📝 Bid Requests
Understanding Bid Requests
Bid Requests represent opportunities to submit proposals for potential projects. They track the sales process from initial opportunity through to project creation.
Accessing Bid Requests
Navigate to Sales → Bid Requests from the left sidebar
List of bid requests is displayed
Bid Request List View
The list shows bid requests with:
- Bid request number/ID
- Client/Account name
- Bid title/description
- Status (New, Submitted, Won, Lost, etc.)
- Submission date
- Value/Amount
- Probability
Filtering Bid Requests
Filter by:
- Status: All, New, In Progress, Won, Lost
- Account: Filter by client
- Date Range: Filter by submission or due date
- Search: Search by bid number, title, or account
➕ Creating Bid Requests
Step-by-Step Creation
Step 1: Open Create Form
Click "CREATE BID REQUEST" button in the Bid Requests page
Step 2: Enter Basic Information
Fill in required fields:
- Bid Title: Descriptive name for the bid
- Account: Select or create client account
- Bid Number: Reference number (may be auto-generated)
Step 3: Set Dates
Enter:
- Submission Date: When bid is due
- Expected Start Date: If won, when work would begin
Step 4: Enter Details
Add:
- Description: Detailed bid information
- Value: Estimated contract value
- Probability: Likelihood of winning (percentage)
- Requirements: Client requirements and scope
Step 5: Assign Team
Select team responsible for preparing the bid
Step 6: Submit
Click "Create" to save the bid request
Bid Request Fields
| Field | Required | Description |
|---|---|---|
| Bid Title | ✅ Yes | Name/description of the bid opportunity |
| Account | ✅ Yes | Client account this bid is for |
| Bid Number | ❌ No | Reference number (may auto-generate) |
| Submission Date | ✅ Yes | When the bid is due |
| Value | ❌ No | Estimated contract value |
| Probability | ❌ No | Win probability percentage |
| Description | ❌ No | Detailed bid information |
| Team | ✅ Yes | Team responsible for bid |
📋 Bid Request Details
Viewing Bid Details
Click on a bid request from the list
Bid details page opens
Bid Details Sections
General Information
Shows all basic bid information:
- Bid number and title
- Account information
- Status
- Dates
- Value and probability
- Description
Status Management
Update bid status as it progresses:
Find Status field or dropdown
Select new status:
- New: Just created
- In Progress: Being prepared
- Submitted: Bid has been submitted
- Won: Bid was successful
- Lost: Bid was unsuccessful
- Cancelled: Bid opportunity cancelled
Save changes
Converting to Project
When a bid is won, convert it to a project:
Set bid status to "Won"
Click "Create Project" or "Convert to Project" button
Project creation form opens with bid information pre-filled
Review and adjust project details
Create the project
Editing Bid Requests
Open bid details
Click "Edit" button
Modify fields as needed
Save changes
Deleting Bid Requests
Open bid details
Click "Delete" from actions menu
Confirm deletion
🛒 Purchase Orders
Understanding Purchase Orders
Purchase Orders (POs) represent approved work authorizations from clients. They are often created from won bids and used to create projects.
Accessing Purchase Orders
Navigate to Sales → Purchase Orders
List of purchase orders is displayed
Purchase Order List
The list shows:
- PO number
- Client/Account name
- Related project (if created)
- Status
- PO date
- Value/Amount
- Service lines
Filtering Purchase Orders
Filter by:
- Status: All, Active, Completed, Cancelled
- Account: Filter by client
- Date Range: Filter by PO date
- Search: Search by PO number or account
➕ Creating Purchase Orders
Step-by-Step Creation
Step 1: Open Create Form
Click "CREATE PURCHASE ORDER" button
Step 2: Enter Basic Information
Fill in:
- PO Number: Purchase order number from client
- Account: Client account
- PO Date: Date of purchase order
Step 3: Set Dates
Enter:
- Estimated Start Date: When work should begin
- Estimated Completion Date: When work should be completed
Step 4: Add Service Lines
Add service line estimates:
- Click "Add Service Line"
- Select service line type
- Enter estimated hours
- Add team member estimates if needed
- Repeat for each service line
Step 5: Enter Amount
Enter total PO value/amount
Step 6: Add Description
Add any additional notes or requirements
Step 7: Submit
Click "Create" to save
Creating PO from Bid Request
Open won bid request
Click "Create Purchase Order"
PO form opens with bid information pre-filled
Complete PO details
Create PO
📋 Purchase Order Details
Viewing PO Details
Click on a purchase order from the list
PO details page opens
PO Details Sections
General Information
Shows:
- PO number
- Account information
- PO date
- Estimated dates
- Total value
- Service lines breakdown
Service Lines
Detailed view of service line estimates:
- Service line type
- Estimated hours
- Team member allocations
- Cost breakdown
Creating Project from PO
Open PO details
Click "Create Project" button
Project creation form opens with PO information pre-filled:
- Account
- Dates
- Service line estimates
- Team assignments
Complete remaining project fields
Create project
💡 Tip: Creating projects from POs ensures all billing and estimate information is correctly transferred.
Editing Purchase Orders
Open PO details
Click "Edit" button
Modify fields as needed
Save changes
⚠️ Note: If a project has been created from the PO, some fields may be locked to maintain data integrity.
PO Status Management
Update PO status:
- Active: PO is active and work can begin
- In Progress: Work has started
- Completed: All work is complete
- Cancelled: PO has been cancelled