How Valexia Works

Valexia helps organisations run structured RFPs and compare supplier responses in one place.

Customers use Valexia to create and manage RFPs. Invited suppliers use it to complete and submit their responses.

How does the process work?

The customer creates the project

The customer adds the project details, questions, deadline and suppliers they want to invite.

Suppliers receive an invitation

Each supplier receives an email with a link to access the project in Valexia.

Suppliers prepare their responses

Suppliers answer the questions directly in Valexia or use the Excel template to prepare and upload their answers.

Suppliers submit their proposals

Once the response is complete, an authorised team member submits it to the customer.

The customer reviews the responses

The customer can compare suppliers, review individual answers and record issues requiring follow-up.

What can customers do in Valexia?

Customers can use Valexia to:

Create and launch a project
Invite selected suppliers
Set and update the response deadline
Monitor supplier progress
Review and compare submitted responses
Flag issues for internal follow-up
Export review information
Invite colleagues and manage team access

Browse Customer Guides →

What can suppliers do in Valexia?

Suppliers can use Valexia to:

Access an invitation
Review the customer’s instructions and deadline
Complete the questions
Save progress and return later
Prepare answers using Excel
Collaborate with colleagues
Review and submit the completed response

Browse Supplier Guides →

Do suppliers need an existing Valexia account?

No. A supplier can create an account after receiving an invitation.

Use the same email address that received the invitation. This allows Valexia to connect the account to the correct invitation.

How does a customer organisation get started with Valexia?

Contact the Valexia team to set up your organisation. Once your account is provisioned, your first Admin can sign in and invite colleagues from Settings.

Who can access a project or invitation?

Access is limited to the organisations and team members involved in the project or invitation.

Customers manage access within their customer organisation. Suppliers work within their own supplier organisation and can invite colleagues where additional input is needed.

A user’s role determines which actions they can perform, such as editing a draft, submitting a response or managing the team.

Can several people work on the same project or invitation?

Yes.

Customers can invite colleagues to help prepare, manage and review a project.

Suppliers can invite colleagues to contribute to the same response. Only team members with the appropriate permissions can launch a project or submit a supplier response.

Can suppliers complete the response in Excel?

Yes.

Suppliers can download the project questions as an Excel template, prepare their answers offline and upload the completed file to Valexia.

Uploaded answers should be checked in Valexia before the response is submitted.

Can customers see a supplier’s work in progress?

The customer receives the supplier’s response when it is submitted.

Saving a draft does not submit the response. Suppliers can continue working on their answers until an authorised team member submits them or the project closes.

Can suppliers see other suppliers’ responses?

No. Each supplier completes its own response and does not have access to another supplier’s answers.

The customer running the project reviews the submitted responses.

What happens after a response is submitted?

The response becomes available to the customer for review.

The customer may compare it with other submissions and contact the supplier directly where clarification or additional information is required.

Where a submitted response needs to be changed, contact the customer running the project directly.

Who should I contact for help?

For questions about the project or invitation itself - including its scope, questions or deadline - contact the customer organisation running it.

For problems accessing or using Valexia, contact Valexia support.

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