Free procurement templates and tools

Templates and free tools for each step of buying from suppliers. They take you from choosing who to ask to comparing the quotes that come back. Every file is free to download, no email required. Each template comes blank and filled in, so you can see how it looks when it's done.

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SourcingHQ Team · Updated 24 October 2026

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RFQ template

A request for quotation (Word, Google Docs, PDF), an Excel workbook with a reply sheet for suppliers, and the 7 email templates you need, from sending the request to the award.

Word · Google Docs · PDF · Excel · Google Sheets

Choose who to ask

Decide which suppliers get your request.

Template

Supplier list template

A spreadsheet of who you asked, who replied, who bid and who won. Use it to decide who to ask next time.

Excel · CSV · In guide 1.2Blank and filled

Free tool

Find more suppliers like yours

Upload your supplier list (Excel or CSV, any layout). SourcingHQ suggests more suppliers like them near a place you choose, with each supplier's website and contact info.

Free toolNeeds a free account

Guide 1.2

Your supplier book: which suppliers actually bid, win, or never reply

Keep a simple record of who you asked, who replied, who bid and who won. Includes a free template.

7 min readGuide

Ask for prices

Send every supplier the same clear request.

Template kit

RFQ template

A request for quotation, an Excel workbook with a reply sheet for suppliers, and the 7 email templates you need, from sending the request to the award.

Word · Excel · PDF · GoogleBlank and filled

Guide 1.1

How to get quotes from several suppliers

Every step, from writing the request to comparing the replies, with an RFQ email you can copy and send.

9 min readRFQ email to copy

Compare the quotes

Put the replies side by side, line by line.

Template

Bid comparison sheet

A table with your items down the side and up to three suppliers across the top, to compare unit prices line by line.

Excel · CSV · In guide 1.1Blank and filled

Free tool

Free quote comparison tool

Paste or upload the quotes you've received (PDF, photo, Excel, CSV or text). See every supplier's price side by side, ranked on each line.

Free toolNo account

Procurement and sourcing tools

When procurement software is worth it, and what to look for in reverse auction tools, RFQ software and SAP Ariba alternatives.

Guide 2.1

Reverse auction software for businesses

In a reverse auction, the suppliers you invite bid against each other for your order, and the price goes down instead of up.

8 min readGuide

Guide 2.2

RFQ software for distributors and resellers

RFQ software sends one request to all your suppliers and puts their quotes side by side, so you can compare them line by line.

8 min readGuide

Guide 2.3

A cheaper SAP Ariba alternative for businesses

Many companies only need the sourcing part of Ariba, and a sourcing tool covers that functionality for you.

7 min readGuide

When you're ready to send a request online

SourcingHQ turns a description of what you're buying into a draft request. You review it, then invite your own suppliers. They bid from an email link without creating an account. The free plan includes 3 auction events in total, not per month.

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About these templates

SourcingHQ Team writes and updates them. Each page has a version number and a list of what changed. They're working documents for buying, not legal contracts, so have your own terms checked if you need them.