Open the response link you received with the inquiry or order in a browser. The form shows the requested products and lets you provide the supplier's pricing and delivery information. The sender processes your response in their own Spotilla service.

Response link and opening the form

To respond, you need a valid response link from the email. You do not need a Spotilla user account or manager permissions. Use the same browser form on an Android or iOS phone; the apps' purchase order views are a separate feature. The form's language is determined by the language of the supplier contact selected by the sender.

By default, the link is valid for seven calendar days, including the day it was sent. The sender can set a different period. The period is calculated in calendar days in the service's time zone, so seven days does not mean exactly 168 hours from the time of sending. Resending restarts the validity period.

The link works only while the supplier section is still in the sent state. Submitting the final response closes the link. The link also closes if the sender returns the section to draft. If the page displays Invalid request. Page is no longer available., contact the sender of the inquiry or order to arrange another way to respond.

Check the respondent and product details

At the top of the page, check whether this is a Product inquiry or Purchase order, along with the sender's name and email address shown on the form.

In the Basic info section, fill in First name, Last name, Email and Company. These are required even when saving a draft. When you first open the form, Company and Email are prefilled from the supplier's contact details: check them and correct them if necessary. Phone number is optional. The email address must not contain language-specific characters such as ä or ö.

Check every row in the Products section. Product and Product code are locked; they identify the product your response concerns. You can change the following response details:

  • Number of products: the initial value is the quantity requested by the sender. Check it and enter the quantity you are offering. Explain any difference in the additional delivery information.
  • Price per unit: enter the price of one product. This field is empty when you first open the form, even if the sender has saved a price on the row. You can use a comma or a full stop as the decimal separator.
  • Currency: check the initial value from the row and enter the currency of the price.
  • VAT %: check the applicable tax rate. If the row has no VAT value, the form displays 25.5% by default. This default does not confirm the correct tax rate for the product.
  • Earliest delivery date: use the date field to select the product's earliest delivery date. If a date is already entered, check it before submitting.

The price per unit and VAT are saved to two decimal places, so enter them to this precision. The form does not calculate the row's total price or the final total including tax. Do not enter the price for the entire row as the price per unit. If the tax treatment of the price or the delivery terms need clarification, explain them in the additional information.

Additional information, attachments and a copy of your response

Additional notes of the purchase order, shown after the product rows, contains the sender's instructions, if any have been provided. This field cannot be edited. Enter your own explanation in the Additional delivery information field below it. For example, explain a different quantity, delivery terms or limitations on the price.

Next, open the Files section and select Add files, or drop files into the section's file area. You can attach, for example, PDF or Office documents and common image or video files. Keep each file at 100 MB or less, as instructed on the form. Check the list of selected files. Selecting files alone does not save or submit your response.

Send copy to, below the attachments section, is for additional recipients. Separate multiple email addresses with commas. A copy of the response is also sent to the email address in the Basic info section, even if the additional recipients field is empty. The copy includes the response PDF and the attachments saved with the final response.

Save a draft and continue later

Select Save as draft at the bottom of the form to save an unfinished response. Fill in the required basic information first. A successful save reloads the form. Saving a draft does not finalize the response or trigger the final response notification or response copy. The link remains available within the limits of its original validity period and the supplier section's status; saving a draft does not extend the period.

Check the details as soon as the page reloads. The draft's product-specific details are restored only if the product identifier and quantity match the values on the sender's row. If you change the quantity before saving a draft, that row's quantity, price and other saved response values will not be restored to the form. Keep a record of the changed quantity and related details, and enter them again before submitting the final response.

Send copy to is also empty when you reopen the form: enter the additional recipients you want again. Draft attachments may appear on the page, but they are not automatically included in the final response. Before submitting, select the original files needed for the final response again using the Add files button.

Submit your response and confirm the result

Check the basic information, all product rows, additional information, attachments selected for the final response and copy recipients' addresses. Then select Send at the bottom of the form. This finalizes the response; the draft button does not do the same.

A successful submission opens a completion page displaying Thank you for filling out the form. The information has been sent to the recipient. The response is saved, the supplier section moves to awaiting processing by the sender, and the response link closes. If the form reports missing information or a save error, do not consider the response successfully submitted: check the fields and wait for confirmation of success.

The sender's notification and the response PDF are generated in the background. Sending the response copy starts after the PDF has been successfully generated and saved, so the completion page does not yet confirm delivery of the emails. When the copy arrives later, check the response content and attachments. If the copy does not arrive or the final response needs correcting, contact the sender shown at the top of the form. You can no longer edit the response using a closed link.

Submitting a response does not itself receive the products into the buyer's inventory or indicate that the goods have arrived. Receiving them into inventory is a separate task for the buyer: How do I receive a purchase order into inventory?