Run packaging tenders — without the Excel chaos

A packaging tender — typically called an RFQ (Request for Quotation) in procurement — is a structured request to multiple packaging suppliers for a specific need: material, dimensions, volumes, requirements. The goal is to receive comparable quotes and select the best supplier through a structured process — instead of negotiating one-on-one and deciding by gut feel.

Three components matter: (1) a complete specification (dimensions, material, volumes, quality requirements, delivery dates), (2) a unified RFQ pack to all suppliers — same deadline, same data structure, (3) comparable evaluation (price, MOQ, lead time, sustainability). PAXLY provides templates for all common packaging types so the spec part doesn't need to be reinvented every time.

At minimum: packaging type (e.g. folding carton), inner dimensions, board strength/material grade, printing (with spec), volumes per period, delivery location, deadline and payment terms. Optional but valuable: existing master data, PPWR requirements (recyclability, recycled content), special features like FSC certification.

Rule of thumb: three to five qualified suppliers. Fewer than three = no real competition. More than five = disproportionate effort for everyone, and suppliers lose interest if their hit rate is too low. More important than the number: that those invited actually fit — size, region, specialization.

Three layers: (1) pure unit price including all add-ons (delivery, tooling, print), (2) total cost — including lead time, payment terms, MOQ burden, storage, (3) market context — how does the offer sit against the current material index? A spreadsheet handles (1), rarely (2), never (3). PAXLY combines all three layers in one comparison view.

RFI (Request for Information) = non-binding market exploration, "who could deliver at all?". RFP (Request for Proposal) = broader solution request, "how would you solve our packaging problem?". RFQ (Request for Quotation) = concrete price/terms comparison on a finalized spec. In mid-market packaging procurement, RFQ dominates — the spec is usually clear, it's about price and reliability.

Spec from template: ~30 min. Invite suppliers: ~5 min. Standard response window: 5-10 working days. Comparison and award: ~30 min. End-to-end from idea to contract: typically two weeks — versus six to eight weeks with classic Excel-and-email handling.

Rule of thumb: every 12–18 months, plus on triggers. Concrete triggers: market sits significantly below your current contract price (the index shows 7%+ deviation), complaint or on-time-delivery rates deteriorate over two consecutive quarters, or demand grows noticeably (new product line, higher volumes). A tender doesn't have to lead to a supplier switch — competitive pressure alone often moves the incumbent supplier to market-fair terms.

Beyond pure unit price, four dimensions count: (1) total cost view including MOQ, lead time, payment terms and tooling. (2) Quality — complaint rates, spec conformance, audits. (3) Certifications — FSC, ISO 9001, BRC, PPWR-relevant proof. (4) Risk — site dependency, financial stability, single-source clusters. PAXLY shows these dimensions per supplier side by side, instead of having to reconstruct them from emails.

Six steps: (1) define the demand — material, dimensions, volumes, quality requirements, PPWR specs if applicable. (2) Supplier selection — incumbents plus matching providers from the market. (3) Send the RFQ — structured, same deadline, same data format for all. (4) Collect quotes and make them comparable — automatic in PAXLY, manual in Excel. (5) Score against market index and performance score. (6) Award and document audit-proof. Steps 3–6 are the ones where Excel workflows break down.