppliers behind the scenes to deliver a consolidated quote.

A quote request starts from any of several entry points: adding products while browsing the catalog, building a material list in the portal, uploading a CSV or Excel file, or simply describing what you need to the AI assistant. All methods produce the same result — a structured list of materials with quantities.

The quote form is intentionally minimal: products (pre-filled from your list), quantities, and delivery location. You can optionally attach drawings, specifications, or BOQ documents in PDF, Excel, or image format. All drafts are editable until you hit submit.

Upon submission, you receive an instant confirmation via WhatsApp and email with a reference number, an expected timeline ("within 4 hours"), and the name of your assigned team member. First-time customers receive priority processing.

Your request enters the RFQ review stage where a sales representative validates the materials, checks for quantity anomalies (the system flags unusually large requests automatically), and qualifies the opportunity. If your request mentions specialty items, it routes to a category specialist.

Simultaneously, the procurement team begins supplier sourcing. For each product category in your request, 2-5 verified suppliers receive inquiries in parallel. Suppliers with fresh pricing in the system (updated within 24 hours) can be quoted immediately — these items show up as "instant" pricing. Items requiring supplier confirmation enter a "fast" pricing queue (15 minutes to 2 hours). Only items with no cached pricing require the traditional RFQ cycle.

This three-tier pricing approach is why HyperQuote can deliver quotes dramatically faster than the industry standard. For requests where 60-80% of items have fresh supplier pricing, your sales representative can build the quote while you are still on the phone.

The sales team assembles your quote with line-by-line pricing, delivery charges (zone-based with weight surcharges for heavy materials), and applicable terms. An internal margin check ensures pricing falls within approved ranges. If any line falls below the margin floor, a manager approves it before the quote goes out.

Your quote includes everything required for Egyptian business: bilingual product names, unit pricing excluding VAT, a separate 14% VAT line, delivery as a separate line item, payment terms, and a validity period. Volatile materials like steel and cement get shorter validity windows (5-7 days) than stable products (14 days).

You receive your completed quote via the portal and a WhatsApp notification. The quote document is available as a PDF — formatted for A4 printing, black-and-white friendly, and WhatsApp-shareable — because Egyptian procurement teams still print, stamp, sign, and file.

A proforma invoice version is also available for companies that need it for internal purchase approvals or to open a letter of credit.

From submission to quote delivery, the target is 4 hours during business days. The platform tracks this SLA rigorously — unassigned requests escalate to the sales manager after 30 minutes, and pricing delays escalate to procurement after 2 hours.