AI RFQ Drafter
Describe what you need in plain language and the drafter builds a starting request for you: title, type, category, and a first Bill of Quantities. You edit everything it produces.
What you'll learn
- Go from a blank request wizard to a working draft in one step
- Understand exactly what the drafter fills in and what you keep editing
- Know what each draft costs and what happens if your balance is low
The hardest part of a new request is the blank page. You know roughly what you need, a batch of laptops, a cleaning contract, a run of structural steel, but turning that into a properly structured request, with the right type, the right category, and a line-by-line list suppliers can price, takes time you would rather spend deciding, not typing.
The AI RFQ Drafter removes the blank page. At the top of the request wizard you type a plain-language description of what you need, and VEXORS turns it into a starting request: a title, a request type, a category, and a first Bill of Quantities. None of it is final. Everything it produces lands in the normal wizard fields, where you read, correct, and refine it exactly as if you had written it yourself. The drafter gets you to a working draft in seconds. Your edits make it right.
Why this matters
A structured request is what makes bids comparable later. But structure is also what slows people down at the start, which is why so much sourcing still begins as a loose email. The drafter lets you start by simply saying what you need, the way you would to a colleague, and hands back the structure for free. You spend your attention on the parts that need judgement, not on formatting a brief.
When to use it
Reach for the drafter when you are starting a request from scratch and want a head start on the structure. It is most useful when:
- You know what you need in plain terms but have not broken it into line items yet.
- You want the request type and category chosen for you as a sensible starting point you can override.
- You are sourcing something with several distinct items and would rather edit a generated list than build one row by row.
If you already have a clear list of items or you are working from a template, you can skip the drafter and fill the wizard in directly. It is an optional accelerator, not a required step.
What it uses
The drafter uses AI credits. It shows its cost before you confirm, on a preflight screen, so there are no surprises, and a draft that fails for any reason is never charged. It is available on every plan: Explore, Grow, and Scale. Access is by your credit balance, not your plan tier. If your balance is too low to cover a draft, the Generate action is held and you are prompted to top up first.
New to how AI is paid for? AI credits covers your plan grant, top-ups, and where to check your balance. Every AI tool on VEXORS, including this one, draws from that one balance.
Drafting a request, start to finish
The drafter lives at the top of the request wizard, on the first step. Here is the full flow.
Open the wizard and find the drafter
Go to Requests in the sidebar and select New Request. At the top of the wizard you will see the drafter card, marked with its credit cost. You can use it, or select Skip to fill the wizard in by hand.
Describe what you need in plain language
Write what you need the way you would describe it to a colleague. Include the things that matter: roughly how much, where it is going, when you need it, and any standards or warranty terms. The more specific you are, the closer the draft lands.
If you are not sure how much detail to give, use one of the example prompts shown below the box. Selecting an example drops a fully worked description into the field that you can edit before generating. There are examples across categories, from IT hardware and office supplies to construction materials, medical supplies, freight, and catering.
A description needs at least a few words before the drafter will run. A single word will not generate a useful request. Aim for one or two full sentences that name the item, the quantity, and the timeline.
Generate and confirm the cost
Select Generate. Before anything runs, a confirmation screen shows the credit cost and your current balance, so you decide with the number in front of you. Confirm to generate, or close it to keep editing your description first.
If your balance is below the cost, the Generate action is disabled and you are pointed to top up. Topping up is an Admin action, so if you are a Member with a low balance, the prompt tells you to ask an Admin on your team rather than charging you.
Review and refine what it produced
When the draft is ready, the wizard fills in with a generated Title, Request type, Category, and a starting Bill of Quantities built from your description.
Treat all of it as a first draft. Read the title and tighten it. Check the request type matches what you actually want back from suppliers. Confirm the category is specific enough, since on an open request it decides which suppliers see you. Then work through the Bill of Quantities, correcting quantities, units, and descriptions, and adding or removing lines. From here you continue through the wizard exactly as a normal request: Scope, Bill of Quantities, Questionnaire, and Review.
What good looks like
A strong draft starts with a strong description. A few habits make the difference between a draft you barely touch and one you rebuild:
- Name the item and the quantity. "80 business laptops" gives the drafter a real line to build; "some computers" does not.
- Include the constraints that shape a bid: delivery location, deadline, warranty, and any standards or approvals suppliers must hold.
- State the rough budget if you have one. It helps the draft size the request realistically.
- After generating, always read the category. The drafter proposes one, but you know your market. A precise category reaches the right suppliers; a broad one reaches a loose pool.
From one sentence to a working request
A buyer sourcing laptops for a new office types: "80 business laptops, 15-inch, Core i7, 16GB RAM, delivered to Dubai within 45 days, 3-year on-site warranty." The drafter returns an RFQ titled for IT equipment, sets a hardware category, and lays out a Bill of Quantities with the laptop line, the warranty term, and delivery. The buyer adjusts two quantities, tightens the title, adds a line for setup, and moves to Scope. What would have been twenty minutes of structuring became two minutes of editing.
What suppliers see
Suppliers never see that a request was started with AI, and never see your original description. They see only the finished request you publish: the title, type, category, Bill of Quantities, and terms, exactly as they would for any request built by hand. The drafter is your private starting point. What goes out is always your reviewed, final version.
What comes next
A drafted request is a normal request from the moment it is generated. Continue through the wizard to add your Scope and refine the Bill of Quantities, then decide whether to add a Questionnaire and run a pre-publish check before you go live.
Next steps
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