Log and compare vendor bids

Log each vendor’s bid on the project so you can compare prices and keep the documents together. You can also log a bid you’ve only requested, to track who you’re still waiting on.

Who can do this: Admin, Manager

Log a bid

Open the project and select the Bids tab.
Select Log bid.
Choose the Vendor. The list shows active vendors at the project’s facility. To add one, type the name and choose the option to add it as a new vendor.
Choose a Status. Use Requested if the bid hasn’t arrived yet.
Enter the Bid amount and dates. If you chose Requested, the Date received and Received via fields are hidden.
Use Scope notes for inclusions, exclusions and lead times. These help when you compare bids.
Under Bid documents & emails, select Add files to attach the bid.
Select Log bid.

If the project is before the Bidding stage, the form offers Also move the project to Bidding. See Change a project’s status.

Bid statuses

Status	What it means
Requested	You’ve asked for a bid and are waiting
Received	The bid came in
Declined	The vendor chose not to bid
No Response	The vendor never answered
Selected	You chose this bid
Not Selected	You chose someone else

To change a status, use the pencil button on the bid, choose the new Status and select Save changes.

Compare bids

Once two or more bids have come in with amounts, the Bid comparison table appears at the top of the tab. It lists them cheapest first, with each bid’s difference from the lowest and the spread between the highest and lowest.

Marking a bid Selected doesn’t change the other bids, so mark those Not Selected yourself. It also doesn’t create a purchase order or an invoice.

Delete a bid

Use the trash button on the bid. This deletes the bid and its files. Linked correspondence stays but is unlinked, and the vendor stays in your vendor list. An invoice or purchase order that pointed at the bid stays, but it no longer shows that link.