Requests for quotation via e-mail? Why purchasing departments lose control and efficiency.
Despite digital alternatives, around 50% of all requests for quotations and price inquiries in the private sector are still sent via e-mail. What seems convenient at first glance often turns out to be inefficient, error-prone, and expensive in practice. But why do so many companies stick with it? And above all, how can they switch to smarter, digital processes without complex IT projects?
Key Facts
- Requests for quotations via e-mail are risky: They cause Excel chaos, media discontinuity, lack of transparency, and jeopardize audit compliance.
- Modern sourcing platforms provide a solution: They enable structured bidding, automatic price comparisons, and centralized communication.
- Switching is easier than you think: Cloud-based tools can be introduced without an IT project or training.
What is an e-mail-based request for quotation?
An e-mail-based request for quotation is a procurement process in which price inquiries, material lists or item lists and quotations are exchanged between purchasers and suppliers via e-mail. Quotations are often compared manually in Excel, with communication taking place via e-mail threads or phone calls.
This practice remains widespread—especially among small and medium-sized businesses and in project-based procurement.
Why are many requests for quotations still being sent by e-mail in 2025?
Despite the availability of modern, digital sourcing tools, many companies continue to rely on e-mail. The main reasons:
| Reason | Explanation |
| Requisition | E-mail is familiar to everyone and can be used without training. |
| Low initial costs | No new tool, no IT involvement required. |
| Habit & acceptance | Suppliers and purchaser are familiar with e-mail processes. |
However, these advantages are only apparent at first glance. In practice, there are high hidden costs – e. g. due to additional work, errors, and a lack of transparency.
What are the risks of requesting quotations via e-mail?
Industry studies show that a lack of automation and media discontinuity in processes lead to additional work, errors, and loss of control in the purchasing process.
| Area of concern | Source / Study | Validation approach |
| Excel chaos & manual price comparison lists | Deloitte (Global CPO Survey): "Lack of automation in purchasing creates inefficiencies" | Automation is cited as a lever for efficiency |
| Unstructured communication | BME eSolutions Report, quote: “Media discontinuity between systems is a key obstacle.” | Reference to fragmentation of communication channels |
| Loss of versions in quotations | PwC Digital Procurement Study: “Lack of system support leads to poor quality and comparability of quotations” | Problems with variants and comparability |
| Audit compliance & audit trails | IDW PS 330, GoBD & internal audit guidelines: “Traceability and documentation in the awarding process are mandatory.” | Legally binding requirements for traceability |
What is a digital sourcing platform?
A digital sourcing platform is a web-based tool that allows purchaser to issueprice inquiries and requests for proposals in a structured, transparent, and automated manner—without email, without Excel, and without file attachments.
Digital sourcing platforms are part of what is known as e-procurement and offer benefits on several levels:
| Function | Benefits in purchasing |
| 📋Structured submission of quotations | Suppliers submit quotations directly in the system |
| 📊 Automated price comparison list | Comparison of prices & services without manual Excel editing |
| 💬 Centrally managed communication | Queries, variants & approvals documented in the tool |
| 🔍 Transparency & audit compliance | Full traceability of all steps for audits |
| 🔐 Data sovereignty & access protection | Permissions and role control for processes that are compliant with regulations |
E-mail awarding vs. digital sourcing – a comparison
| Criterion | Emailaward | Digital sourcing platform |
| Submission of quotations | Via PDF / e-mail attachment | Directly in browser forms |
| Comparison of quotations | Manually in Excel | Automatically in the system |
| Queries & communication | Unstructured | Centralized & documented |
| Audit compliance | Low | High |
| Training effort | Low | Low (due to intuitive interface) |
| IT requirements | None | Usually none (cloud) |
How can the transition succeed – even without an SAP project?
Many heads of purchasing are reluctant to switch because they expect lengthy IT projects or high licensing costs. But this is often unfounded:
- Modern sourcing tools are cloud-based, modular, and can be up and running in just a few days.
- A pilot project can run parallel to the existing e-mail process – without any system discontinuity.
- The supplier side requires no training: The user interfaces are self-explanatory.
Practical example:
Medium-sized companies with 5–15 requests for quotation per month were able to switch to platform mode within four weeks – without ERP integration or additional IT capacities.
Conclusion: Now is the right time to replace requests for quotation by e-mail
Anyone who still issues requests for quotation by e-mail today, takes the following risks:
- Hidden costs due to inefficient processes
- Lack of transparency in price comparisons
- Lack of traceability for internal and external audits
The alternative: adigital sourcing platform that canbe implemented easily, securely, and quickly . Tip: Start with a pilot project and demonstrate the efficiency gains—for both procurement and suppliers.
FAQ
Is a digital sourcing platform also suitable for small purchasing departments?
Yes. Even smaller purchasing departments benefit from automated requests for quotation – especially through time savings and process clarity.
Do suppliers need a special software?
No. Quotations are submitted online – all they need is Internet access. They do not need to sign up.
How much training is required?
Not much. The user interfaces are pretty intuitive. Usually, a quick intro (30–60 minutes) is enough.
Get to know the advantages of digital requests for quotation in a live demo.
In our demo, we show you how easy it is to replace e-mail-based processes with a smart sourcing platform – without any IT project.
