There are two ways to begin on HowToRobot - choose what fits you best:

• Start with our AI tool: Use our AI-powered assistant to describe your automation need and create a request. Once your request is ready, you’ll be asked to create an account to continue.
• Create an account directly: Prefer to explore first? You can sign up on HowToRobot and get access to the platform right away.

Either way, you’ll end up with an account that lets you manage projects, suppliers, and budgetary quotes in one place.

After creating an account, you’ll select a subscription that matches your sourcing needs.

Your plan determines how many automation projects you can run per year. One project equals one credit.

Subscriptions are available in USD, EUR, and GBP.

• Up to 3 projects per year – from $149 / month
• Up to 10 projects per year – from $399 / month

You can see all plans and prices across all currencies on our pricing page.

If you haven’t already created a request using our AI tool, this is where you do it. If you have already created a request earlier, you’ll continue from that point here.

A request describes your automation need. We use a structured format to ensure all requests follow the same clear and consistent layout. This makes it easier for suppliers to quickly understand your needs, compare projects, and provide accurate proposals.

You can create or complete your request in two ways:

• Self-Guided: Create your request with AI guidance - or complete it manually if you prefer. You’ll be led through a structured RFI to help you define your application and requirements. Before publication, it goes through a basic review to ensure it meets platform guidelines, while you stay in full control of the content and details of your request.
• Expert-Assisted: Prefer expert support? Our team can help create your request based on your input and structure it clearly for suppliers. We offer different service options across the RFI process, so you can choose the level of support that fits your needs best. You’ll always have the final approval before anything is published. Read more about our extra services: here.

Before your request is shared with suppliers, it goes through a basic platform review to ensure it meets our guidelines.

• Self-Guided: Your request is checked for guideline compliance before publication. You can update and refine the content as needed.
• Expert-Assisted: You’ll receive a draft prepared based on your input and can review, adjust, and approve it before it is published.

At this stage, nothing is published yet. This step ensures your request is ready before it goes live.

Once your request has been approved, you decide when it goes live.

To publish a request, you’ll need to allocate one credit from your subscription. Each credit represents one automation project and can only be used once.

• Credit allocation is done directly from your dashboard.
• You stay in full control of which approved request gets published and when.

As soon as an approved request has a credit allocated, it is published on the platform.

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Click to view credit allocation example

After approval and credit allocation, your request is published on the platform.

• Relevant suppliers are notified by email about the new opportunity.
• Your request becomes visible to all suppliers on HowToRobot.
• Suppliers can express interest by answering a few simple yes/no questions related to your request.

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Click to view request example

As suppliers respond, you decide who moves forward.

• Review each supplier's expression of interest.
• Approve or decline suppliers individually.

If you’re using the Expert-Assisted option, our team can support you in reviewing responses and deciding which suppliers to approve.

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Click to view interest example

The Q&A phase is a fixed and important step in the process. It should be scheduled carefully to ensure productive dialogue with suppliers.

• Once three suppliers are approved, you will be prompted to schedule the Q&A to begin within 1–3 business days. During this waiting period, additional suppliers can still express interest, and you can continue reviewing and approving them.
• If fewer than three suppliers are approved, you can still start the Q&A immediately or schedule it to begin within 3 business days to keep the process moving.

Before the Q&A can begin, all supplier interests must be processed - either approved or declined.

Once scheduled, the Q&A cannot be rescheduled and there is no second round. Selecting the right start time helps ensure availability and proper preparation from all participants.

During the Q&A phase, suppliers can ask questions to better understand your requirements.

• The inbound Q&A lasts 3 or 5 business days, based on your choice.
• You’ll receive daily notifications when new questions are posted.
• You can respond as questions come in - there’s no need to wait until the inbound period ends.
• After the inbound period closes, you have 5 business days to finalize all answers.

If you’re using the Expert-Assisted option, our team can help you manage and respond to questions throughout the Q&A.

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Click to view Q&A example

Once the Q&A is complete, approved suppliers can submit budgetary quotes (BQs).

• BQs are high-level, rough estimates — not final or binding quotes.
• We recommend submitting BQs within 14 business days after the Q&A ends.
• When a BQ is submitted, the supplier receives your contact details.

Suppliers submit their budgetary quotes through a structured format, ensuring consistency across all proposals.

This makes it easy to compare quotes side by side and helps you evaluate key differences in scope, pricing, and approach — making your decision process more efficient and transparent.

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Click to view budgetary quote example

After receiving budgetary quotes, the next step is to move toward firm quotes - the ultimate goal of creating your request.

We continue to support you by helping review the received proposals and providing feedback to assist you in narrowing down the suppliers you wish to invite for firm quotations.

Firm quotes provide the detailed scope, pricing, and commercial terms needed to make a confident final decision. Throughout this stage, you remain in control, and we are here to support you as needed.