How to Create and Send a Bid Request/ Request for Quote in Buildern

📋 Requirements

Before creating a bid request, make sure:

You have access to a project
Your subcontractors/vendors are added to the system

Access the Bid Requests Module

To get started:

Open your project
Navigate to the Bid Requests section
Click Create Bid Request

Configure Bid Request Details

After clicking Create Bid Request, you will need to fill in the required information.

1. General Information

Bid name – Enter a name for your bid request (Required)
Subcontractor/Vendor – Select from the list or add a new trade partner (Required)

ℹ️ Note - The Bid Request ID is generated automatically based on the project and sequence.

Choose who will receive the request. You can select one or multiple subcontractors/vendors.

If the subcontractor or vendor is not in the list, you can quickly add a new one by clicking Add New directly from the dropdown.

2. Set Dates

Define the timeline for your request.

Bids due date - Deadline for responses
Delivery date - Expected completion date

3. Add Work Description

Provide a clear and detailed description of the work to be performed. This section helps subcontractors and vendors fully understand the scope and submit accurate bids.

4. Add Cost Lines

In the Cost Lines section, define the items or services you are requesting bids for.

Each line represents a specific scope of work or material that subcontractors will review and price.

For each cost line, enter the following details:

Name – Enter the item or service name (Required)
Description – Provide additional details about the work or material (Optional)
Cost Code – Select the appropriate cost code to categorize the item (Required)
Quantity – Specify the required amount
Unit – Choose the unit of measurement (e.g., unit, sqft, hours)
Max unit price – Define the highest allowed price per unit. If set to 0, it will appear as “–” in the bid request.
Max total price – Automatically calculated based on quantity and unit price. If set to 0, it will appear as “–” in the bid request.

Each cost line also includes additional actions. Click the three-dot menu on the right side of the line to:

Duplicate the line to quickly reuse the same details
Delete the line if it is no longer needed

To add more items, click Add new line and repeat the process.

💡 Tip- Breaking down your bid request into clear cost lines helps subcontractors provide more accurate and comparable bids.

5. Add Internal Notes

Add notes for internal use to provide additional context or instructions for your team. These notes are visible only to your team members and are not shared with subcontractors or vendors.

6. Add Attachments

Attach supporting files to provide additional context and help subcontractors and vendors clearly understand the scope of work. Including relevant documentation ensures more accurate and informed bids.

You can add files from:

Your computer – Upload new files directly
Project Files – Select from already uploaded project documents
Takeoff plans – Attach plans or measurements created in the Takeoff module

Attachments may include drawings, blueprints, permits, specifications, images, or any other documents related to the requested work.

💡 Tip - If you attach a Takeoff measurement, Buildern will automatically generate a PDF that includes the plan along with all measurement details.

7. Add Terms and Conditions

Include any additional requirements or conditions for the bid request.

8. Preview the Bid Request

Before sending your bid request, you can review how it will appear to subcontractors and vendors.

Click the Preview button at the bottom of the page to open a web view of your bid request.

This allows you to verify all entered details (scope, cost lines, dates, attachments)

💡 Tip- Always preview your bid request before sending to avoid missing details or errors.

9. Save or Send the Bid Request

Once everything is configured, you can either click Save to review or edit the bid request later, or click Send to immediately notify the selected vendors.