---
title: How Vendors and Subcontractors Communicate in Buildern
description: Buildern provides multiple ways to communicate with vendors and subcontractors throughout the project lifecycle. In this article, you'll learn about the different communication methods available in Buildern and when to use each one.
---

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# How Vendors and Subcontractors Communicate in Buildern

### How Vendors and Subcontractors Communicate in Buildern

Buildern provides multiple ways to communicate with vendors and subcontractors throughout the project lifecycle. In this article, you'll learn about the different communication methods available in Buildern and when to use each one.

 July 31, 2026

### **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.

[![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/dd4575ef-9005-4dee-b7ac-b46ee5463fef.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2485956308/2d7d40e889b770021d00716f6a9e/dd4575ef-9005-4dee-b7ac-b46ee5463fef?expires=1792671300&signature=df9dc3e189808856f6eae2fdba3b5166534af5edb0ccf1d88c69cd6daf33d484&req=diQvE8B7m4JfUfMW1HO4zZhjED7NRryjlp3VpHjF2zd%2FrRyBaErsR0O2LLW9%0ANGUxdCfI6GD6DW0yxLU%3D%0A)

After opening the document, recipients can:

- Review the document details
- Add comments
- Upload attachments
- Approve and sign the document
- Reject the document

[![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/21ce1167-2649-4b2f-8ddc-bf76b62ca9cc.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2485956305/761c3d8e4153a95fc4d501b4ff00/21ce1167-2649-4b2f-8ddc-bf76b62ca9cc?expires=1792671300&signature=0084800a347fc865903040c0bb16ccbb48fb873721e6a7e4e95f1c95c70ed7f0&req=diQvE8B7m4JfXPMW1HO4zcKi6ci3pxAs22OyKzfaSPxyJ15CitHczVebgDFl%0AvDmtLN9dvrC6yqw1SB0%3D%0A)

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.

[![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/6fb6299a-4ce6-467e-9e34-b1780beae14b.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2485956304/d07a50b3b1086d1f960544e56bf6/6fb6299a-4ce6-467e-9e34-b1780beae14b?expires=1792671300&signature=5a1973c1d966c294e305d039c954eeeb714b6d089af4f533f83f6822d8695bab&req=diQvE8B7m4JfXfMW1HO4zbETmMyNocxXZekOWzeTFCxCwrJCqll3pXjECIU1%0AGkQpneEf0b%2BAGFNyVlA%3D%0A)

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.

[![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/cd795399-ffb5-40a8-b806-dbaa9be4f143.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2485956322/60b54001f98881c090d7848d1779/cd795399-ffb5-40a8-b806-dbaa9be4f143?expires=1792671300&signature=7eda12ed54f90851da9c022b0019f4c7ff728f76a9f0fca9802bca2d4845d3ec&req=diQvE8B7m4JdW%2FMW1HO4zYUZdBnTju1JLCQhwmDv7pEP%2F%2ByPATIk3ImPMAVw%0AZzO0MDU1HRWPXm8Zb%2BM%3D%0A)

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](https://help.buildern.com/en/articles/13773986-how-to-create-a-purchase-order-or-subcontract-in-buildern?hsLang=en-gb)*

### **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.

[![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/a10772ad-7169-4965-8ca9-4000fbdb7c3c.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2485956309/0825776f0655a2710ccd19c374c5/a10772ad-7169-4965-8ca9-4000fbdb7c3c?expires=1792671300&signature=8d5eabf2376310081ca2bf53e65740a96b575a6dd2adcc9ae6b1cabe76cf0607&req=diQvE8B7m4JfUPMW1HO4zeDwctyY%2BctSqpplBnkKGbGUeMUusnS0B%2BrfC6%2BL%0AiBOgCnAj2ccAZJX6UBs%3D%0A)

You can communicate through the Offer's Comments section to:

- Discuss submitted pricing
- Negotiate scope and costs
- Request revisions
- Clarify proposal details

[![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/ee927604-2d6a-4840-9d8b-d1b2b56744b6.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2485956307/20dbd334479846176bff9c7bd270/ee927604-2d6a-4840-9d8b-d1b2b56744b6?expires=1792671300&signature=0337081ac4b0829fa3463fddd1f3465fc71441c969e89f93a3288fcf6aa7932a&req=diQvE8B7m4JfXvMW1HO4zVpGyyqupIvDwjJMHR18maeJTsSHwVZQg03QLxcm%0AUEmDRiPiZDKUnBsmShc%3D%0A)

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](https://help.buildern.com/en/articles/13773923-how-to-create-and-send-a-bid-request-request-for-quote-in-buildern?hsLang=en-gb)*

### **Communicating Through Bill Comments**

Bills include a dedicated Comments section that can be used to communicate with vendors regarding billing-related matters.

[![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/bb31e858-f5b9-45bf-8175-773acce49013.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2485956320/9db596996052ad98da48ec176cdb/bb31e858-f5b9-45bf-8175-773acce49013?expires=1792671300&signature=a3d6f4a95ce6e648a37e5eec597d4c55b99632f5ae70acdc643b644a69496100&req=diQvE8B7m4JdWfMW1HO4zWLAJwXW%2BR0yk5XjaFoO%2BJjx97bKqOUh7W%2Fa46MP%0AMlkWQUt5es0es6a5a38%3D%0A)

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](https://help.buildern.com/en/articles/13774031-how-to-add-a-new-bill-in-buildern?hsLang=en-gb)*

### **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.

[![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/ab9eba86-2702-48a3-b78d-1287c17b41d6.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2485956319/1516a89e3bd0edc55ecfce95d97b/ab9eba86-2702-48a3-b78d-1287c17b41d6?expires=1792671300&signature=ba9df6f55327480d23f6baced253e9f2a0aab1ee8b82ad0ce0ab23f2c62358c8&req=diQvE8B7m4JeUPMW1HO4zQrVbgGcNbZ0SfHWYJc4xr%2BP5wC6pilnyJSn5huV%0A1Rcd2TITOx6RUVtXvzo%3D%0A)

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](https://help.buildern.com/en/articles/13773912-how-to-create-and-manage-to-dos-in-buildern?hsLang=en-gb)*

### **Communicating Through RFIs**

Requests for Information (RFIs) can be sent directly to vendors and subcontractors.

[![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/900047fe-f07c-41ad-951f-08375be2524f.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2485956316/8f54e0e1d6fb40ed67dc5a14ea46/900047fe-f07c-41ad-951f-08375be2524f?expires=1792671300&signature=b81c3622ce0772ea7d9aee28a2ce3564c18ad62b312e5a7cfed6751b31f6d592&req=diQvE8B7m4JeX%2FMW1HO4zX0uGOZO4FywH6C%2Bil5k5MJFLl%2BsGju5SP5RzDfq%0AXcEj03cIjvpjlaod7l0%3D%0A)

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.

[![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/b95ea483-1b2b-4c47-b271-6fcf64f6121a.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2485956317/e63094ab0c85e08528f1bcff690b/b95ea483-1b2b-4c47-b271-6fcf64f6121a?expires=1792671300&signature=92ad1382e3232709f9bfdea5216151769eefe2874af2037661525faf2fa6934f&req=diQvE8B7m4JeXvMW1HO4zdto4HFPHP%2Fgz3OoW%2FDAzXwENI6Otk6K49CjBdp0%0A0TGL9bpJyd64opU%2Fq6Q%3D%0A)

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:

1. Click the **Messages** icon in Buildern.
2. Click **+ New**.
3. Select the recipient.
4. Select the related project.
5. Enter your message.
6. Click **Send**.

[![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/be7ec24f-a354-4830-84ca-a1b5e5b9625e.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2485956321/d2b118d0d08a2aee4784318a464d/be7ec24f-a354-4830-84ca-a1b5e5b9625e?expires=1792671300&signature=e129153df8d11290f8c98153feb3b95bb29e97d374a9231bcc657a86697dcfa9&req=diQvE8B7m4JdWPMW1HO4zRs%2Bfqj2r0sBpNGqNlqtiICv4RM4XwjVbPg75fPA%0A%2F1%2FOIxkjbzgO%2FaaURAg%3D%0A)

**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.

[![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/e42b9001-058f-439d-b023-93368d9ae5dd.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2485956323/7e264b8cb7ada80f7e0b0daef8ee/e42b9001-058f-439d-b023-93368d9ae5dd?expires=1792671300&signature=b6c821e83c88e48db11629ba395af357d11685193322e25c85e76b4041a91102&req=diQvE8B7m4JdWvMW1HO4zQ%2FA8wRY%2BenkcmRhIBrVS33gmLWKD2jOpF%2FKjcEv%0AviHjuPz8axivEEFzJeA%3D%0A)

**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.

[![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/766b8e2a-ddca-4c00-8b53-787685c88e3f.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2485956318/5a372b639275877ea85af4a6390e/766b8e2a-ddca-4c00-8b53-787685c88e3f?expires=1792671300&signature=fc0491d6830c3248912bf37ed2570485de4a9d1128fea63516fc9d178ab95b90&req=diQvE8B7m4JeUfMW1HO4zY1WnAMAIeJvHQjKGqoJTnrCVJRLtwd8UAx1RCi1%0AS0H6TzHrdt4KAGtl6sk%3D%0A)

### **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!

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