Automate your supplier outreach
See how LumberFlow’s AI agent generates and sends RFQs to your entire supplier network automatically.
Building Your Supplier Network
Adding New Suppliers
Essential Supplier Information
Company Details
Company Details
Company Name: Official business name as it appears on invoicesShipping Location: Primary facility or distribution center locationBusiness Type: Mill, distributor, wholesaler, specialty supplierSpecialties: Product categories, species focus, grade specializations
Contact Management
Contact Management
Primary Contact: Main relationship manager or sales representativeEmail Addresses: Critical for AI email processing — the system monitors these addresses for incoming quote repliesPhone Numbers: Direct lines and mobile contactsRoles & Titles: Sales, operations, logistics, managementMultiple Contacts: Add all relevant personnel for different product types and functions
Operational Details
Operational Details
Payment Terms: Standard payment preferences (Net 30, Net 15, etc.)Delivery Capabilities: Geographic coverage and delivery methodsMinimum Orders: Volume requirements and order minimumsLead Times: Standard processing and delivery timeframes
Bulk Contact Import
For teams with existing supplier lists, the Bulk Import feature lets you upload a complete contact database in one step.Upload Your File
Supported formats:
- CSV: Standard comma-separated values
- XLSX: Excel spreadsheet format
- VCF: vCard contact format (from phone or email exports)
Auto-Detection
The system automatically:
- Detects email domains and matches contacts to existing supplier records
- Groups contacts by company (using domain matching)
- Flags potential duplicates for review
- Identifies new suppliers that don’t match any existing record
Supplier Organization & Categories
Supplier Status Management
Active Suppliers
Current Trading Partners
- Regular RFQ recipients
- Established credit terms
- Consistent performance history
- Included in bulk RFQ operations
Inactive Suppliers
Historical or Occasional Partners
- Past relationships maintained for reference
- Seasonal or specialty suppliers
- Backup options for capacity constraints
- Excluded from regular bulk RFQs
Product Specialization Categories
Organize suppliers by their strengths and specializations:Species Specialists
Species Specialists
Softwood Specialists: SPF (Spruce-Pine-Fir), Douglas Fir, Southern Yellow Pine (SYP)Hardwood Specialists: Oak, Maple, Cherry, WalnutSpecialty Species: Cedar, Redwood, Exotic imports
Grade & Quality Focus
Grade & Quality Focus
Structural Lumber: Select Structural, No. 1 & BetterConstruction Grade: Construction, Standard, Utility, StudAppearance Grade: Clear, Select, Premium finishes
Geographic Coverage
Geographic Coverage
Regional Mills: Local and regional suppliersNational Distributors: Multi-location wholesale suppliersImport Specialists: Canadian, international sourcing capabilities
Communication Management
Email Thread Intelligence
LumberFlow maintains sophisticated email thread tracking so counter-offers and follow-ups always land in the right conversation:Automatic Thread Recognition
When you send an RFQ, the system stores the RFC Message-ID. Supplier replies that reference this ID are automatically matched to the right sourcing request.
Context Preservation
The full email thread history is preserved across multiple sourcing requests. Counter-offer drafts reference the conversation history for that specific supplier.
RFQ Communication Best Practices
Clear Specifications
Complete Product Details: Dimension, species, gradeAccurate Quantities: By length with totalsTarget Pricing: Realistic market-based expectationsDelivery Requirements: Timeline, location, special instructions
Professional Standards
Consistent Tone: AI maintains professional communication style per supplierRelationship Context: References past interactions appropriatelyResponse Timeline: Clear expectations for quote responsesContact Preferences: Directs RFQs to the right contact per product type
Supplier Performance Analytics
Performance Metrics Tracking
Response Performance
Response Performance
Response Rate: Percentage of your RFQs that receive quotes from this supplierResponse Time: Average time from RFQ send to quote receiptQuote Quality: Completeness and accuracy of quote information (all required fields present)Communication Clarity: Professional and actionable quote format
Pricing Competitiveness
Pricing Competitiveness
Market Position: This supplier’s typical pricing relative to your team’s benchmarks (in $/MBF)Consistency: Price stability across similar requests over timeVolume Discounts: Performance on larger quantity requestsValue-Added Services: Delivery included, processing, stocking program availability
Reliability Metrics
Reliability Metrics
Delivery Performance: On-time delivery rates based on quoted lead timesQuality Consistency: Product quality and specification compliance over timeOrder Fulfillment: Ability to deliver quoted quantities without short-shippingIssue Resolution: Response quality when problems arise
Supplier Performance Badges
In the quote comparison view and detailed card mode on the Kanban board, Supplier Performance Badges show contextual performance signals:Response Rate Badge
How often this supplier responds to your RFQs — high responders get priority attention
Speed Badge
Their typical response time compared to your supplier average
Pricing Badge
Whether they trend above, at, or below your team’s $/MBF benchmarks for similar SKUs
Trend Badge
Whether their response rate and pricing competitiveness has improved or declined recently
Advanced Supplier Features
Contact Hierarchy Management
Primary Contacts
Designate main contacts for different product categories — species specialists, structural specialists, etc.
Supplier Relationship Optimization
Communication Preferences
Contact Routing: Which contact receives RFQs for which product categoriesResponse Timing: Note supplier-specific preferences for response windowsCommunication Style: Formal vs casual preferences based on relationship history
Market Intelligence
Supplier Feedback: Record market insights shared by suppliers in notesCapacity Information: Note production schedules and availability windowsStrategic Planning: Track long-term partnership commitments and volume agreements
Integration with Procurement Workflow
Supplier Selection for RFQs
When sending RFQs from your Kanban board, the supplier selection step shows:Your Full Supplier List
All active suppliers are available for selection — filter by specialty or geographic region
Performance Context
Performance badges surface in the supplier selection list so you can prioritize high-response suppliers for time-sensitive sourcing
Automated Supplier Communications
AI Communication Generation: All supplier communications are generated with appropriate context — your product specifications, your company information, and the supplier’s relationship history — while maintaining your organization’s professional communication standards.
Supplier Network Best Practices
Network Diversification
Primary Suppliers
80/20 Rule: Focus 80% of your RFQ volume on 2-3 primary suppliers per major product category, where you have established trust and pricing
Backup Network
Capacity Insurance: Maintain active relationships with 2-3 backup suppliers per category — send them occasional RFQs to keep the relationship warm and their prices on record
Relationship Maintenance
Regular Communication
Maintain contact even during slow periods. Occasional RFQs — even for small quantities — keep suppliers engaged and your data fresh.
Performance Feedback
Use LumberFlow’s quote comparison data to provide constructive feedback on quote quality and response timeliness.
Market Intelligence Sharing
Share relevant market insights and demand forecasts. Suppliers who understand your planning horizon often provide better pricing and allocation priority.
Learn about RFQ automation
See how LumberFlow automates the full RFQ lifecycle — from plan to send to quote receipt.