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 – Accept/Approve multiple vendors 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, add the Pricing Format to provide an outline for your subcontractors to complete. The subcontractor will complete the Quantity, and Unit. Entering a Quantity or Unit will disable the sub from editing the those fields after releasing the Bid. If left blank the sub will be able to provide those fields.

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

Add a Bid Package Description and Attachments at the bottom of this window.

Managing Bid Pricing and Tax

Builders can mark Bid line items as Taxable directly from the Estimate. Taxable Status automatically stays in sync between the Estimate and associated Bid line items, helping ensure tax is applied consistently throughout the project lifecycle.

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 subs from the dropdown list.

Bids may be sent to subs 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 chosen in the drop down list. All subs 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 via Buildertrend if they have already active as a subcontractor.

‼️Important:

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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 send, an account Admin may confirm by navigating to Notification History, within Messaging.

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 Submitting Bid. 

A final confirmation will appear before their Bid is submitted.

You will receive a notification a new bid is available, and may now manage all Bids as needed.

For instances where it may be necessary to edit a bid on behalf of a subcontractor, a Buildertrend user with Bid -> Edit action may complete this action.

First, navigate to the Bid and select the Requests tab at the top. Then, scroll down to Existing Bid Requests.

Select Sub/Vendor name you wish to edit.

Edit Unit Cost, Quantity, and Unit for each line item. This will allow you to add the cost to the bid. If you have already added a Quantity or Unit, this field will not be editable for the sub/vendor.

Upon Save, a pop-up will appear confirming your choice your submission on behalf of the subcontractor. Any updates will be visible to subcontractors.

Click Save Bid to finalize the edit.

The updated Bid will now appear as Submitted within your Existing Bid Requests list.