Keep RFQs from disappearing between inbox and order

Use identifiers that survive a revision

Record customer, buyer, RFQ reference, quote number, part revision, owner and expected release quantity. When a buyer changes the drawing or quantity, keep the buying opportunity as one log row and link the superseded offer in its notes. Counting every revision as a separate sent quote inflates activity and depresses the apparent win rate. Store the actual files in the approved job location; the log should hold links and identifiers rather than copies of controlled technical data.

Separate response time from a completeness hold

The workbook calculates elapsed calendar hours from received timestamp to sent timestamp. Its example values are spreadsheet date numbers formatted in the adjacent instructions; use real date-and-time cells when replacing them. This is calendar time, including nights and weekends. If you want staffed-hour response time, record that as a separate measure. A hold-reason column distinguishes missing customer information from an internal queue. Do not erase the receipt date to make a delayed quote appear fast; note when the missing information arrived.

Review next actions before measuring wins

Follow-up dates are deliberate entries because a buyer’s promised decision date can matter more than an automatic three-day reminder. Each open row needs an owner and a useful next step, such as request finish clarification or confirm award status. The summary counts sent rows and wins from that population; draft RFQs do not enter the denominator. A large production award can dominate won dollars even when small prototypes dominate count. Filter the log by customer and quote-size band before deciding where to spend more estimating effort.

• Compare sent, decided and dollar win rates