Docs · Email

RFQs by email

What is read

Attachments

STEP, IGES and DXF models and PDF drawings, also inside a .zip. A model and a PDF with the same name are one part. Up to 25 files of up to 50 MB each; other files (spreadsheets, images) are kept on the quote. Parasolid files are kept but can't be measured: send STEP.

Drawings

Each PDF is read for part number, revision, material, finish and heat treatment, tolerances, threads, notes and quantity. The drawing's material and finish are priced.

The buyer

Company, contact and email. In a forwarded email the original sender is the buyer, not the person who forwarded it.

Title

The buyer's RFQ reference and what is asked for, like “RFQ 4471 brackets”.

Quote due

When the buyer wants your price.

Needed by

When the buyer needs the parts. Relative dates (“Friday”, “in 3 weeks”) count from the email's date.

Turnaround

A lead time counted from the order (“15 business days ARO”, “3 weeks after PO”, “prototypes in 2 weeks, production in 6”), as written and in working days. Shown first in the quote's customer notes.

Order type and pricing

Prototype, production or repeat order, rush, and pricing instructions such as discounts or a target price: see below.

Parts and quantities

Each part number or name with its quantities; 10 / 50 / 100 are three price breaks. Quantities are matched to the files by part number or name, so name parts as their files are named.

Material and finish per part

Matched to your shop's own materials and finishes and priced, unless the part's drawing states its own: the drawing wins. What the email asks for that isn't in your catalog stays in the notes.

Other requirements

Certifications, inspection, delivery terms, shipping: kept as the customer's notes on the quote.

The first 30,000 characters of the email are read. Models attached to an email are measured when someone first opens the quote in QuotedPart; drawings are read as soon as the email arrives. Email with export-control markings (ITAR, EAR, CUI) isn't read by AI.

Order type and pricing instructions

An RFQ can say what kind of order it is and how to price it. QuotedPart reads both, and who sent the email decides what happens with the price.

Order type, rush and turnaround: your rules decide

“Order type: prototype”, “production run”, “repeat of PO 1234”, “rush” and “Turnaround: 10 working days” are read from any email and shown on the quote (Charges and notes → Order and pricing instructions, where your team can change them). Your markup rules (Settings → Markup rules) can use them, so the price follows your rules, not the sender's wording:

rfq.is_prototype

1 on a prototype order. A rule “Prototype” when rfq.is_prototype, add 15.

rfq.is_production

1 on a production order. A rule “Production” when rfq.is_production and qty >= 100, add -8.

rfq.is_repeat

1 on a repeat order or reorder.

rfq.rush

1 when the RFQ asks for a rush or expedite. A rule “Rush” when rfq.rush and rfq.turnaround_days < 5, add 20.

rfq.turnaround_days

The turnaround asked for, in working days (0 when not stated).

Pricing instructions: applied when they're from your own people

“Apply our 10% prototype discount”, “use 25% margin” and “target $45 each for NM-101 at 100 pcs” are read as pricing instructions, each with the sentence it came from.

• From your team (the addresses of your shop's members) or from senders you trust (Settings → Pricing instructions from, for example @yourcompany.com for staff who forward RFQs): applied at once. A discount comes off the price, a markup or margin replaces your rules' markup, a target price becomes the line's unit price. The quote shows each one with its sentence and an Undo.
• From anyone else, customers included: never applied by themselves, so nobody can set their own price by email. Each one waits on the quote, highlighted, with Apply and Set aside, and the quote's activity says so.
• Your team's address only counts when the receiving mail server confirms it's genuine (DMARC, or DKIM or SPF for your domain). A forged “From” is treated like any other sender.
• Everything else an email asks for stays a line to check and is never acted on: a different reply address, payment or bank details, text addressed to automated systems.

Rules that always apply, whoever sends the RFQ:

• By quantity: Settings → Markup rules, for example “Small lot” when qty <= 10 add 15. Rules can also use the part (its weight, size, material).
• Per customer: Customers → Markup % or Discount %, for example a contract customer at 10% off (customer.discount_pct in rules).
• On one quote: change the markup or the unit price before you send it.

A template

Labels aren't required, but one line per fact makes every RFQ read the same way. Name each part in the email as its files are named, and give each part its own quantities, material and finish.

Subject: RFQ 4471 - NW-1042 bracket, NW-3307 cover

Hello,

Please quote the parts below. The files are attached: a STEP model and a PDF
drawing for each part, named with the part number.

Quote due: November 6, 2026
Needed by: December 15, 2026
Order type: prototype
Turnaround: 10 working days
Pricing: 10% prototype discount

NW-1042 bracket
  Quantities: 10 / 50 / 100
  Material: 6061-T6 aluminum
  Finish: Anodize Type II, black

NW-3307 cover
  Quantities: 25 / 250
  Material: 304 stainless steel
  Finish: Passivate

Material certs and a certificate of conformance with the shipment.
Ship to: Orlando, FL 32814

Jordan Lee
Acme Robotics
jordan@acme-robotics.example

Good to know

• Write dates with the month spelled out, or as yyyy-mm-dd: 11/06 is November 6 in the US and June 11 in Europe.
• “Quote due” is when you need the price, “Needed by” a delivery date, “Turnaround” a time after the order. Keep them apart.
• A material or finish for every part can be written once (“All parts: 6061-T6, clear anodize”).
• Turnaround and rush change the price only through your markup rules (rfq.rush, rfq.turnaround_days), or an expedite charge on the quote.
• Everything read is on the quote for your team to check and change before it goes to the buyer.