Quoting — From RFQ to Purchase Order

What an RFQ (Request for Quote) Looks Like

The customer sends:

• Gerber files (or a board specification)
• BOM (for PCBA)
• Quantity and delivery date
• Special requirements (IPC class, certifications)
• Quote deadline

Your Internal Process

1. Log it in CRM. Date, customer, project name, deadline.
2. Send to engineering / DFM review. Your shop checks: can we make this? Any red flags?
3. Source components (PCBA only). Your purchasing team prices the BOM.
4. Calculate cost. Bare board + BOM + labor + test + NRE + margin.
5. Apply target margin. Standard pricing or strategic pricing if it's a foot-in-the-door deal.
6. Build the quote document. Pricing tiers (qty 50, 100, 500, 1000), lead time, NRE, terms, validity (usually 30 days).
7. Review and send.
8. Follow up in 48 hours. Always.

What to Include in a Great Quote

• Customer's part number and revision
• Pricing tiers
• Lead time
• NRE costs
• Payment terms (Net 30 standard; require deposits or prepayment for new accounts)
• Quote validity
• Assumptions (e.g., "Quote based on Gerbers received [date]; changes may affect pricing")
• Capability statement / certifications
• Your name, contact info, and a clear next step

Negotiating

You will be asked to "sharpen the pencil." Some tactics:

• Trade, don't give. "I can hit your target if you commit to 2x the volume / longer lead time / 50% deposit."
• Bundle. Add testing, conformal coating, or kitting to the deal — easier than discounting.
• Volume tiers. Show them the next price break.
• Lead time flex. Faster = more $; standard = less $.
• Walk away from bad deals. Not every order is worth taking. A money-losing deal trains the customer to expect that price forever.

Closing — Asking for the PO

After the quote is sent and reviewed:

• "Are we close on price? What would it take to earn this PO?"
• "If we can solve [their concern], can we move to a PO this week?"
• "What's the next step on your side to issue the PO?"

Be direct. Engineers and buyers respect direct questions. Don't dance.