FAQ: Bid Tracking

Bid Tracking is a feature within ConstructionOnline that provides a structured, centralized approach to managing the full subcontractor and vendor bidding lifecycle. From creating Bid Packages and sending invitations to tracking bidder participation and awarding bids, Bid Tracking gives teams real-time insight into bid progress—all within a single platform.

For a full overview of the feature and its key benefits, visit Overview: Bid Tracking.

What is the difference between a Bid Package and a Bid Sheet?

A Bid Package is where a specific scope of work is organized and sent out for pricing. It includes the scope details, any plans or supporting files, the Bid Sheet(s), and the list of Bidders you've invited to bid.

A Bid Sheet lives inside the Bid Package and is the line-item pricing form that Bidders complete to submit their costs, so every submission comes back structured and easy to compare.

An easy way to remember it: Bid Packages organize the request. Bid Sheets organize the response.

Who can be added as a Bidder to a Bid Package?

Bidders are added from your existing ConstructionOnline Contacts. Typically, Bidders are subcontractors and vendors your company works with or is evaluating for a specific scope of work.

Step-by-step instructions for adding Bidders to a Bid Package can be found here.

Do Bidders need a ConstructionOnline account or TeamLink™ login to submit a bid?

No. As long as a Bidder is a Contact in ConstructionOnline and has been added to the Bid Sheet, they can access the bid portal directly via their invitation email. TeamLink Users will also see the invitation appear within their portal, but a TeamLink account is not a requirement for bid submission.

Are Bidders invited to the full Bid Package or to specific Bid Sheets?

Bidders are invited to specific Bid Sheets within a Bid Package. When a Bidder receives an invitation to bid, they can see the full Bid Package details—including the scope and any shared files or plans—but can only view and complete the Bid Sheet(s) they've been specifically invited to bid on.

If a Bid Package contains multiple Bid Sheets — for example, one for electrical and one for plumbing — you can invite different subcontractors to each sheet independently.

How does the bidding invitation process work?

Once Bidders have been added to a Bid Package, invitations to bid can be sent via email directly from ConstructionOnline. The invitation gives Bidders access to the Bid Package details and the Bid Sheet(s) they've been invited to bid on so they can review the scope of work, indicate their intention to bid, and submit their pricing. TeamLink™ Users will also see the invitation appear within their Portal.

If a Bidder needs to be re-invited—for example, if they miss the original invitation or their contact information has changed—you can resend the invitation at any time.

Step-by-step instructions for sending and resending invitations can be found here.

Can a Bidder edit their submission after submitting a bid?

Yes. Bidders can edit their submitted bid at any time before the Bid Package submission deadline. Once the deadline has passed, the bid portal closes and submissions can no longer be modified by the Bidder.

What does the "In Progress" status mean for a Bidder?

The "In Progress" status indicates that a Bidder has started filling out their Bid Sheet and saved it as a draft but has not yet officially submitted. Company Users can see that work is underway, but cannot view the specific bid amounts until the Bidder submits their bid.

What are the different statuses a Bid Package can have?

Each Bid Package automatically reflects one of the following statuses based on the bid submission deadline and bid activity—no manual updates required:

Open — The Bid Package is active and accepting submissions.
Reviewing Bids — The submission deadline has passed and at least one bid has been received.
Awarding Complete — Award decisions have been finalized for the Bid Package.
Deadline Passed — The submission deadline has passed but no bids were received.

For a full breakdown of these Bid Package statuses and what each one means, visit the Bid Tracking Status Guide.

Can a Bid Sheet be created from an Estimate or Change Order?

Yes. In addition to building a Bid Sheet from scratch, ConstructionOnline allows you to create a Bid Sheet directly from an existing Project Estimate or Change Order. This pulls line items from those records directly into the Bid Sheet, eliminating the need to re-enter scope information that's already been captured in the platform.

Step-by-step instructions for creating a Bid Sheet can be found here.

What happens if I add new files to a folder already shared in a Bid Package?

Shared folders update in real time. If you upload new documents to a folder that has already been linked to a Bid Package, invited Bidders will automatically see the most current information when they view the package—no need to resend the invitation or manually refresh the folder.

Can I save a Bid Package as a template for future use?

Yes! If you have a Bid Package structure that you plan to reuse—such as a standard scope of work, Bid Sheet, and preferred Bidder list for a common trade like electrical or HVAC—you can save it as a template. Templates can be created from an existing Bid Package or built from scratch.

🗒️ Note: Some project-specific fields will need to be completed each time a new Bid Package is created from a template. Visit Create a New Bid Package from a Template to learn which fields carry over and which require updates.

For step-by-step instructions, visit:

Can I enter a bid on behalf of a Bidder?

Yes. If a Bidder is unable to submit directly, users with the appropriate Bid Tracking permissions can manually enter a bid on their behalf. This ensures all submissions are captured in one place for accurate comparison and award decisions.

Step-by-step instructions for entering a bid on behalf of a Bidder can be found here.

How do I compare bids once they are submitted?

ConstructionOnline's Compare Bids view allows you to evaluate all submitted bids for a Bid Package side by side. This makes it easier to identify the most competitive pricing and make confident award decisions based on complete, structured data.

Step-by-step instructions for comparing bids can be found here.

Can I award a bid before the submission deadline?

Yes. While awarding bids before the submission deadline is not recommended, ConstructionOnline includes the option to turn off the toggle that prevents early awarding.

Can I award multiple bids within a single Bid Package?

Yes. A Bid Package can contain multiple Bid Sheets, and one award can be made per Bid Sheet. This allows a single Bid Package to result in multiple awards going to different Bidders as needed.

Step-by-step instructions for managing bid awards and decisions can be found here.

Can I automatically notify a Bidder when their bid has been awarded?

Yes. When awarding a bid within ConstructionOnline, you have the option to send an automatic email notification to the awarded Bidder informing them of your decision—keeping communication clear and timely without requiring a separate email.

Can I create a Purchase Order from an awarded bid?

Yes! Once a bid has been awarded, you can continue the workflow by creating a Purchase Order directly from the awarded bid within ConstructionOnline. This maintains continuity from the bidding process through procurement, without the need to re-enter information.

Step-by-step instructions for creating a Purchase Order from an awarded bid can be found here.

HAVE MORE QUESTIONS?

If you need additional assistance, chat with a ConstructionOnline Specialist by clicking the orange Chat icon in the bottom left corner or visit the UDA Support Page for more options.