Cases where RFI software makes a difference in purchasing
Whether you are conducting market research for new material groups, ESG screening of potential partners, or technical suitability checks, a digital RFI solution allows you to structure information processes at an early stage and gain the necessary clarity before launching requests for quotation. FUTURA Smart makes data comparable, reduces manual effort, and supports you in making informed decisions in strategic purchasing.
Sourcing new product groups: Gain an overview of potential providers, technologies, and performance capabilities.
Expand supplier base: Identify alternatives to reduce dependencies and promote competition.
Ensure compliance & ESG: Systematically collect and document sustainability and governance criteria.
Internationalization & Nearshoring: Tap into new procurement markets and evaluate regional alternatives in a targeted manner
Tactical requests for information: Combine price inquiries with basic information – for quick, informed decisions.
From Excel to real time: The way FUTURA Smart digitalizes RFIs
Many purchasing organizations still use spreadsheets, e-mails, and manual consolidation to handle requests for information – a process that is time-consuming and often provides only a limited basis for decision-making.
With our RFI software, you can fully digitize this process: You can centrally organize your questions, automatically collect responses, and transparently analyze the results. The data obtained is directly incorporated into supplier evaluation and selection—making the RFI a solid foundation for strategic decisions throughout the entire sourcing process.
Six steps to an efficient, structured information process
A clearly defined, digitally supported RFI process transforms information requests from one-off actions into a continuous flow of knowledge. As an SAP-integrated sourcing solution, FUTURA Smart combines information requests, evaluations, and supplier selection into a seamless workflow.
Define what information is required
Specify which data you require (e. g., technical specifications, capacities or ESG criteria).
Create a request for information
Start from your SAP Launchpad and create a new process using FUTURA Smart's integrated RFI tool, enter header data, and add relevant attachments or conditions.
Set up a questionnaire
Create questions and answer options to capture information in a targeted and comparable manner – from technical details to company data. Thanks to flexible question types, content can be specifically customized to meet your requirements.
Select and invite suppliers
Access the FUTURA supplier pool or use synchronized SAP master data. Invitations to selected suppliers are sent automatically and can be tracked in the system.
Publish and monitor your request
Start your request for information with a single click and keep track of its processing status. FUTURA Smart displays responses and deadlines in real time – for complete transparency throughout the entire process.
Evaluate and document responses
Incoming information is automatically consolidated and evaluated according to standardized criteria – providing an objective basis for decisions on qualification, shortlisting, or subsequent steps in sourcing.
Experience FUTURA Smart live
Digital questionnaires – the key to structured information
The quality of an RFI depends entirely on the quality of the questions. Supplier questionnaires form the core of every request for information. Using the free to define, customizable questionnaire generator, you can create custom-fit queries, record responses in a standardized manner, and prepare results so that they can be fed directly into subsequent processes.
Standardized and yet flexible
Manage your questionnaires centrally and adapt them specifically to different use cases – whether for technical requirements, sustainability criteria, performance records, or compliance queries. You decide what content is queried.
The collected data can be transferred directly to RFQs, supplier evaluations, or contract negotiations.
Individual design
Supplier questionnaires can be defined, structured, and adapted to any use case in FUTURA Smart. Create as many sections as you like with clear labels and descriptions to convey the context of your request to suppliers.
You can specify the following for each question:
whether it is mandatory,
whether attachments may be uploaded,
and how it will be weighted in the overall assessment.
This results in a precise questionnaire tailored to your requirements – from technical specifications to ESG queries.
Flexible response types
FUTURA offers various question types that allow you to record answers in a structured and comparable manner.
In addition to classic text fields, you can also use multiple choices, drop-downs, date selection, and file uploads, among other options.
This allows you to map both simple information (e. g., delivery times, certificates) and more complex performance records.
All entries are standardized, which reduces room for interpretation and facilitates subsequent evaluation.
Reusable templates
Once questionnaires have been created, they can be saved as templates and reused for future requests for information.
This significantly reduces the effort involved in recurring processes – such as supplier qualifications, compliance queries, or preparing framework agreements.
Administrators can also store central standard questions or so-called global documents, which are automatically transferred to new processes.
RFI overview – everything at a glance
Keep track of all ongoing and completed requests for information. The central RFI overview allows you to see at a glance which processes are being prepared, which are active, and which have already been completed – including status, deadlines, and participating suppliers. This allows you to manage your information processes transparently, efficiently, and on schedule.
Clear status overview
FUTURA Smart organizes all processes by status – from In preparation to Ongoing to Completed.
This allows you to immediately see what stage a request for information is at.
The dashboard can be used to open, edit, or delete processes while they are still in preparation.
Traceability and documentation
Every request for information is automatically logged – including all changes, attachments, and communication.
You can find a complete overview of maintained data, deadlines, and attachments at any time.
This facilitates internal coordination, supports audit requirements, and creates transparency for specialist departments and internal audit.
Collaboration and tracking
FUTURA Smart automatically informs you about new processes, changes or incoming responses.
Suppliers receive e-mails about deadlines and reminders, while the purchaser can see status updates directly in the system. This keeps everyone involved up to date without the need for additional coordination via e-mail or telephone.
FUTURA Smart – RFI solution for easier and better decisions
GETTING STARTED QUICKLY
Templates and structured questionnaires reduce the effort of setting up RFIs, allowing new ones to be created in just a few minutes.
RECORD UNIFORMLY
All suppliers answer the same questions in the same format. This ensures comparability and saves time during evaluation.
FREELY CONFIGURABLE
You can define questions, evaluation criteria, and approvals individually – FUTURA adapts to your processes, not the other way around.
AUTOMATIC DEADLINE CONTROL
FUTURA automatically reminds you of outstanding responses and deadlines, eliminating the need for follow-up and preventing delays.
SECURING DECISIONS
Structured information creates a reliable basis for shortlists, qualifications and the next sourcing steps.
DIRECT START IN SAP
RFIs can be initiated directly from the Launchpad –with access to supplier master data from SAP or the FUTURA Supplier Network.
Audit-proof documentation
Every request, response and evaluation is automatically logged. This guarantees audit security and compliance throughout the entire process.
SAP-certified • Go live in 4-8 weeks • Ready-to-run
Would you like to use an RFI software to integrate your sourcing processes into SAP and make them transparent?
Talk to us about your options with FUTURA Smart.
Practical examples: RFI software in strategic purchasing
A utility company is planning a pilot project for grid stabilization and is looking for suitable suppliers of modular battery storage systems.
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Challenge: No overview of technical standards and life cycle costs.
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Criteria: Capacity, scalability, service concepts, certifications.
- FUTURA Smart Software provides support with: Standardized questionnaires and automatic evaluation according to defined assessment criteria – for transparent comparability of complex technologies.
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Result: Three shortlisted suppliers are identified – investment decision is prepared in six weeks.
An automotive supplier wants to relocate production capacities from Asia to Eastern Europe.
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Challenge: Lack of comparability in terms of quality, capacity and willingness to invest.
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Criteria: Vertical integration, ISO certifications, delivery performance, key financial figures.
- FUTURA Smart Software supports through: Integration of ESG and quality indicators in digital questionnaires and scoring matrix - for objective pre-qualification
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Result: Out of 25 suppliers tested, seven were pre-qualified and three were invited to the RFQ.
A machine manufacturer checks whether a complex assembly should continue to be produced internally or whether it should be sourced externally.
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Challenge: Unclear cost structure and lack of market prices for external production.
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Criteria: Production costs, capacities, delivery times, supplier know-how.
- FUTURA Smart Software provides support through: Digital recording and evaluation of cost, capacity and performance data in a standardized scoring matrix.
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Result: RFI-based cost and performance evaluation led to a clear decision in favor of external manufacturing.
A group wants to reduce its large number of IT service providers and bundle service portfolios.
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Challenge: Unclear contract landscape and heterogeneous service descriptions.
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Criteria: Scope of services, service quality, price structure, regional coverage.
- FUTURA Smart Software provides support through: Standardized supplier questionnaires and automatic consolidation of feedback.
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Result: The RFI made it possible to identify overlapping suppliers and realize potential savings of 12%.
A plant manufacturer needs alternative suppliers for standard parts at short notice because a main supplier is unavailable.
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Challenge: Lack of transparency regarding qualified secondary providers.
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Criteria: Delivery time, price range, available quantities, minimum order quantities.
- FUTURA Smart Software supports by: Fast setup of a standardized RFI with automated supplier communication and real-time status.
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Result: RFI completed within two days, qualified supplier base established and procurement continued without production delays.
FAQ – Frequently asked questions about FUTURA's RFI software
What are the advantages of using an RFI software in strategic purchasing?
Strategic purchasing is about identifying the right partners, recognizing risks at an early stage, and making informed decisions. RFI software provides the basis for this: It standardizes requests for information, increases comparability, and expedites the selection of suitable suppliers.
FUTURA Smart provides purchasing with an SAP-integrated solution that maps the RFI process directly in the procurement process. This allows information queries, evidence and evaluations to be recorded in a structured manner, documented centrally and evaluated in an audit-proof manner - without system interruptions or manually maintained Excel lists.
What are the core functions of the FUTURA Smart RFI software?
The RFI software facilitates conducting requests for information regarding potential suppliers or service providers in a structured, comparable, and audit-proof manner. Requests for information are mapped entirely digitally – from the creation of standardized questionnaires to the involvement of suppliers through to the centralized evaluation of responses.
As part of FUTURA Smart, the RFI software is seamlessly integrated into the procurement process with SAP S/4HANA. This makes it part of an end-to-end sourcing solution that efficiently and transparently supports strategic purchasing processes – from supplier qualification to requests for quotation, quote evaluation, and awarding contracts.
How does FUTURA Smart combine supplier rating and evaluation?
Supplier evaluation is a structured process: Criteria are defined, weighted, and evaluated using checklists and/or scorecards. The supplier assessment is the result of this evaluaiton, i. e., the specific assessment and decision made by the purchasing department regarding further cooperation.
FUTURA Smart combines the objective rating of suppliers with strategic evaluation in purchasing to create a consistent, digital process.
The software systematically records and weights rating criteria – such as quality, price, ESG, or service – and evaluates them by using scorecards.
The results form an objective basis for assessment: Purchasing and specialist departments can interpret and comment on ratings directly and use them to make decisions on qualification, development, or further cooperation.
What use cases is the RFI software particularly suitable for?
FUTURA Smart's RFI software is typically used for:
- Market research and supplier qualifications
- ESG and compliance queries
- Technical suitability tests
- Make-or-buy analyses and preliminary decisions in sourcing
Requests for information are structured, comparable, and automatically documented as part of a continuous, SAP-integrated procurement process.
How does FUTURA Smart's RFI software ensure audit compliance?
The RFI software automatically and comprehensively documents every request for information – including all changes, deadlines, uploads, and the communication.
Thanks to SAP-native integration, workflows, approvals, and authorizations are retrieved directly from the SAP system. This means that all relevant data, approvals, and evidence are fully traceable in the procurement process – both in FUTURA Smart and in the connected SAP system.
This ensures audit security, auditability and compliance in accordance with internal guidelines as well as ESG and documentation requirements.
Our Solutions – Sourcing in S/4HANA
Sourcing processes end-to-end in the SAP core
Issue requests for complex services and projects
Systematically qualify and manage suppliers
More on background & practice in the blog
Why Excel checklists are not suitable for supplier qualification
Supplier selection in purchasing: 5 criteria – this is how they become effective
RFI in purchasing: How structured market surveys can provide target-oriented clarity
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