Bulk RFQ is a workflow, not just a message
Overseas distributors rarely need one part in isolation. They collect demand from workshops, counters, fleet customers and old stock lists. By the time they contact a supplier, the request may contain OEM numbers, local part names, photos, quantities and uncertain notes mixed together.
A good bulk RFQ workflow turns that scattered demand into a list that can be checked, priced and discussed without losing context.
Step 1: group the request by buyer task
Do not start by asking for every possible SKU. Start with the reason the customer is buying.
Common groups include:
- -Fast-moving service parts for stock.
- -Accident repair parts for body shops.
- -OEM exact-match requests from workshops.
- -New model starter range.
- -Fleet maintenance list.
This helps the sourcing team decide whether to match by product category, OEM number, market model or EPC context.
Step 2: keep one line per item
Each line should represent one item request. If the same OEM number is needed in two quantities or two quality levels, split it into two lines.
Recommended columns:
- -Line number.
- -OEM or reference number.
- -Part name.
- -Vehicle model and market.
- -Quantity.
- -Quality option.
- -Evidence file name or note.
This structure makes it easier to return a quote with confirmed, uncertain and blocked lines.
Step 3: attach evidence where it matters
Not every item needs a photo. But uncertain items should have evidence. For new Chinese export models, the best evidence is often a combination of OEM number, VIN, market model and part photo.
Use photos for:
- -Unclear OEM numbers.
- -Parts with similar shapes.
- -Electrical connectors or sensors.
- -Suspension parts with different mounting points.
- -Body and lighting parts where trim matters.
For exact number matching, start from OEM Cross Reference. For category-level range building, start from products.
Step 4: separate pricing from confirmation
Some lines can be priced quickly. Other lines should be confirmed first. A useful supplier will not force uncertain lines into the same confidence level as clean lines.
PartSail's preferred split is:
- -Ready to quote: number and context are clear.
- -Quote with note: likely match but needs buyer confirmation.
- -Need more evidence: missing VIN, photo or model detail.
- -Not suitable: no reliable match or no supply path.
This protects both sides. The distributor gets a quote they can explain, and the supplier avoids creating false confidence.
Step 5: turn repeat demand into a cleaner list
After the first RFQ, keep the confirmed lines. Over time, your team can build a cleaner list by market, model and category. This is how a distributor moves from reactive sourcing to a controlled range.
If you are starting with Chery, BYD, Geely or other Chinese export brands, keep the final list tied to vehicle context. The same part name is not enough.
Send the first list even if it is imperfect
You do not need a perfect catalogue to start. Send what you have through Bulk RFQ. Include OEM numbers, photos, VINs and market model notes where available. If the request is data-heavy, PartSail can also help through Data Services.