What are the Best Practices for Responding to Buyers on Cloudscene?
When you receive a lead through Cloudscene, this means you’ve been invited to bid on an RFQ created by a buyer on Cloudscene’s Marketplace.
The lead you’ve received could be a public listing for the open market, a private listing for a select group of providers or a quote request meant just for your organization.
Alternatively, you could be an approved vendor for the organization, receiving a direct request from your customer through Cloudscene to help the buyer streamline their procurement process.
Whichever way you receive a lead, the RFQ has been through an initial qualifying process with the Cloudscene Customer Success team and is now being sent to you because the buyer is ready to receive budgetary pricing.
In this guide, we cover best practices and tips for submitting a high-quality response that will deliver a customer-first experience for the buyer and, importantly, increase the likelihood of you being awarded the opportunity.
#1 How to Submit a Bid
To submit a bid on Cloudscene, you first need to ensure you have a Cloudscene account. It’s free to join; click here to set-up an account with us.
If you’ve been invited to bid on a Marketplace listing, you will have received a link to the RFQ details. Simply click on the link (you’ll be asked to log in if you haven’t already) and read through the buyer’s requirements to ensure you can service the customer.
If you can fulfil the requirements, responding to the RFQ is as easy as completing the form at the bottom of the listing and attaching any additional documentation requested by the buyer. It’s important to enter a complete, clear, detailed and valuable response for the buyer in all four fields and to attach all requested documentation. Responses to buyers that do not meet these requirements may be rejected by Cloudscene. If your response is rejected, we will email you explaining why to give you the opportunity to rectify it. If you have any questions about a listing being rejected, please email firstname.lastname@example.org.
Note: you can also upload up to five attachments at 5MB per file. If you require any support during the bidding process, please email email@example.com. We’re here to help!
#2 Hot Tips for Successful Bids
Respond in a timely manner
Try to respond as quickly as possible to the Marketplace listing. We recommend aiming for a response to the buyer within two business days. Service providers who bid quickly with a high-quality response increase the likelihood of being invited to the final discussion phase.
Be sure to check the expiry of the Marketplace listing at the time of receipt to ensure you don’t miss the deadline for receiving bids.
If you are unable to fulfil the service, we highly recommend letting the buyer know by indicating that your organization is a ‘no bid’ for the listing via the response form. You can respond with “No bid” in the response form fields.
Consider each requirement specification
Please ensure you read the buyer’s requirements carefully and construct a response to each point. Be sure to supply attachments if requested and address the budgetary price, lead time and terms and conditions in your response based on the buyer’s requirements.
Provide accurate pricing
Provide specific, detailed and accurate pricing in your response. Responses which do not include specific, detailed and accurate pricing may be rejected by Cloudscene. If you have any questions about a listing being rejected, please email firstname.lastname@example.org.
Buyers on Cloudscene are more likely to select a service provider who supplies a detailed and accurate quote for services within their response. If necessary, you can provide an estimated quote (provided you are transparent about the estimation) and then follow up later with a more accurate quote.
Supply specific information around installation and lead time
Provide a realistic estimate on the installation date and lead time needed to fulfil the buyer’s requirements. State whether or not you can fulfil the RFS date clearly in the response form.
Include need-to-know information on terms and conditions
Ensure you address any additional information that is critical to fulfilling the buyer’s listing requirements. This might include the terms of the supplied quote, any additional options you can provide, or specific exclusions that you want to call out. You can attach additional terms and conditions that apply to your quote within the response form, as well as including terms in the response form itself.
Be clear, coherent, and structured
When writing your response:
- Use plain language to ensure the buyer knows exactly what you can offer
- Structure your text in a way that is easy to read – for example, in a similar order to the listing requirement specifications
- Be as precise as possible, especially when stating numerical data, e.g Monthly Recurring Charges
Note: You do not need to include contact information as this will automatically be shared with the buyer as part of your response.
For reference, here is an example of a high-quality Marketplace listing response:
If the listing mentions submitting a bid with specific documentation, please ensure you supply the necessary information before you respond.
Responses that do not supply required documentation may be rejected by Cloudscene. If you have any questions about a listing being rejected, please email email@example.com.
What if the buyer on the listing is already a customer?
You may find that even your customers will request pricing from you via Cloudscene’s Marketplace. Responding through the Cloudscene platform will help your customer streamline their sourcing process by receiving pricing and managing communications with you in an entirely digital way. Therefore, please respond with a quotation via the response form with budgetary pricing, lead time and terms & conditions.
Do we pay commission on leads through Cloudscene?
Cloudscene does not charge a commission or referral fee for leads generated through our platform. Our role in this process is to bring together the buyers and sellers into one independent and neutral digital marketplace, which is backed by the most extensive industry data and market intelligence worldwide.
We’re here to support you in generating more leads and successfully winning new business on our platform.
How can I get the buyer’s contact details?
If a buyer has not listed their contact details on the marketplace listing, then we are not able to share this information with you. Rest assured when you submit an approved marketplace response that your bid is going directly to the customer.
I would like to qualify the buyer first – how do we do this?
The Customer Success Team at Cloudscene has qualified the buyer and ensured that all of the information required in order to submit a bid is available to you. If you need more information on the buyer, please contact firstname.lastname@example.org with your question/s and provide the link to the listing you’re referring to. A Customer Success Manager will be in touch ASAP to assist you.
How can I get notified about future opportunities like this?
To receive marketplace invitations to bid, you need to have access to the corporate team on Cloudscene and the required permissions turned on. Contact your team Administrator about your permissions or reach out to Cloudscene support for assistance.
How do I request more information on the buyer’s requirements?
If you’re in need of more information before submitting a bid, please contact email@example.com with your question/s and provide the link to the listing you’re referring to. A Customer Success Manager will be in touch ASAP to assist you.