RFQs (Requests for Quotation) are far more than just a daily formality. When set up correctly, they transform scattered data and gut feelings into competition, price transparency, and measurable savings. In this recording, Simon Schaub (Customer Development, Tacto) and Jakob Hafner (Product Management, Tacto) demonstrate how modern procurement organizations use RFQs strategically: from identifying potential and structured inquiries to evaluation and savings reporting.

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The starting point – Why traditional RFQs often fall short of their potential

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Many procurement departments still handle price inquiries using Excel lists, email threads, and manual copy-pasting between ERP systems, file storage, and PDFs. This not only wastes capacity but also prevents systematic comparisons: quotes are inconsistent, feedback is scattered, and the overall picture is lost. As a result, RFQs are launched too infrequently, supplier competition remains underutilized, and price benchmarks are missing.

The consequences are clearly reflected in the numbers:

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• 85% of procurement managers do not know the annual number of RFQs sent out.
• 78% of companies negotiate prices without prior comparative inquiries.
• On average, each buyer loses 5 hours per week to manual RFQ management in Outlook/Excel.
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Neglected RFQs can quickly lead to six- or seven-figure additional costs over the course of a year. The savings are literally lying on the street, but they aren't being systematically captured by the organization.

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Two levers for savings: Cost Avoidance & Cost Reduction

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• Cost Avoidance: Impending price increases are warded off with competitive bids. Bidding rounds increase pressure, provide reliable counter-arguments, and stabilize terms.
• Cost Reduction: Regular benchmarking at the right time identifies market price levels – often, the new reference values are enough to secure better terms with existing suppliers (without necessarily switching).
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Why timing matters: Those who rarely benchmark "miss out" on falling market prices – the procurement curve stays high while the market has already become cheaper. Systematic RFQs close this gap.

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Standardization that frees up capacity

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A core problem with traditional RFQs is the inconsistency of the responses. This is where Tacto comes in:
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• Intuitive setup directly from your item master; no supplier login required, and responses can be imported from standard formats → higher response rates.
• Out-of-the-box comparability: Quotes are captured in a uniform format and can be analyzed in a structured way – without manual normalization in Excel.
• More suppliers per request – and therefore more competition – because administrative effort is reduced.
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Impact on process costs: Depending on complexity, you can save 10–20 hours per RFQ. This capacity can be redirected toward additional requests, better preparation, and more effective negotiations.

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From reactive firefighting to a proactive procurement radar

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Instead of launching RFQs only when urgent needs arise (new parts, price increases), Tacto shifts your mode to proactive:
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• AI insights suggest optimal timing for benchmarking.
• Market and dependency risks (e.g., single sourcing) become visible, allowing you to evaluate alternative suppliers in a targeted manner.
• Round-based RFQs increase competition in a controlled way – "best and final" becomes standard process logic, not the exception.

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End-to-end processes instead of isolated solutions

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Tacto streamlines the entire journey from identifying potential to final reporting:
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• Data analysis: Start with transparency in volume, quantity, and pricing.
• Insights/Signals: Identify where opportunities lie and which items or suppliers offer the most leverage.
• Execution: Set up standardized RFQs, ensure offers are comparable, and refine results through multiple rounds.
• Tracking: Document results accurately, attribute savings, and visualize them in your reporting.
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Practical impact: Move away from reactive requests (e.g., just fending off price hikes) toward a proactive rhythm: targeted benchmarking when market windows open, and scaling RFQs beyond just A-parts to cover your entire "benchmarkable spend."

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Conclusion

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By using RFQs in a standardized, data-driven, and tactical way, you shift your role from price-taker to value-creator:
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• Increased competition through higher supplier participation and bidding rounds.
• Better pricing thanks to clear benchmarks and solid, data-backed arguments.
• Reduced workload through the standardization and automation of comparison logic.
• Transparent impact through clear savings tracking, right up to management reporting.

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In this webinar, Simon Schaub (Customer Development, Tacto) and Jakob Hafner (Product Management, Tacto) explain how procurement organizations can use an intelligent RFQ process to increase competition, realize cost advantages, and free up capacity. The focus is on transforming scattered data and manual workflows into a clear, scalable structure that drives both operational efficiency and strategic impact.

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