When One Missed Email Costs You a Year’s Worth of Business
RFQs are the gateway to project pipelines in the glass distribution world. Yet too often, they’re treated as paperwork rather than high-stakes opportunities. In this case, a simple internal delay cost a distributor not only a major contract but also long-term access to a key regional developer.
How It Unfolded
A well-established distributor in the Midwest received an RFQ for insulated and laminated glass for a large urban redevelopment project. The RFQ landed in a shared inbox on a Friday afternoon. It sat unread until Tuesday. By then, the contractor had gone with another vendor who responded within 24 hours. The total project value: $1.2 million over 14 months.
Where the Breakdown Happened
No Triage System for Incoming RFQs
With no automatic alerts or responsibility assignment, important documents were missed—especially over weekends or holidays.
No Standard Response Framework
The estimating team had to scramble to pull pricing, performance specs, and freight estimates—delaying turnaround time even more.
No Escalation Path
There was no process to flag urgent opportunities or reassign quotes when key team members were out of office.
How to Keep Your RFQs From Slipping Through the Cracks
Implement a Dedicated RFQ Intake System: Use a CRM or ERP module that routes incoming RFQs directly to assigned estimators, with time-stamped alerts.
Create RFQ Templating and Estimating Libraries: For repeat specs—1” IGUs, ¼” tempered, low-E variants—preload templates to speed up response time.
Assign Accountability With Tracking: Know who owns each quote, what stage it’s in, and when it’s due. No RFQ should age without visibility.
Conclusion
Missed RFQs don’t just cost you orders—they cost you confidence. In an industry where timelines are tight and trust is everything, responsiveness is your brand. The glass distributors who systemize their quote management aren’t just faster—they’re first in line for the next bid.
