Communicating Through Purchase Orders and Subcontracts
Purchase Orders (POs) and Subcontracts (SCs) provide built-in communication capabilities that allow you to collaborate directly with vendors and subcontractors.
When a Purchase Order or Subcontract is sent:
Vendors and subcontractors with a Buildern account receive a notification within Buildern and via email.
Vendors and subcontractors without a Buildern account receive an email notification.
After opening the document, recipients can:
Review the document details
Add comments
Upload attachments
Approve and sign the document
Reject the document
Recipients are not required to approve or reject the document immediately. They can communicate through comments, request clarification, and discuss details before making a final decision.
Using Comments on Purchase Orders and Subcontracts
Comments provide a convenient way to discuss document details directly within the record.
When you add a comment:
Users with a Buildern account receive notifications in Buildern and via email.
Users without a Buildern account receive the comment by email.
The notification includes:
Purchase Order or Subcontract ID
Document name
Project name
Comment content
ℹ️ Note - To allow vendors or subcontractors to participate in comments, the Purchase Order or Subcontract must be sent first.
If the recipient does not have a Buildern account, send the document before adding comments so Buildern can deliver the communication through email.
👉 Learn more about How to Create a Purchase Order or Subcontract in Buildern
Communicating Through Bid Requests and Offers
Buildern supports communication throughout the bidding process.
After you send a Bid Request, vendors and subcontractors can submit pricing and proposal information. Once submitted, the response becomes an Offer within Buildern.
You can communicate through the Offer's Comments section to:
Discuss submitted pricing
Negotiate scope and costs
Request revisions
Clarify proposal details
All communication remains attached to the Offer, creating a complete history of the negotiation process.
Once discussions are complete, you can:
Select the Offer
Reject the Offer
👉 Learn more about How to Create and Send a Bid Request/ Request for Quote in Buildern
Communicating Through Bill Comments
Bills include a dedicated Comments section that can be used to communicate with vendors regarding billing-related matters.
Common uses include:
Clarifying invoice details
Requesting invoice corrections
Discussing payment questions
Sharing additional billing information
All comments remain attached to the Bill record for future reference.
👉Learn more about How to Add a New Bill in Buildern
Communicating Through To-Do Items
Buildern allows you to assign To-Do items to vendors and subcontractors, regardless of whether they have a Buildern account.
Communication can be managed through the To-Do item's Comments section.
This allows participants to:
Ask questions
Provide updates
Clarify requirements
Track progress
Keeping communication within the To-Do ensures all task-related discussions remain organized and easy to reference.
👉 Learn more about How to Create and Manage To-Dos in Buildern
Communicating Through RFIs
Requests for Information (RFIs) can be sent directly to vendors and subcontractors.
When an RFI is sent:
Users with a Buildern account receive notifications in Buildern, via email, and through the mobile app.
Users without a Buildern account receive the request by email.
Recipients can review the request and submit a response.
Responses are delivered back to Buildern, allowing the conversation to continue until the requested information is provided.
Communicating Through Submittals
Submittals provide another structured communication channel between your team and vendors or subcontractors.
When a Submittal is sent:
Users with a Buildern account receive notifications in Buildern, via email, and through the mobile app.
Users without a Buildern account receive email notifications.
Recipients can:
Review the Submittal
Add comments
Respond with requested documentation or information
The discussion can continue until the Submittal is approved, rejected, or completed.
Communicating Through Buildern Messages
In addition to record-specific communication, Buildern includes a messaging system for general conversations with vendors and subcontractors.
Unlike comments, Messages are not tied to a specific record.
Send a Message
To start a new conversation:
Click the Messages icon in Buildern.
Click + New.
Select the recipient.
Select the related project.
Enter your message.
Click Send.
If the Recipient Has a Buildern Account
Recipients with Buildern access receive messages:
Inside Buildern
In the Buildern mobile app
Via email notification
They can reply directly from Buildern, the mobile app, or by responding to the email.
If the Recipient Does Not Have a Buildern Account
Recipients without Buildern access receive the message by email.
The email includes:
Sender name
Project name
Message content
They can simply reply to the email, and their response will automatically appear in the conversation within Buildern.
Browser and Mobile Notifications
Buildern helps ensure vendors and subcontractors stay informed regardless of the device they use.
Browser Notifications
Users with Buildern access receive notifications through:
The Buildern Notification Center
Email
Mobile Notifications
Users with Buildern access receive notifications through:
The Buildern mobile application
Email
Push notifications (if enabled)
Comments vs Messages
Buildern provides two communication methods, each designed for a different purpose.
Use Comments When
Comments should be used when discussing a specific record, such as:
Purchase Orders
Subcontracts
Offers
Bills
To-Do Items
RFIs
Submittals
Use Messages When
Messages are best for:
General project communication
Project updates
Questions not related to a specific record
Ongoing conversations with vendors and subcontractors
Using Comments and Messages together helps keep project communication organized while maintaining a complete history of discussions across your projects.
Keeping your data organized and up to date has never been easier.
Happy Building!