Respond to a request in your inbox
When a buyer sends a request straight to your company, it lands in your Inbox. Read what they need, then quote it or decline it with a reason, and follow it through to the job.
Before you start
Your company needs to offer services on PortzApp, such as a ship agent, supplier, broker, freight forwarder, vendor or service provider. Buyers find you through the services and ports you list, so keep them current. See Manage your services.
Anyone on your team can read requests. To quote or decline, your company must be verified, and you need the Admin, Manager or Finance role. See Get your company verified.
For how direct requests differ from open RFQs, read the Direct Request Inbox feature page. This guide covers answering one.
The short version
Requests sent to your company by name arrive in Requests, then Inbox. The number beside Inbox is how many still need a response.
Opening a request marks it Viewed, and the buyer can see that you have.
You have two answers: Submit Quote or Decline. Declining needs a reason, and the buyer sees it.
A decline cannot be taken back, so quote when there is any chance you can do the work.
After you quote, the request stays in your Inbox and moves through Quoted, Accepted or Closed.
Where requests arrive
Select Requests in the sidebar, then Inbox. The number beside Inbox is how many requests are still waiting for your answer.
A request reaches your Inbox when a buyer chooses your company in the Directory, either on its own or alongside other companies. You also get a notification and an email when one arrives.
Requests open to the whole market work differently. They appear under Open RFQs, and you choose which ones to pick up.
The Inbox tabs
The Inbox opens on Needs Response, so you see what is waiting on you first.
Tab
All
What it holds
Every request sent to your company.
Tab
Needs Response
What it holds
Requests you have not answered yet, whether you have opened them or not.
Tab
Quoted
What it holds
Requests you have quoted, including those where the buyer asked for a revision or you sent one.
Tab
Accepted
What it holds
Requests where the buyer accepted your quote. Each links to its job.
Tab
Closed
What it holds
Requests you declined, and requests that ended without you, such as when the buyer chose another provider or cancelled.
Reading the list
Each row is one request, showing its number, your status on it, the Client who sent it, the vessel and port, when you Received it and when it Expires.
Search by request number, or filter by status or port. Select a row to open the request.
Opening a request for the first time changes your status from Pending to Viewed. The buyer sees that change on their side, so open requests when you are ready to look at them properly.
Read the request
The header shows the request number and your status. An Expired badge appears if the deadline has passed.
Request Information holds everything the buyer sent:
- Vessel, when the buyer included one.
- Port, ETA and ETD. Times are in the port's local time.
- Requesting Organization, with a link to their company profile when they have published one.
- Expires At, the deadline for quotes.
- Operational remarks or Port call remarks, and Cargo or scope.
- The requested services, including any the buyer wrote in themselves.
- Attachments, such as stowage plans or scope documents, which you can open or download.
Read the scope and attachments before you decide. They are usually what separates a quote the buyer can accept from one that comes back with questions.
Vessel details are limited at this stage
Buyers share basic vessel information with a request, so you may see a name and type without an IMO number. Full details can follow once the buyer accepts your quote and chooses to share them. See Vessel Privacy & Sharing.
Your two answers
Both buttons sit at the top of the request. Choose one, because a request left unanswered simply runs out.
Submit Quote
You can do the work and want to price it.
- Opens the quote builder for this request
- Your status becomes Quoted
- The buyer can accept, or ask for a revision
Decline
You cannot or will not take this one.
- A reason is required
- The buyer sees your reason
- It cannot be undone
Decline a request
Decline when you cannot do the work, for example the port is outside your coverage, the dates do not work, or the scope is not something you offer.
Step 01
Select Decline
The button is at the top of the request, next to Submit Quote.
Step 02
Give your reason
Write it in Reason for declining. This is required and is shared with the buyer, so keep it clear and professional.
Step 03
Confirm
Select Decline Request. The buyer is told straight away.
After you decline
Your status changes to Declined and the request moves to the Closed tab. The buyer sees your reason on their side of the request.
A decline is final. Submit Quote and Decline disappear from the request, so you cannot change your answer later.
Submit a quote
Select Submit Quote at the top of the request to open the quote builder. You can also start from No Quote Submitted Yet in the Quote Details section further down.
Once you submit, your status becomes Quoted and the request moves to the Quoted tab. Your quote then appears on the same page under Quote Details, so you can see exactly what the buyer received.
What happens after you quote
The buyer decides, and your request updates on its own. You are notified each time it changes.
You see
Revision Requested
What it means
The buyer wants changes. Their notes appear on your quote, and a Submit Revised Quote button appears at the top of the request.
You see
Accepted
What it means
The buyer chose your quote. A View created Job link appears in the header, and the request moves to the Accepted tab.
You see
Closed
What it means
The buyer accepted another provider's quote, or cancelled the request. It moves to the Closed tab.
You see
Expired
What it means
The deadline passed before you quoted. You can no longer quote on it.
Only Admin, Manager and Finance can quote or decline. For anyone else, the buttons are greyed out, and hovering over them shows why. The same happens before your company is verified, and once a request has expired. See Roles and Permissions.
Want more requests?
Get found by buyers in the Directory
Direct requests come from buyers who find you in the Directory. A complete profile, accurate services and ports, and verification all help you show up for the right searches.
Common issues
A request I was working on has left Needs Response
Once you quote or decline, it moves to Quoted or Closed. Check All to find any request sent to your company.
I declined by mistake
A decline cannot be undone. Ask the buyer to send you a new request.
The vessel shows no IMO number
The buyer shared basic vessel details only. Quote on what you have. Full details can follow if they accept your quote and choose to share them.
I do not see a request a buyer says they sent
If they opened it to the whole market rather than choosing your company, it is under Open RFQs, not your Inbox. Also check that your services and ports cover what they asked for.
What you can do now
You can find every request sent to your company, read what the buyer needs, decline cleanly with a reason or start a quote, and follow each request through to the job or to its close.
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