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Sending a Bid

When your bid is ready, send it to the client as a PDF proposal, track their response, and turn a won bid into a project.

Winning the job: record who accepted the sent bid and it locks; Convert to Project then creates the project with the contract value, site, and a phase for every bid line.

The Send Bid dialog opened from a draft bid, which sends the bid as a PDF attachment

Send the bid

Section titled “Send the bid”

  1. Review the bid. Open the bid and check the line items, rates, and terms.

  2. Open the send dialog. Click Send Bid.

  3. Compose the email. Choose an Email Template if you have one, set the To recipient (use Add Cc or Add Bcc as needed), and edit the Subject and Message. The bid PDF attaches automatically.

  4. Send. Click Preview to check the email, then click Send Bid.

Turn on Request e-signature in the dialog to include a secure Review & Sign link in the email; the customer’s signature accepts the bid automatically.

The bid moves to Sent status.

Track bid status

Section titled “Track bid status”

A bid has five statuses:

  • Draft – still being prepared.
  • Sent – delivered to the client.
  • Accepted – the client agreed.
  • Rejected – the client declined.
  • Expired – past the Valid Until date with no decision.

When a client responds, click Mark Accepted, enter who accepted it, and confirm with Accept Bid – the accepted bid locks for editing. If they decline, click Mark Rejected. You can see every bid’s status at a glance on the Bids list.

Convert a won bid to a project

Section titled “Convert a won bid to a project”

Once a bid is Accepted, turn it into a project.

  1. Start the conversion. Open the accepted bid and click Convert to Project.

  2. Name it and choose a strategy. The Project name carries over from the bid. Pick a Conversion Strategy:

    • Phases from lines – each bid line item becomes a project phase.
    • One phase, tasks from line items – each bid line item becomes a project task.
    • Template – apply a predefined project template and map line items to its phases.
    • Start blank – no phases or tasks; start from scratch.

    The Preview shows what will be created. Optionally set a start date and an expected end date.

  3. Convert. Click Convert to Project.

The new project links back to the original bid, and its line items can seed the schedule of values for pay applications.