Receiving Customer RFQs in Faerûn:  How the Waterdeep Trading Company Reviews, Prices, and Converts Requests for Quotations

Across Faerûn, serious buyers rarely begin with a direct order. Guilds preparing seasonal stock, nobles provisioning estates, and caravan masters planning long routes often ask for terms before committing coin. They send a Request for Quotation (RFQ).

For the Waterdeep Trading Company, receiving RFQs from customers is a controlled sales practice. It protects margins, confirms supply, and prevents promises that cannot be kept. This article explains the full customer RFQ lifecycle, from intake to internal review, pricing, approval, and conversion into a sales order, with a complete worked example using realistic trade data.

What a Customer RFQ Is

A customer RFQ is a formal request to Waterdeep Trading Company to provide pricing, quantities, delivery schedules, and terms for a proposed purchase. It does not reserve stock and does not create a financial obligation.

• Customer RFQs are common when
• Quantities are large or recurring.
• Prices may vary by season or route.
• Delivery is split across dates or locations.
• Extra handling or markings are required.

RFQs may arrive by courier, guild scribe, sealed letter, or arcane message and are always logged before any pricing work begins.

Why Receiving RFQs Matters

Poor RFQ handling creates risk. A rushed response can underprice goods or overcommit inventory. A slow response can lose the deal.

A structured RFQ process allows the Waterdeep Trading Company to:

• Confirm inventory and production capacity.
• Apply correct pricing and margin rules.
• Review customer credit standing.
• Align sales, finance, and logistics before making promises.

The RFQ stage is where sales discipline begins.

How Customer RFQs Are Received and Logged

All incoming RFQs are recorded by the Sage Archivists in the Records Office. Each request is assigned an internal reference for tracking and auditing.

No RFQ moves forward without a complete intake record.

Internal Review and Validation

After logging, the RFQ is reviewed across inventory, finance, and logistics.

Internal checks include:

• Available stock and production lead time.
• Standard cost and current selling price.
• Customer credit rating and limits.
• Route capacity and seasonal risk.

If any check fails, the RFQ may be declined or returned with adjusted terms.

Pricing a Customer RFQ

RFQ pricing reflects more than the shelf price. It accounts for scale, effort, and risk.

An Arcane Treasurer reviews pricing before approval.

Approval and Customer Response

Large or high-value RFQs require approval before a quote is sent. Approval ensures margins and capacity remain within company rules.

Once approved, the RFQ response becomes a formal quote with:

• Confirmed prices.
• Delivery terms.
• Payment conditions.
• A validity period.

At this stage, no ledger posting occurs.

Worked Example

Customer RFQ Received by the Waterdeep Trading Company

Scenario Overview: The Baldur’s Gate Blacksmiths Guild plans a seasonal expansion serving caravan operators. They submit an RFQ for reinforced storage chests before committing funds.

RFQ as Received: This table shows the RFQ exactly as logged on receipt.

No stock is reserved at this point.

Internal Feasibility Review: The RFQ is reviewed by the planning, finance, and logistics teams.

Pricing Construction: Pricing is based on volume, handling, and transport.

Margins remain within policy.

Approval Record: Because of the deal size, approval is required.

Quote Sent to Customer: The approved RFQ response becomes a formal quote.

No ledger entries are created until acceptance.

Conversion to Order

If the customer accepts:

• The quote converts to a sales order.
• Inventory reservations are created.
• Production is scheduled.
• Revenue is posted only after delivery and invoicing.

If declined or expired, the RFQ is closed with no financial impact.

Final Thoughts

Customer RFQs protect both seller and buyer. They slow the process just enough to replace guesswork with proof. For the Waterdeep Trading Company, RFQs ensure every large sale begins with confirmed supply, fair pricing, and clear terms.

Handled correctly, an RFQ is not delayed. It is control.

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