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
1
Navigate to My Suppliers
Click My Suppliers in the main navigation sidebar
2
Click Add Supplier
Use the Add Supplier button to begin the setup process
3
Complete Supplier Profile
Fill in all essential supplier information for optimal system performance
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.1
Open Import Dialog
Click Import Contacts in the My Suppliers page header
2
Upload Your File
Supported formats:
- CSV: Standard comma-separated values
- XLSX: Excel spreadsheet format
- VCF: vCard contact format (from phone or email exports)
3
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
4
Review & Confirm
Preview the import results — which contacts will be added to existing suppliers, which will create new supplier records — before confirming
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:1
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.
2
Context Preservation
The full email thread history is preserved across multiple sourcing requests. Counter-offer drafts reference the conversation history for that specific supplier.
3
Professional Continuity
AI-generated counter-offers are sent as proper email replies — appearing in the supplier’s inbox as a continuation of the existing conversation, not a new thread.
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
1
Primary Contacts
Designate main contacts for different product categories — species specialists, structural specialists, etc.
2
Backup Contacts
Secondary contacts for coverage when primary contacts are unavailable
3
Specialized Roles
Operations contacts for delivery coordination, finance for payment terms, management for strategic discussions
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:1
Your Full Supplier List
All active suppliers are available for selection — filter by specialty or geographic region
2
Performance Context
Performance badges surface in the supplier selection list so you can prioritize high-response suppliers for time-sensitive sourcing
3
Multi-Contact Selection
For suppliers with multiple contacts, you can select which contact receives the RFQ (useful when different contacts handle different product categories)
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
1
Regular Communication
Maintain contact even during slow periods. Occasional RFQs — even for small quantities — keep suppliers engaged and your data fresh.
2
Performance Feedback
Use LumberFlow’s quote comparison data to provide constructive feedback on quote quality and response timeliness.
3
Market Intelligence Sharing
Share relevant market insights and demand forecasts. Suppliers who understand your planning horizon often provide better pricing and allocation priority.
4
Payment Performance
Excellent payment history is your most powerful negotiating asset. Suppliers prioritize buyers who pay on time — document your payment terms in the supplier profile.
Learn about RFQ automation
See how LumberFlow automates the full RFQ lifecycle — from plan to send to quote receipt.