| name | vendor-rfq-email-ops |
| description | ベンダーへの見積依頼メール、比較表、発注前確認を支援する。
|
vendor-rfq-email-ops
Purpose / 目的
ベンダーへの見積依頼メール、比較表、発注前確認を支援する。
When to use / 利用場面
- Use this skill when drafting or comparing vendor RFQ emails, vendor questions, quote-request follow-ups, supplier information requests, and pre-PO vendor communication.
- Use this skill before PO creation when the vendor quote has not yet been received or needs clarification.
When not to use / 使用しない場面
- Do not use to create PO or Bill records; use
zoho-books-procure-to-pay after quote responses are received.
- Do not imply purchase commitment or customer confidential details in RFQ drafts without approval.
- Do not send emails directly; produce draft and recipient list for approval.
Skill-specific procedure / 固有手順
- Confirm vendor candidates, requested products/services, quantities, delivery/service dates, response deadline, and confidentiality constraints.
- Draft RFQ email with scope, required quote fields, assumptions, deadline, and non-commitment language.
- Produce comparison table structure for received vendor quotes.
- After approval, record send targets and evidence in audit log.
Hard rules / 厳守ルール
- This skill is operational support, not legal, tax, accounting, or financial advice. 法務・税務・会計判断は必ず担当者または専門家承認を得る。
- Never send quotes, invoices, purchase orders, bills, RFQs, signature requests, or external emails without explicit human approval.
- Before writing to Zoho Books / Zoho Contracts through MCP or API, produce a draft and a change summary; require approval for create/update/send actions.
- Separate facts, assumptions, missing information, risks, and recommended next actions.
- Minimize personal/confidential data in outputs. Mask bank, tax, payment, and sensitive contract details unless needed for the task.
- Confirm market/entity context: US entity, Japanese parent/subsidiary, currency, tax treatment, payment terms, and approval authority.
- For Zoho product capabilities, API/MCP availability, pricing, and workflow behavior, verify against current official Zoho sources before asserting.
Procedure / 手順
- Intake — 顧客、案件、契約、見積、請求、ベンダー、金額、通貨、期日、承認者、関連 Zoho レコードを確認する。
- Classify workflow — Quote-to-Cash / Procure-to-Pay / Contract Lifecycle / Recurring Invoice / Acceptance のどれかに分類する。
- Retrieve context — Zoho MCP/API、既存テンプレート、過去案件、メール文面、契約テンプレートを参照する。取得できない情報は
Missing として列挙する。
- Draft only — Quote、SO、Invoice、PO、Bill、SOW、NDA、MSA、Acceptance Certificate、RFQ メール等はドラフトを作成し、変更点とリスクを添える。
- Control gates — 金額、支払条件、税、契約条項、顧客送付、署名依頼、会計計上、外部メールは承認ゲートを通す。
- Execute after approval — 承認後のみ Zoho やメールへ反映し、レコードID/URL/送信先/日時を監査ログへ残す。
- Follow-up — 入金・未署名・未承認・期限超過・作業完了請求などの次アクションを提示する。
Inputs / 入力
- Company / customer / vendor name
- Zoho Books organization and record IDs when available
- Deal / project / contract type: Quote, SO, Invoice, PO, Bill, SOW, NDA, MSA, Acceptance Certificate
- Amount, currency, tax treatment, payment terms, billing split, due date
- Approval owner and external recipient
- Templates, clauses, customer/vendor instructions, email thread summary
Outputs / 出力
- Draft artifact or action plan
- Missing information checklist
- Approval checklist
- Risk notes
- Zoho MCP/API action plan with proposed create/update/send operations
- Audit log summary after execution
Quality gates / 品質ゲート
- No external-facing artifact is sent without human approval.
- Draft includes source record IDs or states that IDs are missing.
- Accounting/legal/tax assumptions are separated from facts.
- Customer/vendor-specific terms are not generalized into the reusable template.
- For Example Customer use, apply the company overlay skill after this generic skill.
Related skills / 関連スキル
zoho-finance-contract-orchestrator
Output format example / 出力フォーマット例
Example: vendor RFQ email draft.
- Facts: Vendors A and B; service "Zoho Books data migration support"; deadline Fri 5pm PT.
- Assumptions: Non-binding RFQ — no purchase commitment implied.
- Missing: Full spec; confidential customer name (keep masked).
- Draft (not sent): RFQ email with non-commitment language and required quote fields.
- Approval gates: external send · confidentiality scope.
- Next actions: confirm spec; approve send; only then send to vendors.
Approval checklist (Vendor RFQ email)
RFQ email draft
Email body only. A resulting Purchase Order uses the zoho-books-procure-to-pay payload after PO approval.
Subject: Request for Quote — Zoho Books data migration support (response by Fri 5:00pm PT)
Hello [Vendor],
We are scoping [service]. This is a request for quote only and does not constitute a
purchase commitment. Please provide:
- Unit and total pricing, with assumptions
- Timeline and availability
- Any exclusions
Response requested by: Friday 5:00pm PT.
Thank you,
[Sender]
(Draft — pending approval. Do not send until approved.)
