How do I record bid numbers that were given to us offline?

How Do I Record Bid Numbers That Were Given to Us Offline?

Subcontractor Bids

Purpose

This article explains how to record and manage subcontractor bid numbers received offline (by email, phone, or paper) in Contractor Foreman, along with current limitations and available workarounds.

Background

While Contractor Foreman allows you to create and manage subcontractor bids, subcontractors currently cannot receive bid requests directly through the system. However, you can still manually record bid numbers and pricing information within the platform to ensure all data stays centralized and easy to track.

Steps to Record Offline Bid Numbers

1. Using the Bid Manager (Before Estimate Approval)

• Open the Bid Manager module.

  

• Select the appropriate Bid Package.

• Enter the subcontractor’s bid number and details into the system before the estimate is approved.

• This ensures all bids, including those received offline, are visible and properly stored within the project.

2. After Estimate Approval

If the estimate has already been approved through a subcontract:

• Bid requests cannot be sent at this stage.

• Instead, manually enter the prices or bid numbers your subcontractors provided directly into the Estimate.

Workarounds to Keep Track of Bids

To ensure consistent tracking and communication:

• Add the Estimator as a recipient when inviting bids so all responses go directly to them.

• Manually enter all subcontractor line items and bid numbers into Contractor Foreman for recordkeeping.

• Add the estimator’s email under Notification Settings → Bid Request so that all bid-related communications are automatically copied to them.

  

Notes

• Sending bid requests is currently available only for Purchase Orders (POs), not for subcontractor bids.

• You can manually enter any subcontractor bids to keep records accurate and up to date.

• If full integration for subcontractor bid requests is important for your workflow, we encourage you to submit a Suggestion so it can be considered for a future update.