Request for Quote (RFQ) in 2025: Smarter Procurement for Australian Businesses

In a fast-evolving Australian business landscape, ‘Request for Quote’ (RFQ) has become a cornerstone of smart financial management and procurement strategy. Whether you’re a small business owner upgrading equipment or a CFO overseeing multimillion-dollar supply contracts, understanding RFQs is crucial to navigating 2025’s increasingly competitive market.

What Is an RFQ—and Why Is It Essential in 2025?

An RFQ, or Request for Quote, is a formal process where a buyer invites suppliers to submit price quotes for specific products or services. Unlike informal price checks, an RFQ is structured, typically documented, and forms the backbone of transparent procurement. In 2025, Australian businesses are leveraging RFQs more than ever—driven by digital transformation, heightened regulatory expectations, and a push for cost efficiency.

• Digital RFQ Platforms: Cloud-based procurement systems like SAP Ariba, Coupa, and local Australian platforms have made issuing, tracking, and comparing RFQs seamless—even for SMEs.

• Regulatory Compliance: With the Australian Government’s updated Commonwealth Procurement Rules (CPRs) for 2025, transparency and competitive quoting are not just best practice—they’re often a requirement for public sector contracts.

• Market Volatility: Supply chain shocks and inflation have made it critical to regularly re-quote goods and services to ensure value for money.

How Does an RFQ Work? Step-by-Step in Today’s Market

The RFQ process is designed to be clear, fair, and competitive. Here’s how a typical RFQ unfolds in 2025 Australia:

• Define Requirements: The buyer creates a detailed brief specifying quantities, technical specs, delivery timelines, and evaluation criteria. For example, a construction company may issue an RFQ for solar panel supply with strict energy efficiency and warranty terms.

• Invite Suppliers: Buyers may use digital marketplaces or direct invitations. In 2025, government e-procurement portals like AusTender mandate RFQs for contracts over certain thresholds, ensuring fair access for local suppliers.

• Receive Quotes: Suppliers submit their offers, usually through secure online platforms. Quotes are confidential until the closing date.

• Evaluate and Compare: Buyers assess quotes based on price, compliance, delivery, and supplier reputation. Automated scoring tools are now common, helping finance teams quickly shortlist the best value offers.

• Select and Negotiate: The preferred supplier may be invited for final negotiations before a purchase order or contract is issued.

This structured process reduces bias, encourages competition, and—most importantly—delivers cost savings. For example, a Queensland manufacturer recently saved over $200,000 on logistics by re-quoting their freight contracts through a national RFQ platform, uncovering new carriers offering better rates and service in 2025’s tight freight market.

RFQ Trends and Best Practices for Australian Businesses in 2025

RFQs aren’t just for big corporates. In 2025, even sole traders are using RFQ tools for everything from IT hardware to professional services. Key trends include:

• Integration with ESG Goals: Many RFQs now include sustainability requirements, with businesses scoring suppliers on environmental impact as well as price.

• Use of AI and Automation: Leading platforms auto-suggest suppliers, flag compliance risks, and even draft RFQ documents using AI, saving valuable admin time.

• Data-Driven Decisions: Finance teams are analysing RFQ data to benchmark spend, negotiate better terms, and forecast future procurement needs.

• Cybersecurity: With growing cyber threats, secure RFQ portals are a must, especially when sensitive pricing or IP is involved.

For businesses seeking grants or government contracts, running a documented RFQ process can also be crucial for demonstrating value for money and governance—now a key requirement in many 2025 funding guidelines.

Conclusion: Make RFQs Your Competitive Advantage

Whether you’re sourcing office supplies or major infrastructure, mastering the RFQ process is essential for Australian businesses in 2025. The right RFQ strategy delivers better pricing, stronger supplier relationships, and robust compliance—all critical in today’s cost-conscious and fast-moving economy.