Apex moved every supplier clarification onto Sourceby line items. Result: 90% less back-and-forth, full audit trail.
Apex Metalworks builds pressure-vessel and heavy fabrication packages for the energy sector, where every spec change needs a defensible record. Their clarification process lived in email: questions forwarded between engineers and suppliers, answers that never landed back on the line item they concerned, and audit requests that meant reconstructing threads from three mailboxes.
Apex moved all supplier Q&A onto Sourceby line items. Each clarification is raised against the exact line it affects, answered in-thread, and timestamped — visible to everyone on the event.
Clarification email volume fell 90% in the first two quarters. Clarification turnaround settled at a 3.2-day average, and — the number their auditors care about — 100% of spec-changing Q&A now sits on the event record with a timestamp and an owner.
If compliance is part of your world, start with clarifications, not RFQs. It is the smallest workflow to move and the one with the most immediate audit payoff — and it teaches suppliers the event structure before you standardize their quotes.
By moving from email and spreadsheet RFQs to structured Sourceby events, Vertex Forge's procurement team scaled supplier reach 40×, normalized response comparison, and shrank award decisions from weeks to days — without adding headcount.
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