Fixed pricing works well for commodity products. It falls apart the moment a business buyer asks: "What is your price for 500 units, delivered to three locations, with custom packaging?" There is no Add to Cart button for that conversation.
The request a quote form is the bridge between a B2B buyer's intent and your sales team's ability to price the deal. Done well, it captures exactly what you need to write a competitive quote — company size, product specs, quantity tiers, timelines — without overwhelming the buyer with a ten-page interrogation.
This guide covers what a request a quote form is, what to include in one, five ready-to-use RFQ form templates for different B2B scenarios, a sample quote response email, and how to add a quote form to your Shopify store today.
What is a Request a Quote (RFQ) Form?
A request a quote form (also called an RFQ form or quote request form) is a structured intake form that lets a buyer specify what they want to purchase so a seller can prepare a custom price. Instead of a generic contact form asking "How can we help you?", an RFQ form captures deal-specific information: product names, quantities, delivery timelines, and any custom requirements.
How an RFQ Form Differs from a Contact Form
A contact form is open-ended. A visitor types a message and submits. Your team then has to reply asking for product names, quantities, specifications, and shipping details before they can write a single line of a quote. That back-and-forth often adds days to your response time.
An RFQ form is structured. It asks the right questions upfront — product, quantity, timeline, specifications — so your team receives a complete brief and can respond with an accurate quote on the first reply.
When Businesses Need a Quote Form vs. Fixed Pricing
You need a request a quote workflow when any of these are true:
- Prices vary by volume — a buyer purchasing 10 units pays differently than one purchasing 1,000
- Products require customization — dimensions, finishes, materials, branded packaging
- Customers are businesses with procurement processes — they need a formal quote to get internal approval
- You negotiate — your list price is a starting point, not a final figure
- You serve different customer tiers — distributors, wholesalers, and end-users each have different pricing
According to Shopify's B2B documentation, B2B buyers expect a different purchasing experience from B2C consumers — one that supports negotiation, custom pricing, and longer sales cycles. A well-designed RFQ form is where that experience starts.
For a broader overview of building a B2B quoting workflow, see our B2B quote management guide.
What to Include in a Request a Quote Form
The best RFQ forms balance completeness with brevity. Every field you add reduces completion rates. Every field you remove risks sending your team into a quote conversation without enough information.
Essential Fields (Include on Every RFQ Form)
These four fields are the non-negotiable minimum:
- Full name — who you are talking to
- Email address — where to send the quote
- Company name — establishes this is a B2B request and helps with pricing tiers
- Message or requirements — a free-text field for anything your structured fields do not capture
Product-Specific Fields
Add these based on what your sales team needs to price the deal:
- Product name or SKU — which item(s) they want quoted
- Variant — size, color, material, or configuration
- Quantity — the single most important field for tiered pricing
- Custom specifications — dimensions, materials, finishes, print details
Optional Fields That Improve Quote Quality
These fields are worth including when your sales process benefits from the data — but keep them optional to protect completion rates:
- Phone number — for high-value deals where a call is faster than email
- Budget range — helps your team right-size the proposal
- Target delivery date or timeline — affects pricing for rush orders
- Shipping address — needed to calculate freight for large or heavy items
- File upload — logos, technical drawings, reference photos, specification sheets
Best Practice: Keep Forms Under 8 Fields
Form completion rates drop measurably beyond 8 fields. The goal of the RFQ form is to start a conversation, not to close the deal. Capture the minimum viable information to write an initial quote, then gather the rest in follow-up.
AddToQuote's form builder lets you add custom fields — text inputs, dropdowns, date pickers, checkboxes, toggles, and file uploads — and mark each as required or optional. You configure it once and it applies to all quote requests across your store.
5 Request a Quote Form Templates
These five templates cover the most common B2B quoting scenarios. Each includes the recommended fields, an example scenario, and why the structure works.
Template 1: Wholesale / Bulk Ordering RFQ
Best for: Distributors, retailers, and resellers ordering in volume
| Field | Type | Required? |
|---|---|---|
| Email address | Yes | |
| Company name | Text | Yes |
| Company type (Retailer / Distributor / Reseller) | Dropdown | Yes |
| Tax ID / VAT number | Text | Optional |
| Products requested | Text (multi-line) | Yes |
| Quantity per SKU | Text | Yes |
| Preferred delivery timeline | Dropdown | Optional |
| Shipping address | Text (multi-line) | Optional |
| Additional notes | Text (multi-line) | Optional |
Example scenario: A regional retail chain wants to stock 500 units of your flagship product across 12 store locations. They need tiered pricing for the volume, confirmation of lead time, and freight costs for split-shipment delivery.
Why it works: The company type field lets your team immediately apply the right pricing tier. Quantity is front and centre because it is the primary driver of wholesale pricing. Shipping address captures the freight equation early. For more on managing wholesale B2B buyers, see the wholesale industry guide.
Template 2: Custom / Personalized Products RFQ
Best for: Promotional products, branded merchandise, custom apparel, personalized gifts
| Field | Type | Required? |
|---|---|---|
| Email address | Yes | |
| Company name | Text | Yes |
| Base product | Dropdown | Yes |
| Customization type (Print / Embroidery / Engraving / Label) | Dropdown | Yes |
| Customization details | Text (multi-line) | Yes |
| Artwork or logo file | File upload | Optional |
| Quantity | Number | Yes |
| Material or color preferences | Text | Optional |
| Delivery deadline | Date picker | Optional |
Example scenario: A corporate events company wants 250 branded tote bags with their logo embroidered, delivered two weeks before a conference. They have the logo as an EPS file and want to see fabric color options.
Why it works: The file upload field is the most important element here. Without it, the buyer has to email the artwork separately, creating a disconnected thread. Capturing the file directly in the form keeps the entire brief in one place. The custom products industry page covers more about this quoting model.
Template 3: Manufacturing / Industrial RFQ
Best for: Industrial components, OEM parts, raw materials, fabricated assemblies
| Field | Type | Required? |
|---|---|---|
| Email address | Yes | |
| Company name | Text | Yes |
| Part number or SKU | Text | Yes |
| Technical specifications | Text (multi-line) | Yes |
| Material grade or standard | Text | Optional |
| Quantity | Number | Yes |
| Delivery schedule (one-time / recurring) | Dropdown | Yes |
| Compliance requirements (ISO / RoHS / REACH) | Text | Optional |
| Technical drawing | File upload | Optional |
Example scenario: A procurement manager at an automotive plant needs a quote for 2,000 machined steel brackets per month on a rolling 6-month contract. They have a technical drawing in PDF format and need RoHS-compliant materials.
Why it works: Industrial buyers are time-poor and detail-oriented. Structured fields for part numbers, material grades, and compliance requirements let them submit a precise brief without a call. A single well-structured form replaces what would otherwise be three or four back-and-forth emails before your team can begin pricing. For manufacturing-specific guidance, see the manufacturing industry page.
Template 4: Furniture / High-Ticket Items RFQ
Best for: Commercial furniture, lighting, fixtures, large-format products
| Field | Type | Required? |
|---|---|---|
| Email address | Yes | |
| Company name | Text | Yes |
| Project type (Office / Hospitality / Retail / Residential) | Dropdown | Yes |
| Products of interest | Text (multi-line) | Yes |
| Quantity | Number | Yes |
| Dimensions (if custom sizing required) | Text | Optional |
| Fabric, finish, or material preferences | Text | Optional |
| Delivery address | Text | Optional |
| Room or space photos | File upload | Optional |
| Target delivery date | Date picker | Optional |
Example scenario: An interior designer is speccing furniture for a 40-person tech company office buildout. They need 40 task chairs, 8 conference tables, and 4 lounge seating sets — all in a specific fabric colorway to match brand guidelines. They have reference photos of the space.
Why it works: High-ticket furniture quotes are visual. Reference photos of the space let your team propose products that fit both practically and aesthetically, reducing revision cycles. The project type field immediately segments commercial from residential buyers, which often triggers different pricing and lead time logic.
Template 5: Services / Consulting RFQ
Best for: SaaS implementation, agency services, professional services, B2B consulting
| Field | Type | Required? |
|---|---|---|
| Email address | Yes | |
| Company name | Text | Yes |
| Service type | Dropdown | Yes |
| Project description | Text (multi-line) | Yes |
| Estimated project timeline | Dropdown | Yes |
| Budget range | Dropdown | Optional |
| Company size | Dropdown | Optional |
| Current tools or integrations | Text | Optional |
| How did you hear about us? | Dropdown | Optional |
Example scenario: A mid-market retailer wants a quote for a full Shopify migration and ERP integration project. They have 15,000 SKUs, an existing NetSuite instance, and want the project completed within 90 days.
Why it works: Budget range and company size are qualification fields. They help your team prioritize which leads to respond to first and tailor the scope of the proposal. Collecting these upfront — as optional fields — avoids the awkward budget conversation early in the sales process.
RFQ Email Response Template
Once a buyer submits a request a quote form, the clock starts. The first supplier to respond with a professional proposal is significantly more likely to win the deal. Your quote response email needs to be fast, complete, and professional.
What to Include in a Quote Response Email
A strong B2B quote response email contains:
- Personalized greeting — use the buyer's name, not "Dear Sir/Madam"
- Reference to their request — confirm you received their specific inquiry
- Itemized pricing table — product name, quantity, unit price, line total
- Any applicable discount — show it as a separate line so the value is visible
- Subtotal and total — clearly formatted
- Payment terms — net 30, net 60, deposit required, etc.
- Delivery timeline — estimated lead time and shipping method
- Validity period — how long this quote is valid (typically 30 days)
- Clear call to action — a reply to approve or a direct invoice link
AddToQuote's Send Quote feature generates this email automatically — with your store logo, the itemized table, applied discounts, and an optional personal message — directly from the quote detail page. No manual formatting required. Learn more on the PDF quotes and email feature page.
For more email templates and best practices, see our guide to B2B quote email templates that convert.
How to Add a Request a Quote Form to Your Shopify Store
Adding a quote request form to Shopify does not require custom development. With AddToQuote, the entire setup takes less than 30 minutes through the guided onboarding wizard.
Step 1: Install AddToQuote
Install AddToQuote from the Shopify App Store. The app works on any Shopify plan — Basic, Standard, Advanced, or Plus. No Shopify Plus subscription is required. A 14-day free trial gives you full access to every feature with no credit card required.
Step 2: Enable the App Embed in Your Theme
In the onboarding wizard, follow the prompt to enable the AddToQuote app embed in your theme. This activates the storefront widgets. The embed is added through the Shopify Theme Editor — one toggle, no code changes.
Step 3: Add the Quote Button to Product Pages
Add the Add to Quote Button block to your product page template in the Theme Editor. The button appears on all product pages automatically. Buyers click it to add items to a quote cart as they browse your catalog.
Step 4: Configure Your Form Fields
In the AddToQuote admin, navigate to the form settings to configure the fields your buyers see at checkout. You can add custom text fields, dropdowns, date pickers, file uploads, and checkboxes. Mark fields as required or optional based on what your sales team needs to prepare a quote.
Step 5: Set Up Email Notifications
Configure your notification email so your team is alerted the moment a quote request arrives. AddToQuote supports six email providers: AWS SES (default, no setup needed), Gmail OAuth, Outlook OAuth, SendGrid, Resend, and Mailgun. You can also configure Slack, Discord, Microsoft Teams, or Telegram notifications for the whole team.
The full setup process is documented step by step in the AddToQuote documentation. Visit the request a quote landing page to see the full feature overview before installing.
Best Practices for Request a Quote Forms
Getting the form live is step one. These practices separate high-converting RFQ forms from ones that generate incomplete briefs and frustrated buyers.
Keep Forms Under 8 Fields
Every field you add reduces completion rates. A buyer who sees 15 required fields is more likely to close the tab and call a competitor than fill out your form. Capture the minimum needed to begin the quoting conversation, then gather remaining details in follow-up.
Make Critical Fields Required, Others Optional
Required fields should be limited to what you genuinely cannot quote without. If you can write a preliminary quote based on name, email, product, and quantity — those four are required. Everything else is optional. Optional fields still get filled by motivated buyers — they just do not block form submission.
Optimize for Mobile
B2B buyers increasingly use mobile devices for initial research and request submission. Test your RFQ form on a phone before launching. Large touch targets, auto-fill support on email and name fields, and a mobile-optimized file upload experience all reduce friction.
Follow Up Within 24 Hours
Speed is a competitive differentiator in B2B sales. A buyer who submits an RFQ typically sends the same request to two or three suppliers. The first to respond with a professional, accurate quote sets the standard. Aim for same-day response on all quote requests. Use AddToQuote's CRM pipeline to track which quotes need action and ensure nothing falls through the cracks.
Use a CRM to Track Quote Status
A request a quote form without a pipeline to manage incoming requests creates a different kind of chaos — an inbox full of quote emails with no visibility into which deals are hot, stalled, or closed. The CRM pipeline in AddToQuote gives every quote a stage (New, Qualified, Proposition, Quoted, Won, Lost), a timeline of all activity, and team assignment.
For small businesses getting started with quote management, see our Shopify quote management guide for small businesses.
AddToQuote Team
B2B Commerce Experts
Helping B2B merchants streamline their quote management and close more deals.
