The Bids module allows users to track bids through the bid process from RFQ/ITB to acceptance and prepare for upgrade to a contract. Users can store vendor quotes, track RFIs, create estimates and proposals, set due dates, as well as save pertinent files and notes regarding the bid. It also allows for recording bid outcomes and monitoring bids becoming due.
Bids Module List View
The Bids module lists all active bids, which can be filtered using the button bar at the top of the screen or the search options below.
Search & Filter Options
Us the Quick Search to look for a specific general Bid information such as client account name, official name, or ID number. Alternatively, utilize the following buttons to filter data.
Unassigned
Filters all records without at least one assigned user.
Incomplete
Filters records that are not marked as sent.
Due Soon
Filters records due within the number of days set in Company Preferences.
Due
Filters records due on the current day.
Sent
Filters records that have been sent.
My Bids
Filters bids assigned to the logged-in user.
Lost
Filters records marked as lost.
Won
Filters records upgraded to a contract.
Archived
Filters archived records.
Advanced Filter
Provides more extensive filtering options.
GenerateReports
Select the PDF icon to generate available PDF reports for the Bids module.
Batch Actions
Select records to perform the following actions:
Omit
Remove chosen records from the current list.
Lost
Mark selected records as lost.
Archive
Archive selected records.
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Dynamic Charting
Advanced reporting capabilities for Bids. Allows for sorting and charting of data for this module.
Bidders Table View
Display all Bid “Bidders” within a table view. Sortable and filterable.
Options Button
Edit Bid Details
Modify basic bid information.
Mark as Lost
Indicate the bid was not successful.
Lock/Unlock
Control editing access.
Duplicate
Create a copy of the bid.
Detailed Report
Generate a detailed report for this Bid summarizing all the relevant Bid information.
Delete
Permanently remove the bid record.
Additional Features
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Create a new Bid record.
Dynamic Grid
Modify the columns that display in the list view.
Advanced Filter
Field
Description
Notes
Internal ID
Unique identifier for the bid
Can be used to find a specific bid record
Keywords
Search terms related to bid content
Searches across multiple text fields
Estimate
The estimated bid amount
Supports numeric range searches
Stage
Current stage in the bid workflow
Matches configured bid stages
Bid Name
The name or title of the bid
Primary identifier for most users
County
Geographic county location
Regional filter for bids
Catalog (Items)
Items included in the bid
References catalog items
Archived
Filter for archived bids
Include archived bids when checked
Active
Filter for active bids
Include active bids when checked
Client
The client associated with the bid
Client name or ID
Origin Date
Date when bid was created
Supports date range formatting
Activity Log
Filter by activity log entries
Searches activity notes
Unapproved
Filter for unapproved bids
Include unapproved bids when checked
Unsent
Filter for unsent bids
Include unsent bids when checked
Bidders
Companies or individuals bidding
Searches bidder information
Due Date
Deadline for bid submission
Supports date range formatting
Division
Business division responsible
Organizational filter
Won
Filter for won bids
Include won bids when checked
Lost
Filter for lost bids
Include lost bids when checked
Primary Contact
Main contact for the bid
Person responsible for client communication
Jobsite Address
Location of the project
Project physical location
Facility
Facility associated with bid
Relevant facility name or ID
Bid Status
Current status of the bid
Overall bid status indicator
Description/Scope
Project description details
Searches within scope descriptions
Attribute Name
Custom bid attribute
Searches custom field names
Proposal ID
ID for associated proposal
Links to proposal records
Bid Due Date
Deadline for client decision
Supports date range formatting
Assigned
User assigned to the bid
Responsible internal user
Attribute Field
Custom attribute value
Searches custom field values
Estimates ID
ID for associated estimates
Links to estimate records
Sent Date
Date when bid was sent
Supports date range formatting
Estimator
Person who created estimate
Filter by estimate creator
Time Clock
Filter for time tracked bids
Include bids with time tracking when checked
Special Format Options for Date Fields
Date fields such as Origin Date, Due Date, Bid Due Date, and Sent Date support the following search formats:
"1/1/2024...6/6/2024" - Searches exact date range
"7/*/2024" - Searches all dates within specified month and year
"*/*/2024" - Searches all dates within specified year
Selected Bid
Overview Mode
Unassigned
Assign users to the bid. Turns green when assigned.
Vendor Quotes
Quick access to Vendor Quotes tab. Displays green or red based on quote statuses.
RFI
Quick access to RFI tab. Displays green or red based on RFI statuses and due dates.
Unapproved
Users with appropriate permissions can mark the bid as approved.
Unsent
Mark the bid as sent. Turns green and displays the sent date.
Contract
Upgrade an accepted bid to a contract record.
Additional Overview Features
The Overview tab also provides access to several important features:
eForms
Generate and manage PDF forms for proposals or estimates. Users can create new forms from templates or view previously generated forms.
Attributes
Add custom fields to track additional data specific to the bid.
Files/Emails/Notes
Store and manage related documents, email records, and notes in one central location.
Activity Log
View a chronological record of system-generated and manually entered activities related to the bid.
Description/Scope
Enter detailed text describing the bid or scope of work. This section also displays key totals including overall estimate amount, total estimated labor hours, total markup amount, and estimated bond amount.
Estimate Mode
Allow users to add and manage products/services for the bid estimate as well as configure multiple estimates for the purpose of bidding a commercial project.
Proposal
Compilation of estimates. Create multiple proposals to mirror the Bid breakdowns that clients want to see.
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Edit
Edit the ID and description for the selected Proposal record.
Set As Primary
Set the selected Proposal as the primary proposal to be used for this Bid.
Lock
Lock this Bid so that modifications cannot be made. This includes deletion.
New
Create a new, blank proposal record.
Duplicate
Create a copy of the current selected proposal record.
Copy
Copy the Proposal record and associated selections. Use “Paste” to paste them.
Paste
Used to copy over proposals and the associated estimates into another Bid or Proposal. Use paste after “Copy”.
Delete
Permanently delete the selected proposal and estimates.
Multiple Estimates
Utilize this feature to create multiple proposals and estimate options. Ability to Edit, Copy, Duplicate, Paste and Delete both proposals and estimates.
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Edit
Modify the ID and description for the selected Estimate record.
Used/Not Used
Detail whether an estimate should be used or not used. Typically for eForm generation.
New
Create a new estimate within the selected proposal.
Duplicate
Create a copy of the selected estimate within the current proposal.
Copy
Copy the Estimate record and associated selections. Use “Paste” to paste them.
Paste
Used to copy over the entirety of a selected estimate into another Bid or Proposal. Use paste after “Copy”.
Delete
Permanently delete the selected proposal and estimates
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Product/Service
Existing items from the Product/Service Module.
Manual Entry
Option to input a new Product/Service directly in the estimate.
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CSV Template
A standardized format used for importing and exporting data in comma-separated values format.
Load Template
A feature that applies pre-configured settings or formats to new records.
Travel Calculator
A specialized tool for computing travel-related expenses, distances, and time calculations used in project planning and expense tracking
Table View
An alternative display format that presents data in a customizable tabular layout.
Import Records
A functionality that enables users to bring external data into the system while maintaining data integrity and supporting bulk operations
Integrations
System connections that link TRUE with external services, applications, or databases to enable data synchronization and automated workflows
Custom App
A customizable application interface that allows users to modify their experience within the system according to specific needs or preferences
ROUNDING
Allows users to round the sell price of the Bid
BOND
A configuration field for managing bonding requirements
Vendor Quotes Mode
Store and track vendor quotes related to the bid. Filter quotes by used status or view directly in the Vendor Quotes module. Create new vendor quotes, or upload files.
Column Fields
Vendor
The supplier providing the quote.
Description
Detailed information about the quoted item or service.
Stage
Current status of the vendor quote
Reference ID
Unique identifier for the vendor quote.
Expires
The date when the vendor quote is no longer valid.
Amount
The total cost quoted by the vendor.
Used
Indicator that the quote has been utilized in the bid.
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Upload File
Upload a file to the Vendor Quote record.
View Files
View related files.
New Email
Generate an Email Capture code to upload relevant files via the Email Capture feature.
View Email
View any related emails pulled in utilizing Email Capture.
Delete
Permanently delete the selected Vendor Quote.
Bidders Mode
Track multiple General Contractors being bid to for a specific Bid. Add new bidders from existing accounts or create new ones, edit primary contact, stage, due date, and notes for each bidder and delete bidder records.
Bidder Column Fields
Bidder
The General Contractor or company submitting a bid.
Contact
The primary point of contact for the bidder.
Stage
Current status of the bidder in the bid process.
Due
The deadline for the bidder to submit their bid.
Notes
Additional information or comments about the bidder.
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Set As Primary
Set this Bidder as the Primary to be sent the proposal.
Delete
Permanently delete the selected Bidder record.
RFIs Mode
Track and manage Requests for Information (RFIs) related to the bid. Add new RFIs, edit description, status, due dates, and primary point of contact. Generate RFI eForms and delete RFI records.
RFI Column Fields
Description
Detailed explanation of the information being requested.
Status
Current state of the RFI (e.g., Hold, Working, Sent, Received).
Due
The deadline for receiving a response to the RFI.
Contact
The person responsible for addressing the RFI.
RFI eForm
Electronic form generated for formal submission of the RFI.
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Create/View RFI
Create an RFI eForm, or view the existing one.
Upload File
Upload a related File to the selected RFI record.
View Files
View related files to the selected RFI record.
New Email
Generate an Email Capture code to automatically bring emails and related files into the RFI record.
View Emails
View related emails added to TRUE utilizing the Email Capture feature.
Delete
Permanently delete the selected RFI record.
Tasks Mode
Create Tasks to assign internal. Perfect for internal notifications and follow-up alert reminders.
Settings
Bid settings can be configured in Company Preferences in the “Quotes / Bids / Jobs” section.
