RFQ Module for Shipwaves

Overview

Our logistics platform enables users to manage shipments, track delivery statuses, and streamline operations. However, one critical piece was missing — the ability to raise Requests for Quotations (RFQs) directly from the dashboard when planning new shipments. Previously, users had to switch between tools, email vendors manually, or use spreadsheets, which disrupted workflow and caused delays in securing competitive shipping rates.

The Problem

The absence of an integrated quoting tool in Shipwaves created significant friction for users who, while relying on the platform for managing active shipments, faced workflow fragmentation by having to resort to external methods like email or phone calls for obtaining spot quotes, resulting in constant context switching. This external quoting process also necessitated the manual re-entry of shipment details such as addresses and cargo information, increasing effort and the potential for errors. Furthermore, quotes received offline proved difficult to compare consistently (example of user maintained excel sheet given below) and couldn't be easily viewed alongside existing shipment data or carrier performance within Shipwaves, ultimately causing the platform to miss the opportunity to support the full shipment lifecycle and potentially lose user engagement and the ability to facilitate bookings directly from quotes.

The Opportunity & Goals

• Provide End-to-End Workflow: Enable users to request quotes, compare offers, and potentially book shipments directly within Shipwaves.
• Improve User Efficiency: Reduce context switching and data re-entry by leveraging existing platform data (saved locations, contacts, past shipment details) for RFQs.
• Seamless Integration: Design the RFQ feature so it feels like a natural extension of the existing dashboard, not a bolted-on addition.
• Increase Platform Value & Stickiness: Make Shipwaves an indispensable tool for all aspects of shipment management, including initial quoting.

Research & Discovery

We initiated the project with a discovery phase to deeply understand the users' current processes, pain points, and needs.

User Interviews: We conducted interviews with several existing users (logistics managers and procurement specialists representing shippers) and potential carrier users. Shippers confirmed the time-consuming nature of manual RFQ processes, the frustration of inconsistent quote formats, and the desire for a centralized comparison tool. Carriers highlighted the need for clear, detailed RFQs to provide accurate quotes and expressed interest in a more streamlined submission process.

Competitive Analysis: We analyzed competitor platforms and other procurement software offering RFQ functionalities. This helped identify common patterns, best practices (like structured forms, status dashboards, communication tools), and areas where we could differentiate or improve.

User Personas

We created two user personas to represent the primary users of the application: Raghav Sharma, a Procurement Manager on the buyer side, and Deepak Nair, a Sales Manager on the vendor side. These personas illustrate the distinct goals, motivations, frustrations and needs of each user type, providing valuable insights for designing an RFQ application that effectively serves both buyers and vendors.

User Flow

Detailed user flow diagrams were created for the entire RFQ lifecycle

Shipper Flow: Create New RFQ -> Select/Invite Carriers -> Monitor Submissions -> Compare Quotes -> Award/Reject Quotes.

Carrier Flow: Receive RFQ Notification -> Review RFQ Details -> Submit Quote -> Track Quote Status.

Wireframes

Low-fidelity wireframes were developed to establish the basic layout and structure of key screens: the RFQ creation form, the shipper's RFQ dashboard (listing active and archived RFQs), the quote comparison view, the carrier's RFQ listing, and the quote submission form. Emphasis was placed on clarity and minimizing required fields while capturing essential information (origin, destination, cargo details, required dates, specific requirements).

Solution

The final design delivered a fully integrated RFQ module within the shipment management platform. Key features included:

• A step-by-step wizard for shippers to create detailed RFQs with standardized fields.
• Dashboards for shippers and carriers to manage and track RFQs and quotes effectively.
• A dynamic quote comparison tool for shippers.
• Seamless integration, allowing an awarded quote to potentially pre-populate data for booking a new shipment within the same platform.

This project highlighted the importance of understanding the distinct needs and workflows of different user groups (shippers vs. vendors) within the same feature. Balancing these needs while maintaining a cohesive experience was a key challenge. Early and frequent user testing was invaluable in identifying usability issues and validating design decisions.