Instafill.ai
7 days free
AI form filling · 66 fields · 1 page · done in seconds

Yes! You can use AI to fill out Request for Quote Form

Don't type 66 fields by hand. Tell our AI about yourself, or upload a document you already have, and it fills every field in seconds. You check it, then download, print or sign.

7 days free, then $19.99/month · Cancel anytime
AI fills it, no typingEncrypted, never used to train AICancel in two clicks
Request for Quote Form, page 1
Moderate · 61/100Form Complexity Index

The AI does the filling. You just check it.

No typing into boxes, nothing to install.

Tell the AI about youAnswer a few questions in plain words, or upload a document you already have. That is all the typing there is.
AI fills every field in secondsIt puts each answer in the right box on every page, tables and checkboxes included.
Check it and downloadReview every field, change anything, then download, print or sign the PDF.

What this form asks for

The AI fills all of it, from your answers or your documents.

A Request for Quote (RFQ) form is a standard business document used to invite suppliers into a bidding process to quote on specific products or services. It formalizes the procurement process, ensuring the buyer receives comparable, detailed bids for clear evaluation and decision-making. Today, this form can be filled out quickly and accurately using AI-powered services like Instafill.ai, which can also convert non-fillable PDF versions into interactive fillable forms.
Fillable fields66
Pages1
Sections12
Tables and lists1
Form Complexity IndexModerate, 61/100

The AI checks your answers before you download

12 checks built for this form, so a wrong date or a missing answer is caught before anyone else sees it.

RFQ Date and PO Date Chronology

This validation ensures that the 'PO Date' is on or after the 'RFQ Date'. A Purchase Order cannot be issued before a Request for Quote is created, so this check maintains logical consistency in the document timeline. If the PO Date precedes the RFQ Date, the submission should be flagged for manual review as it indicates a potential data entry error.

Required Date Plausibility

This check verifies that the 'Date Required' for each line item is a future date and occurs after the 'RFQ Date'. This is important for ensuring that the requested delivery timeline is realistic and not in the past. A validation failure would prevent impossible requests and prompt the user to enter a valid future date.

Vendor Name Completeness

This validation ensures that the 'Vendor Name' field is not empty and contains the full legal business name. This field is critical for correctly identifying the supplier for communication, payment, and legal purposes. A failure to provide a vendor name would halt the process, as the RFQ cannot be sent without a recipient.

Vendor Address Completeness

This check verifies that if 'Vendor Address Line 1' is filled, the 'Vendor Address Line 3' (containing city, state, and postal code) is also completed. A partial address is unusable for mailing physical documents or for legal record-keeping. This validation ensures a complete and valid address is on file for the vendor.

Ship To Address Completeness

This validation ensures that if a 'Ship To Name / Company' is provided, the 'Ship To Address Line 1' and 'Ship To City, State, ZIP / Country' fields are also filled. This is crucial for logistics and ensures that ordered items can be delivered to the correct location without delay. An incomplete shipping address would result in a processing error and require user correction before the order can be fulfilled.

Line Item Core Data Requirement

For any line item where a 'Quantity' is specified, this check ensures that the 'Item Description' and at least one item identifier ('TANN Item Number' or 'Vendor Item Number') are also present. This prevents ambiguous orders where a quantity is requested for an unidentified item. If validation fails, the user must provide the missing item details to ensure the correct product is quoted and ordered.

And 6 more checks
  • Line Item Number Sequencing
  • Quantity and Price Field Format
  • Item Identifier Presence
  • Internal Approver Presence
  • Job Number Requirement
  • PO Number Format and Presence

Let AI fill out your RFQ Form

No typing. Every field filled in seconds, checked, ready to sign.

7 days free, then $19.99/month · Cancel anytime

How to Fill Out RFQ Form Online for Free in 2026

What the AI walks you through.

  1. Navigate to Instafill.ai and upload or select the Request for Quote form.
  2. Use the AI assistant to accurately fill in the RFQ header information, including dates, PO number, and vendor address details.
  3. Enter the complete 'Ship To' address where the items should be delivered.
  4. For each line item, provide the quantity, TANN and vendor item numbers, required date, and a detailed item description.
  5. Input the internal coding details, such as Job Number, Tag, and Class, for accounting and tracking purposes.
  6. Specify the names of the individuals who requested and ordered the items in the approvals section.
  7. Review the entire form for accuracy, make any necessary corrections, and then save, download, or send the completed RFQ to the vendor.

Common Mistakes in Completing RFQ Form

The ones the AI is built to catch.

Swapping Internal and Vendor Item Numbers
Users often confuse the internal 'TANN Item Number' with the 'Vendor Item Number', placing one in the other's field. This happens when they are unaware of the distinction or only have one number available. This error leads to incorrect items being quoted, causing significant procurement delays and potentially resulting in the wrong materials being ordered. To avoid this, always verify which number is for internal tracking (TANN) and which is used by the supplier (Vendor).
Providing Vague Item Descriptions
Fillers frequently enter overly brief information in the 'Item Description' field, such as 'gasket' or 'monitor', assuming the item number is sufficient. This forces the vendor to guess or request clarification, delaying the quote and increasing the risk of receiving a price for the wrong product. To prevent this, always include detailed specifications like dimensions, material, model numbers, color, and other critical attributes to ensure an accurate quote.
Incorrectly Splitting Address Information
A frequent error is incorrectly distributing address details across the 'Address Line 1', 'Line 2', and 'City, State, ZIP' fields. For example, a user might put the city in 'Address Line 2' instead of its designated field, which can cause validation failures in shipping software and lead to delivery delays. Always place the street address in Line 1, suite/unit numbers in Line 2, and city/state/ZIP in the final field. If the form is a non-fillable PDF, a tool like Instafill.ai can convert it into a smart, fillable version that helps guide data entry.
Confusing 'Requested By' and 'Ordered By'
Users often enter the same name in both the 'Requested By' and 'Ordered By' fields, even if different individuals are involved in the process. This mistake can disrupt the internal approval workflow, as the person with budget authority ('Ordered By') may not be properly notified. This leads to delays in converting the quote to a purchase order. Ensure the 'Requested By' field contains the initiator's name and 'Ordered By' contains the name of the individual authorized to approve the purchase.
Omitting Internal Coding Details
The 'Job Number', 'Tag', and 'Class' fields are frequently left blank by users who are not involved in accounting or project management. Omitting this information creates significant extra work for finance departments who must manually track down the codes to allocate costs correctly. This can delay project reporting and cause accounting errors. Before submitting, consult with a project manager or the finance team to obtain the correct codes.
Using an Informal or Abbreviated Vendor Name
Instead of the full legal business name, users sometimes enter a common abbreviation or a DBA ('doing business as') name in the 'Vendor Name' field. This can create mismatches in the accounting system when processing payment, as the name on the PO must match the legal name on the invoice. This can lead to payment delays and strained vendor relationships. Always use the vendor's complete, official legal name.
Inconsistent or Invalid Date Formatting
Users enter dates like 'RFQ Date' and 'Date Required' in various formats (e.g., DD-MM-YYYY, MM/DD/YY, 'Next Week'), which causes confusion and data processing errors. This ambiguity can lead to missed deadlines if a date is misinterpreted, especially in international business. To prevent this, always use a clear YYYY-MM-DD format. AI-powered form filling tools like Instafill.ai can help by automatically standardizing dates into the required format.
Unrealistic 'Date Required' Entries
It is common for the 'Date Required' field to be filled with an impossible or overly aggressive timeline, such as the same day for a custom item. This happens due to poor planning or a misunderstanding of vendor lead times. Setting unrealistic expectations can result in vendors declining to quote, providing an inflated 'rush' price, or simply ignoring the requested date. Always provide a realistic date based on project schedules and known lead times.
Confusing 'Vendor Contact' with 'Attention'
The 'Vendor Contact' and 'Attention' fields are often filled with redundant information, or the user misunderstands their distinct purposes. 'Vendor Contact' is for a specific person, while 'Attention' can be a role or department (e.g., 'Sales Department'). Using them incorrectly can delay the RFQ if the specific contact is unavailable. For best results, list a specific salesperson under 'Vendor Contact' and a general department under 'Attention' to ensure the RFQ is seen promptly.
Ambiguous 'Quantity' and 'Price per Unit' Entries
Users may enter a number in the 'Quantity' field without specifying the unit of measure (e.g., '1' could mean one item, one case, or one pallet). Similarly, the 'Price per Unit' may not align with the quantity's unit of measure. This ambiguity leads to incorrect quotes and order totals. Always ensure the item description clarifies the unit of measure (e.g., 'Case of 24') so the quantity and price are clearly understood.

Frequently Asked Questions About RFQ Form

 

Is it really free for 7 days?
Yes. You pay $0 today. Cancel before Nov 10 and you are never charged. Keep it, and it is $19.99 a month for 5 fills of your RFQ Form.
Can I fill other forms too?
This plan is for your RFQ Form: your own AI agent fills it as often as 5 times a month. To fill other forms and upload your own, choose a Professional plan from your account.
How do I cancel?
From your account, in two clicks, any time. No email, no call.
How does the AI fill out RFQ Form?
You answer a few questions in plain words, or upload a document you already have. The AI reads what you give it and puts each answer into the right field of RFQ Form, on every page, in seconds. It checks the answers against the form's own rules, and you review and change anything before you download, print or sign.
What happens to my information?
It is encrypted in transit and at rest, and it is never used to train AI.
How complex is RFQ Form to fill out?
RFQ Form has a Form Complexity Index of 61 out of 100, in the moderate tier: 66 fillable fields across 1 page. Instafill.ai's AI fills it in under a minute, with every field there for you to review before you download.
What is the purpose of this form and who fills it out?
This is a Request for Quote (RFQ) form used to get pricing from vendors for goods or services. It is typically filled out by a purchasing agent or an employee needing to procure items for their company.
What is the difference between the 'Vendor Address' and the 'Ship To Address'?
The 'Vendor Address' is the mailing address of the supplier you are requesting the quote from. The 'Ship To Address' is the location where you want the items delivered if you place an order.
What is a 'TANN Item Number' and how is it different from the 'Vendor Item Number'?
The 'TANN Item Number' is your company's internal part number for tracking purposes. The 'Vendor Item Number' is the supplier's unique part or model number for the same item.
What information should I include in the 'Item Description' field?
Provide a detailed description of the item, including specifications, model numbers, dimensions, or other key features. This ensures the vendor provides an accurate quote for the exact item you need.
What do I do if I need to request quotes for more than six items?
This form has space for up to six line items. If your request exceeds this, you will need to fill out an additional form or attach a supplementary sheet with the extra items.
What are the 'Tag', 'Job', and 'Class' fields for?
These are internal coding fields used for accounting and project management. They help your company categorize the expense and track costs against a specific job, project, or department.
What is the difference between 'Requested By' and 'Ordered By'?
'Requested By' is the person who initiated the need for the quote, such as an engineer or project manager. 'Ordered By' is the person with the authority to officially place the purchase order, often a purchasing agent.
What does the 'Change/Cancel' field on each line item mean?
This field is used to note if a line item is a modification to a previous request or a cancellation of an item. For example, you could write 'Increase quantity' or 'Cancel this line'.
Is a Purchase Order (PO) number required to submit this RFQ?
A PO number may not be required for the initial quote request, but it is useful for internal tracking. If a PO has already been generated for this potential purchase, you should include its number and date.
How do I submit this form once it's completed?
Submission instructions are typically provided by your purchasing department or the vendor. Generally, you would send the completed form to the vendor's contact person via email or a supplier portal.
Can I use an AI tool to help me fill out this RFQ form?
Yes, services like Instafill.ai use AI to help you fill out forms like this one. These tools can accurately auto-fill fields, which saves time and reduces the chance of errors.
How can I use Instafill.ai to fill this form online?
Simply upload the form to the Instafill.ai platform. The AI will identify the fields, allowing you to quickly fill them in, save your progress, and download the completed document.
The PDF version of this form I have isn't fillable. What can I do?
If you have a non-fillable or 'flat' PDF, you can use a service like Instafill.ai to make it interactive. Upload the file, and the tool will convert it into a fillable form that you can complete on your computer.
Encrypted in transit and at restNever used to train AIDelete your forms any time

Get your RFQ Form filled out by AI

$0 today. Cancel before Nov 10 and you pay nothing.

7 days free, then $19.99/month · Cancel anytime