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Create and compare supplier RFQs from BOM and quotes using forms and Data Tables

Created by

Created by: Nam || kayntran
Nam

Last update

Last update 8 hours ago

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Quick overview

This workflow uses two n8n forms and an n8n Data Table to generate per-supplier RFQ Excel workbooks from a BOM and supplier list, then ingest returned quote workbooks to update the RFQ log and produce a ranked quote comparison spreadsheet.

How it works

  1. Receives form submissions to either create RFQs from an uploaded BOM and supplier list, or compare quotes from uploaded supplier quote workbooks.
  2. Parses the BOM and supplier list from CSV or Excel, normalizes fields, rejects invalid BOM lines, and merges duplicate part numbers while flagging unit mismatches.
  3. Assigns each BOM line to a preferred supplier or to suppliers whose category list matches the line’s category, and records unassigned or problematic lines as exceptions.
  4. Generates a numbered RFQ per supplier, logs all issued lines to an n8n Data Table, builds one Excel RFQ workbook per supplier plus an exceptions workbook, and returns them as a single ZIP download.
  5. When quote workbooks are uploaded, extracts and normalizes quote lines, matches them to logged RFQ lines by RFQ number and part number, and updates the n8n Data Table with quoted prices, lead times, notes, and quote status.
  6. Creates a sorted Excel comparison workbook that highlights best price per part, shows variance vs the average, flags missing/unexpected lines and outlier prices, and returns the file for download.

Setup

  1. Create an n8n Data Table (default name: rfq_lines) with columns for RFQ tracking (for example: batchId, rfqNumber, projectRef, supplier, supplierEmail, partNumber, description, qty, unit, needBy, replyBy, currency, status, unitPrice, leadTimeDays, supplierNotes, quotedAt).
  2. Update the values in the Config step (company name, RFQ prefix, reply window, currency, alert threshold, Data Table name, and the BOM/supplier column name mappings) to match your files.
  3. Activate the workflow and use the two n8n form URLs to upload your BOM/supplier list and later upload returned quote workbooks.

Requirements

  • n8n with Data Tables (tested on self-hosted 2.45.7). No credentials or external APIs.

Customization

  • Add an email step after Build RFQ Workbook to send each RFQ automatically.

Additional info

Tested on n8n 2.45.7 self-hosted by submitting both production forms with real file uploads and reading the returned files back: 17 scenarios, all passed. They include invalid lines, merged duplicates, unit conflicts, late quotes, re-uploads and quotes for unknown RFQs. No Code nodes, community nodes or credentials.