Buildertrend’s Bids tool simplifies the bidding process by helping you organize, send, and manage bid requests in one central location. It streamlines communication between your team and subcontractors, making it easier to collect competitive pricing and keep your projects moving forward.

Bid Packages include all the essential information such as scopes of work, attachments, plans, and deadlines, so subcontractors have what they need to submit accurate bids. Whether they are active users in Buildertrend or not, the process remains straightforward and professional.

Begin by selecting a Job, then navigate to Bids from the Financials dropdown.

Next, click on + Bid Package to begin creating your bid package.

Fill out the Bid Package Information by including key details such as the Package Title, Due Date, Description, and Attachments.

• Package Title – Give the Bid Package a clear name for quick identification.
• Allow Multiple Approved Bids – Approve multiple subcontractor bids within the same package if needed.
• Due Date – Set a specific deadline or link to a schedule item for dynamic timing.
• Reminder – Schedule automated reminders to help subs submit on time.
• Link to Specifications – Add a direct link to related spec sections for reference.
• Internal Notes – Add private notes for your team that subs will not see.
• Bid Package Description – Include visible details or instructions for subs about the work being bid.
• Attachments – Upload supporting files or create new Word/Excel docs directly in the package.

Next, select the Pricing Format to outline the pricing information subcontractors will provide. The

Subcontractors can enter the Quantity and Unit for each line item if those fields are left blank when the Big Package is released. If you enter a Quantity and Unit before releasing the Bid Package, subcontractors will not be able to edit those fields. 

As a best practice, we recommend utilizing your cost code list for your bid packages. Select the Line Items tab, then add in your cost code(s) along with Title, Description, and identify the Cost Type for each line item. 

You can also add a Bid Package Description and Attachments at the bottom of the window.

Managing Bid Pricing and Tax

Builders can mark Bid line items as Taxable from the estimate to ensure taxes are applied consistently throughout the project lifecycle. Taxable status automatically stays in sync between the Estimate and associated Bid line items.

Taxable status can be updated:

• Individually on a line item 
• Within the line item details
• In bulk using checked actions from the Estimate worksheet 

When taxable status is changed on either the Estimate or the Bid, the corresponding line item automatically updates in both places. 

Taxable Bid line items automatically carry through to invoicing workflows, including:

• Direct invoicing from the Estimate
• Progress Invoicing
• Bid → Purchase Order → Invoice workflows 

Selecting Subcontractors

To select which trades you would like to send this to, scroll to the top of this Bid and select the Requests tab. Select the desired subcontractors from the dropdown list.

Bids may be sent to subcontractors who have created login credentials (Active) as well as those that have not (Inactive). Both will have the ability to respond to the Bid via the email associated with their profile.

To confirm subcontractor activation status, visit the Subs/Vendors dropdown from the people icon in the top right corner of your Buildertrend account.

Next, add Invitation Text, which will be sent to each subcontractor selected from the dropdown list. All subcontractors will receive the same text, so ensure the messaging is high-level and not trade-specific.

To save without sending, select Save.

Select Send to send the Bid Package to the selected subcontractors via email and, if they already have an active account, through Buildertrend. 

‼️Important:

---

After a Bid Package has been released and subcontractors have begun submitting bids, editing the bid package (such as changing line items) will reset all submitted, declined, or approved bids back to In Progress. Buildertrend will display an in-program warning before these changes are applied:

 

If you proceed with editing, subcontractors will need to review and resubmit their bids after the changes are made. 

To confirm that a subcontractor has received the notification after sending, an account Admin may confirm by navigating to Notification History, within Messaging. 

Subcontractors Submitting Bids

Subcontractors will receive the Bid Request via the email listed within their user profile and will respond by choosing View & Submit Bid. 

This will open the window below, offering for subcontractors to provide their proposed Cost, Quantity and Unit. They are also able to Activate Account at the top at no charge to them or you.

Additional Bid Details and Attachments may be added before selecting Submit Bid. 

A final confirmation will appear before their Bid is submitted. 

You will receive a notification when a new bid is available and can manage all submitted bids as needed.

Users with Bids → Edit permission can edit and submit bids on behalf of subcontractors when needed. 

From the Bids page, locate the applicable Bid Package and expand the All Bids dropdown to view its associated bid requests. Then, select the subcontractor's bid you wish to edit.

If the bid has already been submitted, select the pencil icon at the bottom of the page to begin editing. If the bid has not yet been submitted, you can begin making changes directly. 

Edit Unit Cost, Quantity, and Unit as needed.

Upon selecting Save, a confirmation window will appear asking you to confirm the submission on behalf of the subcontractor. 

Select Save Bid to finalize the changes. 

The updated bid will now appear as Submitted on the main Bids page and under Existing Bid Requests within the Bid Package's Requests tab.