RFX vs RFP
What's the difference between RFX, RFP, RFQ, and RFI? Learn when to use each procurement document type and how to choose the right approach.
Quick Answer
RFX is the umbrella term for all “Request for X” procurement documents. RFP (Request for Proposal) is just one specific type of RFX. Other types include RFI (Request for Information), RFQ (Request for Quote), and RFS (Request for Solution). Think of it like “vehicle” vs “sedan” — RFX is the category, RFP is one type within it.
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The RFX Family: Understanding Each Type
RFX is the umbrella term for all “Request for X” procurement documents. The “X” is a placeholder for different document types, each serving a specific purpose in the sourcing lifecycle. Here's how they compare:
Figure 1: The RFX spectrum — from exploration (RFI) to innovation (RFS)
RFI — Request for Information
Gather market intelligence and vendor capabilities
Used early in the sourcing process when you're exploring options and don't have detailed requirements yet. No commitment to buy.
Timeline: 1-2 weeks · Focus: Information
RFP — Request for Proposal
Solicit detailed proposals for complex solutions
Used when you need vendors to propose their approach, methodology, team, timeline, and pricing for a defined scope. Evaluates total value.
Timeline: 4-8 weeks · Focus: Total Value
RFQ — Request for Quote
Get competitive pricing for defined items
Used when you know exactly what you need and want to compare prices from multiple vendors for standard items or services.
Timeline: 1-3 weeks · Focus: Price
RFS — Request for Solution
Invite innovative approaches to a problem
Used when you describe a business challenge and want vendors to propose creative, outcome-based solutions. You define the problem, not the solution.
Timeline: 4-12 weeks · Focus: Innovation
Side-by-Side Comparison
| Criteria | RFI | RFP | RFQ | RFS |
|---|---|---|---|---|
| Purpose | Gather info | Get proposals | Compare prices | Invite solutions |
| Complexity | Low | High | Medium | Variable |
| Commitment | No obligation | Intent to award | Intent to buy | Problem-focused |
| Evaluation Focus | Capabilities | Total value | Price | Innovation |
| Typical Timeline | 1-2 weeks | 4-8 weeks | 1-3 weeks | 4-12 weeks |
| Vendor Effort | Low (1-2 days) | High (1-3 weeks) | Medium (2-5 days) | High (2-4 weeks) |
| Best For | Market research | Complex services | Commodities | Innovation needs |
How to Choose the Right RFX Type
Use this decision framework based on what you know and what you need:
Figure 2: Decision flowchart — which RFX type should you use?
Low Knowledge + Need Information → Use RFI
You're exploring the market, identifying potential vendors, or defining requirements. An RFI helps you understand what's available before committing to a formal procurement.
Moderate Knowledge + Need Approach & Price → Use RFP
You have defined requirements but need vendors to propose solutions. RFPs are ideal for complex services, IT implementations, consulting, and custom solutions.
High Knowledge + Need Competitive Pricing → Use RFQ
You know exactly what you need and want the best price. RFQs work for standard products, materials, software licenses, and well-defined services.
Defined Problem + Need Innovation → Use RFS
You have a business challenge but want vendors to propose creative solutions. RFS documents leverage vendor expertise and encourage innovative thinking.
Real-World Scenarios
Here's how to apply each RFX type in common procurement situations:
Exploring Cloud ERP Options
Your company is considering migrating from on-premise ERP to cloud. You don't know which vendors exist or what's possible.
Send an RFI to 10-15 vendors asking about capabilities, pricing models, migration approaches, and timelines. Use responses to create a shortlist for a future RFP.
Enterprise Software Implementation
You need a CRM system with specific integrations, user counts, and SLA requirements. Multiple evaluation criteria matter beyond price.
Issue an RFP with detailed requirements, evaluation criteria (40% functionality, 30% price, 20% experience, 10% support), and a structured response format.
Office Furniture Refresh
You need 200 ergonomic chairs and 50 standing desks. Exact specifications are defined. Price is the primary factor.
Send an RFQ with item specifications, quantities, delivery requirements, and a pricing template. Award to the lowest-cost qualified vendor.
Customer Experience Redesign
Your customer satisfaction scores are declining. You don't know the root cause or the best approach to fix it.
Issue an RFS describing the problem, business objectives, and constraints. Let vendors propose innovative solutions — technology, process, design, or a combination.
Pro Tip: Sequential RFX
Many sourcing events use multiple RFX types sequentially — starting with an RFI to shortlist vendors, then an RFP for detailed proposals, and finally an RFQ for competitive pricing from the finalist. A unified platform makes these transitions seamless.
Common Mistakes to Avoid
Using an RFP when you need an RFI
If you don't have clear requirements yet, an RFP will produce low-quality, non-comparable proposals. Start with an RFI to define your needs first.
Using an RFQ for complex services
RFQs focus on price. For complex services where approach, methodology, and experience matter, an RFP gives you the information needed to make a good decision.
Being too prescriptive in an RFS
The whole point of an RFS is to let vendors propose solutions. If you already know the solution, use an RFP instead. Over-prescribing kills innovation.
Skipping RFX altogether for high-value purchases
Sole-sourcing without competitive bidding typically costs 15-25% more than a competitive process. Always use some form of RFX for strategic or high-value purchases.
Frequently Asked Questions
Manage All RFX Types in One Platform
Nvelop supports RFI, RFP, RFQ, and RFS workflows with AI-powered automation throughout.
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