Promote an Opportunity to a Bid when you're ready to develop estimates and manage the bidding process.

1. Open the opportunity record in Opportunities module
2. Click the three-line menu icon or Options button
3. Select Promote to Bid
4. System creates a new Bid record and copies all opportunity information (client, bidders, dates, files)
5. You're automatically taken to the new Bid record where you can add estimates

Create bids directly when you don't need to track the opportunity phase.

1. Click Bids in top navigation
2. Click + icon to create new bid
3. Enter Bid Name and select Client
4. Fill in Job Site Address, County, and other basic information
5. Add bidders in Bidders mode if needed
6. Click Save and begin working on estimates

• Better reporting on who performed estimating vs. project management functions
• Clear accountability for different phases of the bid process
• Helps track workload distribution across your team
• Roles carry through when bid is promoted to Contract

1. Open the bid record
2. In Overview mode, locate the assigned users section
3. Click on an assigned user
4. Select their Role from the dropdown (Estimator, Project Manager, etc.)
5. Repeat for each assigned user
6. Save changes

Role	Description
Estimator	Person responsible for creating the bid estimate and pricing
Project Manager	Person who will manage the project if bid is won (useful for transition planning)

Mark bids as Sent when you've submitted them to the general contractor to trigger follow-up tracking.

1. Open the bid record
2. In Overview mode, locate the Unsent status indicator
3. Click Unsent button
4. Status changes to Sent and turns green
5. System automatically sets a follow-up date (default 7 days)
6. Edit the follow-up date if needed to match your workflow

Follow-up dates help you track when to check back with general contractors about bid status.

1. Mark the bid as Sent (triggers automatic 7-day follow-up)
2. Locate the Follow Up date field that appears after marking sent
3. Click the date field to edit and set your desired follow-up date
4. When follow-up date arrives, the bid appears in relevant filtered views
5. After following up, update the date again or promote to Contract/mark as Lost

Promote successful bids to Contracts to begin project management and billing workflows.

1. Open the awarded bid record
2. In Overview mode, click the Contract button
3. If approval is required (based on Company Preferences), ensure bid is approved first
4. System creates Contract record and transfers all bid information
5. Estimate data becomes schedule of values for billing
6. Bid record is preserved for reference and marked as Won

1. Open the bid record
2. Click Options button
3. Select Mark as Lost
4. Bid moves to Lost filter view
5. Record is preserved for historical analysis and win/loss reporting

1. In Bids list view, select multiple records using checkboxes
2. Click batch actions or Gear menu
3. Select Lost
4. All selected bids are marked as Lost simultaneously

Overview Mode Checklist:

• Bid Name/Description: Accurate project name that will appear on contract
• Customer/Account: Correct general contractor or client account linked
• Project Address: Complete and accurate job site location
• Project Number/Reference: GC's project number if applicable
• Assigned Users: Correct team members assigned with appropriate roles (Estimator, PM)
• Status: Marked as Won or appropriate awarded status
• Bid amount showing correctly in Overview

Your bid estimate becomes the schedule of values for billing. Review carefully to ensure line items are ready for invoicing.

Estimate Mode Checklist:

• Line Item Descriptions: Clear, professional descriptions suitable for customer-facing invoices
• Sell Prices: All line items showing correct final pricing (markup applied)
• Cost Codes: Assigned to each line for proper job costing tracking
• Multiple Proposals: If using multiple estimates, verify correct proposal marked as "Used"
• Total Amount: Matches the awarded bid amount
• Line Item Organization: Logical grouping and order for schedule of values
• No placeholder or incomplete line items remaining

Files Mode Checklist:

• Contract Documents: Upload signed contract, scope of work, specifications
• Proposal Sent: Final proposal/bid document that was awarded
• Drawings: Current revision of architectural plans and shop drawings
• Purchase Orders: GC's purchase order if issued
• Vendor Quotes: Supporting vendor quotes used in estimate
• Remove any draft or obsolete documents that shouldn't carry to contract

Ensure vendor quotes accurately reflect what was used in the final estimate.

Vendor Quotes Checklist:

• Selected Vendors: Mark the vendors whose quotes were actually used in final bid
• Quote Amounts: Verify vendor quote amounts match what's in your estimate line items
• Scope Coverage: Ensure all scope areas have supporting vendor quotes where needed
• RFI Status: Verify all critical RFIs have been answered or resolved
• Document any assumptions or clarifications needed for contract execution

Ensure bid meets approval requirements before attempting promotion.

Approval Checklist:

• Dollar Threshold: Check if bid amount requires management approval per Company Preferences
• Approval Status: If required, ensure bid has been approved before promotion
• Approval Notes: Review any conditions or notes from approvers
• Confirm bid meets any custom approval workflows in your organization

Before Clicking the Contract Button:

1. ✓ Basic information (name, customer, address) is accurate
2. ✓ Estimate line items are clean, professional, and ready for billing
3. ✓ Total bid amount is correct and matches awarded amount
4. ✓ All relevant files are attached and organized
5. ✓ Vendor quotes are documented and selected
6. ✓ Cost codes are assigned for job costing
7. ✓ Required approvals are obtained
8. ✓ Team members are assigned with correct roles
9. ✓ Any notes or special conditions are documented

After Promotion:

• Contract record is created with all bid data transferred
• Bid record is preserved and marked as Won
• You can access the new contract from the Contracts module
• Schedule of values is ready for progress billing

1. Select bid records using checkboxes in list view
2. Click batch actions or Gear menu
3. Select Archive
4. Bids are removed from active view but remain accessible via Advanced Filter

1. Click Advanced Filter
2. Check Archived option to include archived records
3. Locate the bid you want to reactivate
4. Open the record and change status or unarchive
5. Bid returns to active views

For simple bids where you just need to record the total submitted amount without detailed breakdowns.

1. Open the bid record and navigate to Estimate mode
2. Click + icon to add item
3. Select Manual Entry
4. Enter a description (e.g., "Total Bid Amount")
5. In the Total or Sell Price field, enter your bid amount
6. Leave markup at 0% if entering final amount
7. Click Save - this amount now appears as the estimate total

Create detailed estimates with multiple line items for complex commercial bids requiring schedule of values.

1. Open the bid record and navigate to Estimate mode
2. Click + icon and select Manual Entry for each line item
3. For each item, enter description (e.g., "Storefront", "Field Labor", "Shop Labor")
4. Enter cost amount and markup percentage
5. System calculates sell price automatically
6. Repeat for all line items in your estimate
7. Use Table View for easier bulk editing
8. Total estimate amount is calculated from all line items

1. Build your estimate using template defaults (typically 45% markup)
2. Switch to Table View to see all costs and markups in spreadsheet format
3. Review total estimate and assess whether markup is appropriate for this specific project
4. Adjust markup percentages up or down on individual line items as needed
5. Common adjustment: Lower markup on large material packages (30% instead of 45%)
6. Common adjustment: Higher markup on labor-intensive or risky items
7. Monitor total estimate to ensure you hit your target gross margin for the project

Scenario	Markup Strategy
$500K material package, $20K labor	Reduce material markup to 20-25% to stay competitive; maintain 45% on labor
Highly competitive bid with 5+ bidders	Consider 30-35% markup across the board to win work
Preferred contractor, sole source	Can pursue 50-60% markup or higher if relationship supports it
Complex scope with high risk	Increase markup to 55-60% to account for unknowns and difficulty
Slow period, need work	Accept lower margins (25-30% markup) to maintain cash flow and keep crews working

1. Navigate to Estimate mode
2. Click Gear icon
3. Select Load Template
4. Choose your desired template from the list
5. Template populates with pre-configured line items
6. Fill in costs and quantities for each line

Creating an estimate template requires Access ID 2 (Company Preferences) permission. Templates are created in the List Templates module.

1. Click Gear icon in top navigation
2. Select Company Preferences
3. Click List Templates at top of page
4. Click + icon to create new list template
5. Enter Name for your template (e.g., "Commercial Storefront Bid")
6. Set Module to "Bids"
7. Click + icon on the right to add new template items
8. Add your typical line items (field labor, shop labor, materials, equipment, shop drawings, etc.)
9. Configure standard markup percentages and contingencies for each item
10. Save the template to reuse on future bids, saving significant data entry time

Create multiple pricing options for the same scope of work (e.g., base bid vs. value-engineered alternative).

Common Scenarios:

• Base bid with full scope vs. scaled-down version with reduced features
• Different material grade options (e.g., standard vs. premium glass)
• Alternate designs or installation methods at different price points
• Option 1, Option 2, Option 3 for client comparison

How to Create:

1. Open bid record and navigate to Estimate mode
2. Build your first estimate (this becomes "Proposal 1")
3. Click Actions dropdown
4. Select New to create additional proposal
5. Name your proposals descriptively (e.g., "Base Bid", "Value Engineered Option")
6. Build out alternate pricing in the new proposal
7. Mark the proposal you submit as Used

Create separate estimates for different buildings, phases, or project areas within a single bid.

Common Scenarios:

• Multi-building campus projects (Building 8, Building 13, Building 14)
• Phased projects (Phase 1, Phase 2, Phase 3)
• Different project areas (North Wing, South Wing, Common Areas)
• Separate estimates for base building vs. tenant improvements

How to Create:

1. Open bid record and navigate to Estimate mode
2. Build your first building/phase estimate
3. Click Actions dropdown
4. Select New to create next building/phase
5. Name each estimate by building or phase (e.g., "Building 8", "Building 13")
6. Repeat for each building or phase
7. Mark all estimates as Used (they all contribute to total bid)
8. Total bid amount is sum of all "Used" proposals

Control which proposals contribute to your total bid amount and eventual contract.

Status	When to Use
Used	Marks this proposal as the submitted estimate that counts toward total bid amount. For alternate pricing scenarios, only mark the chosen option as "Used". For building-by-building estimates, mark all as "Used" to sum them into total bid.
Not Used	Keeps alternate proposals or rejected options visible for reference but excludes them from total bid amount. Useful for tracking options that were considered but not submitted.

How to Toggle Status:

1. In Estimate mode, click Actions dropdown
2. You'll see list of all proposals with their current Used/Not Used status
3. Click the proposal name to switch between proposals
4. Click Used or Not Used action to toggle status
5. Watch the total bid amount update based on "Used" proposals

Use multiple estimates to track revisions and scope changes throughout the bidding process.

Workflow:

1. Create initial estimate as "Proposal 1 - Original"
2. When scope changes arrive, click Actions → Duplicate
3. Name the duplicate "Proposal 2 - Revision 1"
4. Make changes to the duplicated estimate to reflect new scope
5. Mark the most current version as Used
6. Mark previous versions as Not Used
7. Maintain full revision history for reference and scope tracking

• Internal tracking of labor, materials, and scope types across all projects
• Enables apples-to-apples comparison between projects
• Produces WIP (Work in Progress) reports broken down by cost code
• Helps analyze profitability by specific work type (shop labor vs. field labor, etc.)

• Shop Labor: Fabrication work done in your facility
• Field Labor: Installation work at job site
• Storefront: Storefront system materials and installation
• Curtain Wall: Curtain wall systems
• Railings: Railing systems
• Automatic Doors: Automatic door systems
• Other specialty scopes specific to your business

1. In Estimate mode, add or edit line items
2. For each line, assign appropriate cost code from dropdown
3. Cost codes carry through to Contract when promoted
4. Use cost codes consistently across all projects for accurate reporting

Common Scenarios:

• Budget constraints: Client has a fixed budget of $500,000 and you need to hit that exact number
• Clean numbers: Your estimate is $497,345 but you want to bid a round $500,000
• Competitive positioning: You want to bid slightly below a round number (e.g., $499,000 instead of $500,000)
• Markup optimization: You have costs calculated but want to see what markup percentage achieves your target sell price
• Matching verbal or written pricing commitments made during negotiations

Rounding manipulates your markup percentages proportionally across all line items to reach your target amount.

How It Works:

1. You enter your costs and initial markup percentages (e.g., 45% on all items)
2. System calculates total estimate (e.g., $497,345)
3. You enter target bid amount (e.g., $500,000)
4. Rounding feature calculates required markup adjustment
5. System proportionally increases markup on all line items (e.g., 45% becomes 46.2%)
6. Final estimate total matches your target exactly

1. Build your estimate with all line items and costs
2. Apply your standard markup percentages to each line
3. Note the current total estimate amount
4. Navigate to Estimate mode, click Actions dropdown
5. Look for Rounding or similar feature (exact location may vary)
6. Enter your target bid amount
7. Click Apply or Calculate
8. System adjusts all markup percentages proportionally
9. Switch to Table View to verify adjusted markup percentages
10. Verify total matches your target exactly

Why This Limitation Exists:

• Rounding works by adjusting markup percentages
• To round down, system would need to reduce markup below your entered values
• This could create negative markups or margins below your minimums
• System prevents this to protect your profitability

Workaround for Rounding Down:

1. Manually reduce markup percentages on line items
2. Use Table View for easier bulk markup adjustment
3. Start with lower markup percentages initially, then use Rounding to fine-tune upward
4. Adjust costs if you genuinely can deliver the work for less

Scenario: You need to hit a $500,000 budget exactly

Line Item	Cost	Initial Markup	Initial Sell Price
Shop Labor	$50,000	45%	$72,500
Field Labor	$80,000	45%	$116,000
Materials	$200,000	30%	$260,000
Total	$330,000		$448,500

After Rounding to $500,000:

Line Item	Cost	Adjusted Markup	Final Sell Price
Shop Labor	$50,000	51.5% (↑6.5%)	$75,750
Field Labor	$80,000	51.5% (↑6.5%)	$121,200
Materials	$200,000	34.4% (↑4.4%)	$268,800
Total	$330,000		$500,000 ✓

The bidders list tracks which general contractors you're bidding to for a specific project, with individual contacts and due dates.

1. Open the bid record
2. Navigate to Bidders mode/tab
3. Click + icon to add new bidder
4. Select bidder (GC) from existing clients or create new
5. Add Contact person for this bidder
6. Set Stage (e.g., "Sent", "Awaiting Response")
7. Set Due date for this specific bidder
8. Add Notes if needed
9. Mark one bidder as Primary if awarded

Use the bidders list and stage tracking to maintain records of bid submissions.

1. Open the bid and navigate to Bidders mode
2. For each bidder you send to, update the Stage field
3. Mark as "Sent" or similar stage when submitted
4. The bidders list shows at a glance which GCs received your bid
5. Review before due dates to ensure all intended bidders received submission

Bidders Table View shows all bids organized by general contractor, providing a different perspective than the standard bid-centric view.

1. In Bids module, click Gear icon
2. Select Bidders Table View
3. View is organized by client/GC rather than by individual bid
4. See all bids you've submitted to each GC in one place
5. Sort and filter by bidder, status, or date
6. Useful for relationship management and tracking GC-specific bid history

Create a branded proposal PDF from your estimate line items using the built-in eForm generator.

1. Open the bid record
2. Navigate to Overview mode/tab
3. Scroll to eForms section
4. Click Create Proposal (or similar eForm button)
5. Step 1 - Default Information: Edit header details (company name, contact info, project name, client)
6. Step 2: Configure proposal settings (date, validity period)
7. Step 3 - Terms & Conditions: Edit or use default terms
8. Step 4 - Attachments: Add PDF attachments to append as additional pages
9. Step 5 - Show Options: Toggle which fields display on proposal (see customization below)
10. Click Generate to create the PDF
11. Preview the PDF on the right side of the screen

Control which fields and pricing components appear on your proposal using the Show Options toggles.

Common Display Options (Step 5):

Toggle Option	What It Does
Total	Shows final total amount
Price	Shows sell price for each line item
Tax	Shows tax as separate line
Subtotal	Shows subtotal before tax
Non Billable Price	Shows items marked as non-billable
Product Description	Shows detailed product descriptions
Signature Block	Adds signature line for client acceptance
No Items	Hides all line items, shows only total
No Estimate	Hides estimate data entirely
Optional	Marks proposal as optional/alternate

After generating, send the proposal directly via email or download the PDF.

Option 1: Email Directly from TRUE

1. After generating proposal, click Email button (requires email setup in User Preferences)
2. Email templates can auto-fill subject line and body with project details
3. Email sends from YOUR email account (appears in your Sent folder)
4. Recipient replies go directly to your email

Option 2: Download and Send Externally

1. Click Download to save PDF to computer
2. Email from your regular email client
3. Upload copy to bid record using Files section for documentation

If bidding to multiple GCs with different due dates, generate separate proposals with correct dates for each bidder.

1. Populate Bidders mode with all general contractors
2. Set individual due dates for each bidder
3. In Bidders mode, use batch action: Generate eForms
4. System creates separate proposal for each selected bidder
5. Each proposal shows correct bidder name and due date
6. Download or email each proposal to corresponding GC

• Pre-loaded with all common line items (field labor, shop labor, materials, equipment, etc.)
• Standard markup percentages already configured (typically 45% markup = 30-35% gross margin)
• Ensures you don't forget any cost categories
• Dramatically faster than building each bid from scratch

1. Search for your company's template bid (e.g., "Template" or "RWT Commercial")
2. Open the template bid
3. Click Options → Duplicate (CRITICAL: Always duplicate, never edit the original)
4. System creates a copy with all template line items included
5. Click Edit and enter your project-specific information (client, job name, address)
6. Navigate to Estimate mode and fill in quantities and costs for relevant line items
7. Delete or skip line items that don't apply to this specific project

• Reviewing your own bids: See all pricing components at once without clicking into each line
• Manager review: Supervisors reviewing estimates can quickly verify costs, markups, and margins
• Bulk editing: Easier to adjust multiple markups or contingencies simultaneously
• Transparency: See the hidden markup calculations - a $30/hr cost might show as $70/hr sell price
• Understanding total estimate breakdown before finalizing

1. Navigate to Estimate mode
2. Click Gear icon
3. Select Table View
4. View shows columns for: Quantity, Cost, Markup %, Contingency %, and Total Sell Price

Column	Description
Cost	Your actual cost for materials, labor, or services (what you pay)
Markup %	Percentage added to cost (e.g., 45% markup on cost = profit margin)
Contingency %	Additional percentage for overhead burden, waste, or risk (often higher for labor)
Total/Sell Price	Final price to customer after all markup and contingency applied

• Percentage added ON TOP OF your cost
• Formula: (Sell Price - Cost) ÷ Cost
• Example: $100 cost + 45% markup = $145 sell price
• This is what you typically enter in TRUE's estimate fields

• Percentage of the SELL PRICE that is profit
• Formula: (Sell Price - Cost) ÷ Sell Price
• Example: $145 sell price with $100 cost = 31% gross margin ($45 profit ÷ $145 = 31%)
• This is typically what financial reports and management discussions reference

Markup %	= Gross Margin %
25% markup	= 20% gross margin
33% markup	= 25% gross margin
45% markup	= 31% gross margin
50% markup	= 33% gross margin
100% markup	= 50% gross margin

1. Receive an ITB email from a general contractor
2. Forward the ITB email to your unique TRUE email capture code
3. AI reads the email content and attachments
4. System automatically creates an Opportunity record
5. AI extracts and fills in: project name, client name, bid due date, location, scope description
6. Email attachments (plans, specs) are automatically uploaded to the opportunity
7. Review and verify the AI-populated information before promoting to Bid

• Project name/number: From email subject or body
• Client/GC: Matches against existing clients in your database
• Bid due date: Automatically set from ITB deadline
• Job location: Project site address when available
• Scope: Basic scope description from email
• Attachments like plans, specs, and addendums

1. Open the bid record
2. Navigate to Vendor Quotes or RFIs mode
3. Select the specific vendor quote or RFI record
4. Click New Email or Email Capture
5. System generates a unique email address code
6. Copy this email address to use when forwarding emails

1. Receive vendor quote or RFI response via email
2. Forward the email to the unique Email Capture address
3. System automatically attaches the email to the correct record
4. All email attachments (PDFs, images, etc.) are automatically uploaded as files
5. Click View Emails or View Files to access the captured content

• Saves time vs. manually downloading and uploading files
• Creates permanent record of all vendor communications
• Automatically organizes emails with the correct bid record
• Preserves email thread context and attachments together
• Makes it easy for team members to find vendor correspondence

Vendor Quotes mode helps organize subcontractor and supplier quotes for your bid preparation.

1. Open the bid record and navigate to Vendor Quotes mode
2. Click + to add new vendor quote
3. Select Vendor from existing list or create new
4. Enter Description of what's being quoted
5. Set Stage (e.g., "Sent", "Received")
6. Add Reference ID from vendor's quote number
7. Enter Expires date (when quote is no longer valid)
8. Enter Amount quoted
9. Mark as Used if incorporated in your bid
10. Upload vendor quote files or link via Email Capture

RFIs help you formally request clarifications during bid preparation, with documentation for potential change orders.

1. Open the bid record and navigate to RFIs mode
2. Click + to create new RFI
3. Enter Description of information needed
4. Set Status (Hold, Working, Sent, Received)
5. Set Due date for response
6. Add Contact person responsible
7. Click Create RFI eForm to generate formal PDF
8. RFI eForm includes logo, multiple steps (details, impact, cost impacts)
9. Add signatures, images, and PDF attachments to eForm
10. Email directly from TRUE or send via your own email client

Bid Approval Requirements

Configure whether bids require manager approval before promotion to Contract, with optional dollar limits.

1. Click Gear icon in top navigation
2. Select Company Preferences
3. Navigate to Quotes / Bids / Jobs section
4. Locate bid approval settings
5. Toggle Require Manager Approval on/off
6. Optionally set Approval Amount threshold (e.g., only bids over $100,000 require approval)
7. Save preferences - approval requirement applies to all future bids

Hide Unnecessary Fields

Customize field visibility in Company Preferences to simplify the interface for your workflow.

1. Click Gear icon in top navigation
2. Select Company Preferences
3. Navigate to Miscellaneous or module-specific settings
4. Locate field visibility options for Brand, Division, Facility
5. Toggle fields off to hide them from bid records
6. Save preferences - hidden fields no longer appear in your bids

Add Custom Attributes

Attributes are custom fields specific to commercial construction needs, fully searchable in Advanced Filter.

1. Click Gear icon in top navigation
2. Select Attributes and then Settings
3. Navigate to Bids / Contracts section
4. Click + to add new attribute
5. Enter attribute name (e.g., "Prevailing Wage", "Lead Paint", "Buy American")
6. Choose field type (checkbox, dropdown, text, etc.)
7. Add dropdown options if applicable (e.g., Yes/No, Silver/Gold/Platinum)
8. Save attribute - it now appears in all bid records
9. Use Advanced Filter to search bids by these custom attributes

Permission	Description
Module Access (Bids)	User can access the Bids module in the Contracts workflow
Alert when Bids are Due	Receive an alert notification when any bid is due. Users directly assigned to a bid automatically receive this notification
Alert when Bids are Due for Follow-Up	Receive an alert notification when any bid is due for follow-up. Users directly assigned to a bid automatically receive this notification
Alert when Bids are Created	Receive an alert notification when a new bid is created or upgraded

Permission	Description
Delete Bids	User can delete Bids
Unlock Bids and View Locked Bids	User can unlock Bids and view locked Bids
Delete Estimates & Proposals	User can delete estimates
Delete Estimate Items	User can delete estimate line items
Manager Approval (Bids)	Used by a manager to approve a Bid before it's sent to a Client
Modify ID (Proposals)	User can modify ID records within a selected proposal
View Assigned Only (Bids)	User can view only assigned Bids
Modify Record Access (Bids)	User can modify a users record access in Bids
Modify ID (Bids)	User can modify ID records within the selected bid
Modify ID (Estimates)	User can modify ID records within a selected estimate
Export Line Items (Bids)	User can export estimate line items to Excel
Deny Emailing a Bid eForm without Manager Approval	Deny sending an eForm via email from TRUE if the Bid isn't Manager Approved yet

Required Files:

GDS Estimating WinBidPro supports two versions (v15 and v16). Each version requires three separate files:

Version 15:

• Drag and drop Glass file
• Drag and drop Labor file
• Drag and drop Parts file

Version 16:

• Drag and drop Glass file
• Drag and drop Labor file
• Drag and drop Parts file

Required File:

• Drag and drop XML file

Required File:

File format details not specified in available documentation.

Required Files:

e/PWS requires three separate files:

• Drag and drop Material Release (XML) file
• Drag and drop Estimate Summary (CSV) file
• Drag and drop Installation Guide (PDF) file

Required Files:

CFS requires two separate files:

• Drag and drop Itemized Estimate file
• Drag and drop Labor Worksheet file

Required File:

Create one or more of the following reports from Glazier Studio or PartnerPak, in Excel format (not PDF), then drag and drop into the same named zone to import into TRUE:

• Drag and drop Bid Recap Summary (Excel) file

Required File:

File format details not specified in available documentation.

Required File:

File format details not specified in available documentation.

1. Open your bid record
2. Navigate to Estimate mode
3. Click Gear icon
4. Select Travel Calculator
5. Calculator panel opens with fields for project parameters

Configure default values to streamline travel estimates across all bids. These values pre-fill the calculator but can be adjusted per bid.

1. Click Gear icon in navigation menu
2. Select Company Preferences
3. Navigate to Travel Calculator section
4. Configure default values (see breakdown below)
5. Save your preferences

Travel Pay and Time

Calculate labor costs for time spent traveling to and from the job site.

Key Settings:

• Rate of Pay: Hourly rate paid to workers during travel time (often different from work rate)
• Travel Time: Hours each way from facility to job site
• Number of Workers: Crew size traveling to project
• Days Worked: Total project duration in days
• Calculator computes: (Rate × Hours × Workers × Days) for round-trip travel

Transportation and Mileage

Calculate vehicle costs for transporting crews to the project.

Key Settings:

• Cost Per Mile: Vehicle reimbursement rate (typically IRS standard mileage rate ~$0.67/mile)
• Distance: One-way miles from facility to job site
• Workers Per Vehicle: Crew capacity per vehicle (typically 2-4 workers)
• Number of Workers: Total crew size
• Days Worked: Project duration
• Calculator computes: (Cost/Mile × Distance × 2 trips × Days × Vehicles needed)

Example	Calculation
6 workers, 3 per vehicle	2 vehicles needed for transportation
200 miles one-way, $0.67/mile	$134 per round trip per vehicle = $268/day for 2 vehicles
10 working days	Total transportation: $2,680

Lodging Costs

Calculate hotel costs for multi-day projects requiring overnight stays.

Key Settings:

• Lodging Cost: Average hotel rate per room per night (check local market rates)
• Workers Per Room: Room occupancy (typically 2 workers per room to reduce costs)
• Number of Workers: Total crew size
• Nights: Total nights lodging needed (usually Days - 1 for multi-day projects)
• Calculator computes: (Room Rate × Rooms needed × Nights)

Per Diem (Meal Allowances)

Calculate daily meal allowances for workers staying overnight on projects.

Key Settings:

• Full Day Per Diem: Daily meal allowance (breakfast, lunch, dinner) - typically $50-$75/day
• Half Day Per Diem: Partial day allowance for travel days - typically $25-$40
• Number of Workers: Total crew size
• Days Worked: Full working days on site
• Travel Days: Partial days (first day traveling to site, last day traveling home)
• Calculator computes: (Full Day Rate × Workers × Full Days) + (Half Day Rate × Workers × Travel Days)

Per Diem Type	When to Use
Full Day	Workers staying overnight need 3 meals (breakfast, lunch, dinner)
Half Day	Travel days where workers only need 1-2 meals

Crew Rotation Schedules

For very long projects, calculate costs for rotating crews home periodically instead of keeping them on site continuously.

Key Settings:

• Rotation Hours: Hours worked before crew rotates home (e.g., 60 hours = 1.5 weeks of 10-hour days)
• Hours Per Workday: Standard daily hours (8-10 hours)
• Calculator determines number of rotations needed for project duration
• Additional travel costs calculated for each rotation trip home and back

Example Rotation Scenario:

• 30-day project with 10-hour days = 300 work hours
• Rotation every 80 hours (2 weeks) = 4 rotations
• Each rotation requires round-trip travel costs and travel time
• Fewer lodging days (crew home on weekends) but more transportation costs

Step-by-Step Process:

1. Access Travel Calculator from Estimate mode → Gear icon
2. Enter or verify project-specific values:
   • Distance to job site (miles)
   • Number of workers in crew
   • Project duration (days)
   • Travel time each way (hours)
3. Review calculated costs for each category (travel pay, transportation, lodging, per diem)
4. Click Add to Estimate or similar action
5. Calculator adds line items to your estimate with calculated totals
6. Apply markup to travel costs if passing through to client
7. Adjust individual line items if needed (e.g., if client caps per diem rates)

• Vendor quote follow-up: Assign tasks to chase down pending vendor quotes before bid due date
• RFI tracking: Create tasks to follow up on unanswered RFIs
• Estimating coordination: Assign specific scope breakdowns to different estimators
• Bid review reminders: Create tasks for manager to review bid before submission
• Bid submission reminders: Track which GCs still need to receive your bid
• Document collection: Remind team to gather signed contracts, insurance certificates, or bonds
• Pre-bid meeting coordination or site walk attendance tracking

1. Open the bid record
2. Navigate to Tasks mode
3. Click + to create new task
4. Enter Description (e.g., "Follow up on storefront system vendor quote")
5. Assign to yourself or other users
6. Set Due Date (typically before bid due date)
7. Set Priority if needed (High, Medium, Low)
8. Add notes for additional context
9. Task automatically links to the bid record

When Tasks Trigger Notifications:

• Assignment: User receives Alert when task is assigned to them
• Due Date: Notification sent when due date arrives
• Overdue: Continued reminders for overdue tasks
• Updates or comments added to the task

Where to View Tasks:

• Within Bid: Navigate to Tasks mode in the specific bid record
• Tasks Module: View all tasks across all modules in one centralized location
• Alerts: Click bell icon to see task notifications
• Dashboard widgets can display upcoming or overdue tasks

Here's how tasks help coordinate a multi-person bid with tight deadlines.

Scenario: $2M commercial bid due in 10 days

Task	Assigned To	Due Date
Get storefront quote from ABC Glass	John (Estimator)	3 days before bid due
Get curtain wall quote from XYZ Systems	John (Estimator)	3 days before bid due
Clarify RFI #3 about glazing specs	Sarah (Project Manager)	5 days before bid due
Complete labor hour calculations	Mike (Estimator)	2 days before bid due
Manager review of completed bid	David (Manager)	1 day before bid due
Submit bid to all 4 GCs	John (Estimator)	Bid due date at 2 PM