Create New Tender Grid

Buildtools Tendering allows for RFT’s (Request For Tender) to be created and lodged with ease by utilising document templates, automated distribution rules & tender management. Responses are captured in real-time to the Tender Dashboard where you can advise your sub-contractors of their successful/unsuccessful tender.

1. Create New Tender Request

To create a Tender Package, login to your Buildtools Cloud account and select your desired project. From the main menu, select “Tenders”, then select “Tender Grid”.

2. Add Documents to your Tender

2a. Document Register

Click on the “Documents” icon to open the “Document Register”.

You can search or filter by using any of the displayed fields. I.e. Here we have entered “A100” in the “Drawing No.” field which will only show document numbers that contain “A100”.

You can change how many documents are displayed on each page by changing the “Items Per Page” option. Here I have selected a maximum number of documents per page of 1,000.

You can individually select the documents you want to include by clicking on the relative checkbox. Alternatively, you can click on “All | None” to select or deselect all documents on that page. There is no maximum attachment size limit for emails in Buildtools.

Once you are happy with the documents selected, click on “Attach” to include in your tender packages.

2b. Buildtools Drive

Click on the “Buildtools Drive” to open your Buildtools Drive folder.

You can navigate the Buildtools Drive by clicking on the relevant folder. Here we will click on the “Documents” folder to view files contained here.

You can individually select the documents you want to include by clicking on the relative checkbox. Alternatively, you can click on “All Files” from the drop down list to select or deselect all documents on that page. You can also attach all files within a folder by selecting the checkbox next to the folder and clicking “Attach”. There is no maximum attachment size limit for emails in Buildtools.

Once you are happy with the documents selected, click on “Attach” to include in your tender packages.

3. Add Trade Groups to your Tender

Click on the “Trades” icon to open the Trades user group.


Here it will show all trade groups relative to this project. You can view all trade groups for your company or for a previous project by selecting from the “job” drop down list.


You can individually select the trades you want to include by clicking on the relative checkbox. Alternatively, you can click on “All | None” to select or deselect all trade groups on that page.

Click on “Select” to include them in the tender grid.

The number above each trade tells you how many of your contacts belong to that trade. By clicking on this number, it will display a list of those contacts and the ability to add other contacts to the trade/tender package.

4. Prepare your Tender Grid

The tender grid is a simple way of assigning the relevant documents to each trades’ tender package. Below you can see an example of individually assigning two documents to the roofing tender package.

You can also assign a document group to a tender package by clicking on the document discipline row under the relevant trade. Here we have assigned all “Electrical” documents to the “Electrical” trade.

The final function allows you to assign one document to all trades, all documents to one trade or all documents to all trades. Below we have assigned document “E-403-1 – Rev: C” to all trades.

4a. Apply Doc Matrix Rules

There is an alternative way to automate the trade group / document assignments. If your document matrix has been setup with distribution rules, you can easily click on the “Apply Doc Matrix Rules” button to auto-populate the tender grid.


A green tick will be applied where the document / trade group combination meets the document matrix rules conditions.

Note: The “Apply Doc Matrix Rules” will only work on documents in the “Document Register”. Any documents added via the Buildtools Drive will need to be assigned to the trade groups manually.

5. Create your Tender Packages

Once you have assigned all relevant documents to each trade, click on the “Create Tender” icon to prepare your tender packages.

Click on the trade name to expand the package or alternatively, click on “Expand All” to expand all tender packages.

There are a few options you can modify:

The subject line will default but can be modified here.

The Tender Closing Date will default based on the project register configuration. You can override this date and clicking “Copy to all Tenders” will update all tender packages with your new tender closing date.

You can remove a listed contact by clicking on the relative “x”, to add more contacts you can click on “Add More Recipients”.

You can remove a document by clicking on the relative “x”, to add more documents you can click on “Add More Documents”.

Documents will be grouped based on the document source i.e. Document Register and Buildtools Drive.

This is where you can enter the body of your email to be included as part of your tender request. If you have setup custom templates, you can view and select these by clicking on “View Custom Templates for Description”.

Select the appropriate template and click “Add”.

Once you’re happy with the content, you can click “Save as draft” to save as a draft or “Send Privately” to distribute this tender package. The Send Privately function means that your sub-contractors will not see the other sub-contractors who have been invited to tender.

6. Tender Package Email

Buildtools will automatically send a formatted email with your tender package to your sub-contractors. This includes an attached pdf of the document register, project details, file download link, intention to quote yes/no and a link to upload their quotation.

Updated on June 11, 2019

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