Sending Bid Requests and Reviewing Submissions

Getting competitive pricing from subcontractors is key to protecting your margins. BuilderMate's bid request system lets you send scope details to multiple subs, collect structured bids through the Subcontractor Portal, and compare submissions side by side.

Who Can Access This

Admin and Team Member have full access to create bid requests and review submissions.

Creating a Bid Request

1. Open the project and go to the Bids tab.
2. Click "New Bid Request".
3. Fill in the details:

Bid Request Information

• Title — A clear name for the scope of work, like "Electrical Rough-in" or "Foundation Excavation."
• Scope of Work — A detailed description of what needs to be done. The more specific you are here, the more accurate the bids you'll receive.
• Required Start Date — When the work needs to begin.
• Required Completion Date — When the work must be finished.
• Bid Deadline — The last day subcontractors can submit their bids.
• Priority — How urgent this bid request is.

Attachments

• Specification Attachments — Upload drawings, specifications, plans, or any other documents the subcontractors need to provide an accurate bid.

Selecting Subcontractors

• Select Subcontractors — Choose which subcontractors to invite. Each selected sub is notified via email with a link to submit their bid.

4. Save and send the bid request.

Bid Request Statuses

• Draft — Created but not yet sent to subcontractors.
• Sent — Subcontractors have been notified and can submit bids.
• Closed — No longer accepting bid submissions.

How Subcontractors Submit Bids

When you send a bid request, each invited subcontractor receives an email with a link to the Subcontractor Portal. From there, they can:

1. Review the full scope of work.
2. Download your specification attachments.
3. Submit their bid with the following details:

• Total Amount — Their overall bid price.
• Cost Breakdown — Broken out by Labor, Material, and Equipment.
• Markup % — Their markup percentage.
• Estimated Start and Completion Dates — Their proposed timeline.
• Warranty Period — In months.
• Notes — Any clarifications or conditions.
• Terms & Conditions — Their standard terms.
• Supporting Documents — Upload additional files.
• Detailed Line Items — Individual items with description, category, quantity, unit, unit price, and total.

Reviewing Bid Submissions

1. Go to the project's Bids tab.
2. You'll see all submissions listed for each bid request.
3. Click any submission to review the full details and cost breakdown.

Comparing Bids

Review submissions side by side to evaluate pricing, timelines, and terms. Look at the cost breakdowns to understand where each sub's pricing differs — one might be cheaper on labor but higher on materials, for example.

Setting Bid Statuses

As you review, update each bid's status:

• Under Review — You're evaluating the submission.
• Approved — The bid meets your criteria.
• Rejected — The bid won't be accepted.
• Awarded — This subcontractor won the work.

Award the winning bid to move forward with that subcontractor.

Notifications

BuilderMate notifies you when a subcontractor submits a bid through multiple channels:

• In-app notification
• Email
• SMS

This ensures you never miss a submission, even if you're away from your desk.

Pro Tip: Include as much detail as possible in your scope of work and attach relevant drawings. Vague bid requests lead to vague pricing — and that usually means change orders later. The ten minutes you spend writing a thorough scope will save you hours of back-and-forth.

Related Articles

• Managing Subcontractors and Vendors
• The Subcontractor Portal