Submit a Bid in Procore User Guide

Table of Contents

Overview

Overview

General Contractors using Procore can invite subcontractors to bid on their projects. Subcontractors submitting bids in Procore can submit bids through either the Bid Board or Planroom tool. The tools differ slightly in their functionality. Which tool you use is based on your company's account configurations.

Tool Availability

Account Configuration Bid Board Planroom
Paid Procore Account with an Estimating subscription icon-green-checkmark.png icon-x-remove-pfcp.png
Paid Procore Account without an Estimating subscription icon-x-remove-pfcp.png icon-green-checkmark.png
Paid Procore Premium Estimating Experience icon-green-checkmark.png icon-x-remove-pfcp.png
Free Procore Account icon-green-checkmark.png icon-x-remove-pfcp.png
No Procore Account icon-x-remove-pfcp.png icon-green-checkmark.png

Feature Overview

Feature Bid Board
(Paid Procore Account with Estimating Subscription)		 Bid Board
(Paid Procore Premium Estimating Experience)		 Bid Board
(Free Accounts)		 Planroom
(Any or No Account)
Bid Documents
  • Download specific documents from Bid Board
  • Download specific documents from Bid Board
  • Download specific documents from Bid Board
  • Download all documents from email
Portfolio Tool
  • Convert awarded bids to projects in Procore's Portfolio tool
 - - -
Data Retention
  • Maintain historical data of received, submitted, and awarded bids
  • Maintain historical data of received, submitted, and awarded bids
  • Maintain historical data of received, submitted, and awarded bids
 -
Cost Catalog
  • Access to Cost Catalog
  • Create custom Cost Catalog items
  • Access to Cost Catalog
  • Create custom Cost Catalog items

-

 -
Estimating and Take Off
  • Create takeoffs and estimates from bid invitation documents
  • Create takeoffs and estimates from bid invitation documents
  • Create limited takeoffs and estimates from bid invitation documents
 -
Manage Bids
  • Submit bids from your own Procore account
  • Submit bids from your own Procore account
  • Submit bids from your own Procore account
  
Submit Bids
  • Submit bids from your own Procore account
  • Maintain historical data of submitted bids
  • Submit bids from your own Procore account
  • Maintain historical data of submitted bids
  • Submit bids from your own Procore account
  • Maintain historical data of submitted bids
  • Submit bids through the General Contractor's Procore account.

 

View the Bid Board

Objective

To view your company's Bid Board or Portfolio Planning tool.

Background

The Bid Board and Portfolio Planning tools in Procore is where you can easily view and manage all bids your company has been invited to. You can view all bid details and documents, manage your intention to bid, and begin the takeoff and estimating process, all from the same tool.

Things to Consider

Steps

  1. Navigate to the Bid Board or Portfolio Planning tool.
  2. See the information below related to viewing the Bid Board:

View Projects by Stage

Projects are organized by the following statuses, which appear as tabs at the top of the page:
Note: Since project stages can be renamed, you may see different stages in your account (excluding Invitations and Archived). See Edit Project Stages on the Bid Board.

  • Invitations: This lists all bid invitations that have been sent to individuals within the company.
  • To Do: This lists bids that have the status set to To Do.
  • Estimating: This lists all bids that have the status set to Estimating.
  • Bid Submitted: This lists all bids that have been submitted.
  • Accepted: This lists all submitted bids that have been awarded.
  • In Construction: This lists all bids that have the status set to Construction.
  • Complete: This lists all bids that have the status set to Complete.
  • Delayed: This lists all bids that have the status set to Delayed.
  • Lost: This lists all submitted bids that were not accepted.
  • Archived: This lists all bids that have been archived. See Manage Bids from the Bid Board.

Note: A badge icon is shown under each stage to indicate how many project are currently in that stage. You can click on a project stage name to view all projects that are currently in that stage.

View Bids on the Invitations page

Bid invitations are organized by the following:

  • Name: The name of the bid.
  • Project: The name of the project associated with the bid.
  • Company: The name of the company who sent the bid invitation.
  • Due Date: The due date that has been set for the bid.
  • Bid Intent: The current bid intent. 'Undecided' is shown if a response has not been selected. See Respond to a Bid from the Bid Board.

View Project Information

In the table for all tabs other than the Invitations tab, the following information is shown for each bid or project:

  • Name: The name of the bid.
  • Description: The description for a project, if entered.
  • Due Date: The due date that has been set for the bid.
  • Estimator: The name of the individual who has been assigned as the Estimator for the project.
  • Total Sales: The total number of sales.
  • Info: A quick reference summary of the project's sales, tasks, notes, and creation date.
  • Status: The current status of the project. Click the drop-down menu to change the status if needed.

View an Individual Bid

  1. In the Name column, click the name of the bid that you want to view.
  2. All details of the bid are shown on the Overview page.
    Note: If the bid was sent from a company in Procore, you can view the same bid package information that you would normally need to navigate to the relevant company's Planroom tool to view. You can respond to the bid by clicking Will Not Bid or Will Bid in the 'Invitation to Bid' banner at the top of the Overview page. See Respond to a Bid from the Bid Board.
  3. To view bid documents, click the Documents tab.

Note: Information in the 'Project Details' and 'Bid Overview' sections is copied over from the bid package in Procore. However, you can edit information such as the project name in the 'Estimate Details' section if needed.

See Also

Download Bid Documents

Objective

To download drawings or attachments from a project that was created in the Bid Board or Portfolio Planning tool.

Things to Consider

Steps

  1. Navigate to the Bid Board or Portfolio Planning tool and select the project.
    OR
  2. Navigate to the project's Estimating tool.
  3. Click the Documents tab.
  4. Click the vertical ellipsis icon-ellipsis-vertical.png icon next to the folder or document that you want to download.
  5. Click Download.
    The documents automatically download to your computer.

See Also

Add Takeoffs

Objective

To add takeoffs for a project in Procore's Estimating, Bid Board, or Portfolio Planning tool.

Background

A takeoff extracts quantities from a drawing or model and associates with items in your cost catalog to create estimates. Using the Takeoffs tab in Procore's Estimating, Bid Board, or Portfolio Planning tool, you can add and manage a wide variety of takeoffs for different trades. 

Things to Consider

Video

 

Video content may not accurately reflect the current state of the system, and/or it may be out of date.

Steps

  1. Navigate to the Bid Board or Portfolio Planning tool and select the project.
    OR
    Navigate to the project's Estimating tool.
  2. Click the Takeoffs tab.
  3. Select the drawing and revision number.
    clipboard_ee42d9c14c8f12a1ba57a27a662c84fff.png
  4. Click Create New Takeoff Layer.
  5. Enter a material name, or click Browse Catalog to select an item from the material Cost Catalog.
    Note: If you select a material from the catalog, always check to make sure that it matches the client’s specification and unit prices.
  6. Select a Measurement Type.
  7. Select Unit of Measurement, Color, Symbol, and Line Width as necessary for your measurement.
  8. Click Create to initiate 'Drawing Mode'. Then follow the steps below for the relevant takeoff:
    • Count Measurements
      1. Run Auto Count to count similar symbols using Procore advanced symbol recognition feature.
        OR
      2. On the drawing, click each symbol to manually count it in your takeoff.
    • Linear or Count by Distance Takeoffs
      1. On the drawing, point and click the cursor at the starting point of the measurement and repeat it by segment until you reach the endpoint of the linear measurement.
        Note: Add multiple points or segments to accommodate the preferred linear measurement.
        • To delete a segment, press the BACKSPACE or DELETE key on your keyboard. To delete the entire line placement, press the ESC key on your keyboard.
      2. A linear measurement will appear:
        • Double-click to complete the measurement.
          The measured distance value will appear under the takeoff name.
    • Linear with Drop Takeoffs
      1. On the drawing, point and click the cursor at the starting point of the measurement, click the location of each drop point until you reach the end of the
        linear measurement.
        Note: To create automatic labels for Drop length points, select the  vertical ellipsis icon-ellipsis-vertical.png next to the the takeoff layer and move the Automatically Label Drops toggle icon-toggle-on.png ON. Labeling can include a Prefix, Suffix, and Incremental numbering.
      2. Double-click to complete the measurement.
        • To delete a segment, press the BACKSPACE or DELETE key on your keyboard. To delete the entire placement, press the ESC key on your keyboard.
      3. Set the drop length for each drop point.
        • To set a default drop length for all drop points in the takeoff layer, click the vertical ellipsis icon-ellipsis-vertical.png next to the the takeoff layer. Then enter the default drop length.
        • To set a drop length for an individual drop point, double click the drop point on the drawing. Enter the drop length and click Confirm.
    • Area or Volume Takeoffs
      1. Run Auto Area Takeoff to automatically detect areas in a floor plan.
        OR
      2. To manually measure, click the starting point of the area followed by different points to cover the area that you want to measure on the drawing.
        • To delete a point, press the BACKSPACE or DELETE key on your keyboard. Delete multiple points by pressing the BACKSPACE key one point at a time. To delete the entire measured area, press the ESC key on your keyboard.
      3. Double-click to complete the measurement. The selected area will be highlighted by the selected color, and the measured area will appear under the takeoff name.
  9. To end 'Drawing Mode', clear the checkbox for the takeoff layer.
  10. Optional: You can add additional parameters for the takeoff to add more detail for the set on the estimate.
    1. In the list of takeoffs, click the vertical ellipsis icon-ellipsis-vertical.png icon for the takeoff you are working on.
    2. Click Additional Parameters.
      takeoff-additional-parameters.png
    3. Click the toggle icon-toggle-on.png ON for a parameter that you want to add details for.
    4. Enter information as necessary.
    5. Click Close 

See Also

Manage Takeoffs

Objective

To manage takeoffs for a project in the Estimating, Bid Board, or Portfolio Planning tool.

Background

On the takeoff tab, you can manage a wide variety of takeoffs for different trades. To make your work easier and more efficient, you can copy takeoff layers, lock and unlock layers, hide and show layers, move layers, and more.

Things to Consider

  • Required User Permissions for the Bid Board tool.
  • Required User Permissions for the Estimating tool.
  • Required User Permissions for the Portfolio Planning tool.
  • To see steps for all takeoff types, see Add Takeoffs.
  • Deleting a takeoff layer is permanent and cannot be retrieved.
  • Splitting takeoffs by drawing sheet is permanent and cannot be undone.
  • Premium features with the star icon-premium-feature-star.png icon are only available for paid Procore customer accounts.

Steps

  1. Navigate to the Bid Board or Portfolio Planning tool and select the project.
    OR
    Navigate to the project's Estimating tool.
  2. Click the Takeoffs tab.

Copy a Takeoff Layer

  1. Click the vertical ellipsis icon-ellipsis-vertical.pngnext to the takeoff layer you want to copy.
  2. Click Copy.
  3. Select one of the following:
    • Duplicate the Layer Only.
    • Duplicate the Layer with Objects.

Delete a Takeoff Layer

To delete a single takeoff layer, follow these steps:

  1. Click the vertical ellipsis icon-ellipsis-vertical.pngnext to the takeoff layer you want to delete.
  2. Click the Delete icon-delete-trash-android.svg icon.
  3. Click Delete to confirm.

To bulk delete takeoff layers, follow these steps:

  1. Mark the checkboxes for the takeoff layers you want to delete.
  2. Click Actions.
  3. Click Delete.
  4. Click Delete to confirm.

Lock and Unlock Takeoff Layers

When creating takeoff layers, you can lock layers that you have finished or are not using. When locked, you cannot create or edit measurements for the takeoff layer. This allows you to indicate which measurements are complete and prevents accidentally moving measurements in different layers when working on the same drawing. You can unlock layers to make changes at any time.

  1. Hover over the takeoff layer you want to lock or unlock or click the vertical ellipsis icon-ellipsis-vertical.png.
  2. Click the open lock icon-unlock.png icon to lock layer.
    OR 
    Click the closed lock icon-lock.png icon to unlock the layer.

Move Takeoff Layers to a New Group

  1. Mark the checkboxes for the takeoff layers you want to move.
  2. Click Actions.
  3. Click Move To.
  4. Select one of the following:
    • Move to New Group.
      Note: Click on the new group title to rename the group.
    • Move to Existing Group, then select the group.

Show or Hide Takeoff Layers

You can hide or show takeoff layers to isolate the components you want to work on.

  1. Next to the takeoff layer you want to show or hide, take one of the following actions:
    • Click the show icon-eye-show.png icon to change the takeoff layer from shown to hidden. 
    • Click the hidden icon-eye-hide.png icon to change the takeoff layer from hidden to shown.

Note: To hide or show all takeoff layers, click the topmost show icon-eye-show.png  and hidden icon-eye-hide.png icons.

Split Takeoff Layer by Drawing

If a takeoff has counts and measurements from multiple drawings and you want to split the takeoffs by each drawing, follow these steps.

  1. Click the vertical ellipsis icon-ellipsis-vertical.pngnext to the takeoff layer you want to split.
  2. Click Split.
  3. Click Confirm.

 

See Also

Add an Estimate

Objective

To add a new estimate in the Estimating, Bid Board, or Portfolio Planning tools.

Background

After adding takeoffs for the project, you can view project estimates, set labor costs and profit margins, and generate downloadable proposals. You can also manually enter information on an estimate without takeoffs. Each section on the Estimating page displays the appropriate elements of the project’s proposals, such as material quantity and costs, labor and labor costs, inclusions and exclusions, and an overall summary of the proposal. See What fields are in an estimate and how are they calculated?

Things to Consider

  • Required User Permissions for the Bid Board tool.
  • Required User Permissions for the Estimating tool.
  • Required User Permissions for the Portfolio Planning tool.
  • Information from the Takeoff tab automatically populates in the Estimating tab.
  • Any items on the Estimating tab that are highlighted in orange can be edited.
  • Only one user can edit an estimate at a time. If another user at your company is already working on the same estimate, you will see a banner indicating you are in 'read only' mode. However, you can create or edit another estimate for the project, or choose to click 'Kick User Out' if necessary.
  • Premium features with the star icon-premium-feature-star.png icon are only available for paid Procore customer accounts.

Steps

  1. Navigate to the Bid Board or Portfolio Planning tool and select the project.
    OR
    Navigate to the project's Estimating tool.
  2. Click the Estimating tab.
  3. Click Add Estimate. 
  4. If you want to use an existing estimate, click Copy Selected Estimate.
    OR
    If you want to create a completely new estimate, click Create Empty Estimate.
  5. See the sections below for available options:

Adjust Estimate Settings

  1. Click the vertical ellipsis icon-ellipsis-vertical.pngicon.
  2. The following modes are available for project estimates. Click a toggle ON icon-blue-toggle-on-esticom.png  to activate the mode, or OFF icon-toggle-off-esticom.pngto deactivate it. See What are the functions of the Estimating toggle Settings?
    • Flexible table layout
      • Group table columns
      • Dynamic grouping
    • 'Use' Tax Instead of 'Sales Tax'
    • Use "unit labor cost" pricing for labor
    • Individual labor rates
    • Budget code validation
    • Round quantities using the "ea" measurement unit

Add Adjustments

Follow steps to Add Adjustments to an Estimate.

Add Inclusions and Exclusions

Follow steps to Add Inclusions and Exclusions to Estimates

Create a New Group

  1. In the section of the estimate that you want to add a new group to, click Create New Group.
  2. Click into the title field to enter a new name.

Group By Requested Bid Item

Note: This feature is only available for bids sent with bid forms as part of the new Bid Management Enhanced Experience. If you have questions, contact the company that sent you a bid invitation.

  1. Go to the group section in the Estimating tab.
  2. Click Select next to 'Requested Bid Item'.
  3. Choose the Requested Bid Scope Item to group by.
    • If you create a new group, you can drag the requested bid items to the new group.

Add Items

 Tip

The following information is important when creating estimates:

  1. On the right side of the row for a group, click the add icon-plus.png icon.
  2. Mark the checkboxes next to any items you want to include and click Select.
  3. Enter information into each column as necessary:
    Note: The amounts that you enter for these fields will automatically calculate to populate the Total Cost, Sales Price, Total Sales, Profit, and Total Labor columns.
    • Budget Code:
       Tip
      • If you have Procore Project Financials enabled, the budget code selections that are available have been imported from the project budget.
      • If you have the ERP Integrations tool enabled, budget code selections will be available from your connected ERP integration. 
      • Click Select next to the estimate group budget code to assign a budget code to an entire group of cost items or click Select within the individual cost item to assign a budget code by cost item. 
      • Enter or select the budget code from the drop-menu to apply the budget code.
      • Optional: Click Create Budget Code if you need to create a code that is not listed.
        See Assign a Budget Code from an Estimate for more details. 
      • After your budget code has been applied, you can click on any budget code to make changes.
      • Click the 'x' within the budget code for options to remove it.  
    • Quantity: Enter the quantity required of the item.
    • Item Cost: Enter the cost of the item.
    • Waste: If there will be waste for the item, enter the amount as a percentage.
    • Margin/Markup: Click to switch between 'Margin' and 'Markup' Enter a percentage of margin or markup to apply.
    • Labor (Mins / Hrs): Click to switch between 'Mins’ or 'Hrs'. Enter the amount of labor required in hours or minutes.
    • Difficulty: Enter the difficulty level. The higher the difficulty, the more the cost will be multiplied.
    • Tax:  Mark the checkbox if the item should be taxed.

Add Notes to the Estimate

  1. Scroll to 'Notes' and click the arrow to expand the section.
  2. The following sections are available by default to add notes to:
    • Scope of Work
    • Included
    • Excluded
    • Project Notes
  3. Click into a field to add notes as necessary.
  4. The following actions are also available:
Optional: Create a Library of Inclusions and Exclusions
 Tip
To save time on future estimates, you can create a library of Inclusions and Exclusions to choose from. See the steps below.
  1. Click Browse Library.
  2. Click New Inclusions or New Exclusions.
  3. Enter a name and content.
  4. Click Confirm.
    Note: When you add notes in the Additional Notes section, click Browse Library to select the inclusions or exclusions that you want to add to the estimate.
  5. Optional: To make inclusions or exclusions standard on projects"
    1. Click the vertical ellipsis icon-ellipsis-vertical.pngicon.
    2. Next to 'Include in Projects by Default', click the toggle to the ON icon-toggle-on-esticom.png position.

Export a Bill of Materials

  1. Click the vertical ellipsis icon-ellipsis-vertical.pngicon.
  2. Hover over Export Bill of Materials.
  3. Select one of the the following options for your export:
    • Export Bill of Materials as Flat List to Excel
    • Export Bill of Materials as List Grouped by Plan to Excel

Import a Bill of Materials

 Tip
This option can be used to import external bill of materials information from a previous source into a new project. 
  1. Click the vertical ellipsis icon-ellipsis-vertical.png icon and select Download Bill of Materials Import Template.
  2. Enter material information on the template and save the file.  
    Note: Quantity (Qty), Unit of Measurement (UOM), and Item Cost are required.
  3. Click the vertical ellipsis icon-ellipsis-vertical.png icon again.
  4. Hover over Import Bill of Materials and select Import Bill of Materials From Excel Template.
    Your new items will now appear as a new group with the date imported.  
  5. Optional: Click within the title of the new group to rename it.

Bulk Update a Bill of Materials

  1. Click the vertical ellipsis icon-ellipsis-vertical.png  icon.
  2. Hover over Export Bill of Materials.
  3. Select one of the the following options for your export:
    • Export Bill of Materials as Flat List to Excel
    • Export Bill of Materials as List Grouped by Plan to Excel
  4. Update the 'Item Cost' column and save file.
  5. Click the vertical ellipsis icon-ellipsis-vertical.png icon again.
  6. Hover over Import Bill of Materials and select Update Bill of Materials Pricing from Excel File. 

Confirm Summary items

  1. Click the expand icon-expand-materials-esticom.png icon to view the Summary section.
  2. Review a summary of your Labor and Materials, Profit, Additional Adjustments, Taxes, and 'Other' adjustments.
    Note: The 'Global Labor Cost' amount applies to the rest of the estimate. However, you can still make individual adjustments to items if needed.
  3. Adjust editable percentages as needed.
     

See Also

 

Generate a Proposal

Objective

To create a proposal from an estimate.

Background

After you have finished your takeoffs and estimate, you can use the information in your estimate to create a proposal. You can decide what estimate information to include in the proposal as well as the level of granularity. You can include cover pages that have been added in your company's Admin settings, as well as customer information if the proposal is for a third party. Lastly, you can use the proposal builder to update the look and feel of your proposal.

Things to Consider

Steps

 Note
Review the Project Estimate, Additional Notes, and Summary sections before generating a proposal. If there is a need for adjustments, you can update the pricing and costs by changing the appropriate value.
  1. Navigate to the Bid Board or Portfolio Planning tool and select the project.
    OR
    Navigate to the project's Estimating tool.
  2. Click the Estimating tab.
  3. Select the relevant estimate from the drop-down menu on the bottom of the page.
  4. After thoroughly reviewing the estimate, click Show Proposal Sheet or click the Proposal tab.
    A preview of the proposal will be generated. This is where you can add or exclude values by selecting the preferred options. 
  5. Select what information you want to include in the relevant section of the proposal by turning  togglesicon-blue-toggle-on-esticom.png ON or icon-toggle-off-esticom.png OFF. 
    • Quick Simplification
      • Groups Only
      • Lump Sum
    • Materials Details
      • Quantity
      • Assembly Items
      • Item Total Cost
      • Combined Unit Cost
      • Group Subtotals
      • Manufacturer
      • Catalog Number
      • Description
    • Summary Details
      • Labor and Materials
      • Taxes
      • Profit
      • Accepted By
      • Date
      • Include Additional Alternates
      • Include Items from Alternates
      • Include Alternates in Estimate Total
      • Include Approved Change Orders
      • Include Items from Change Orders
    • Round Proposal Total
    • Price / sq ft
      • Cost Items
      • Group Subtotals
      • Summary
      • Estimate Total
  6. Optional: Click the Proposal Builder toggle icon-blue-toggle-on-esticom.pngON to edit information directly in the proposal.
  7. Optional: Under 'Cover and Appendix Pages', select the relevant pages.
    Note: You can preview the cover page or appendix page by clicking the open in new tab icon-open-in-new-tab.png icon.
  8. Optional: If sharing with a third party, you can add the customer's information to the proposal. 
    1. Under 'Customer Information,' click Add Customer and choose from the following options:
      • Select existing company.
        1. Select the company from the list your company's Directory, then click Select.
          Notes:
          • Once selected, the customer's name will appear on your proposal.
          • If a bid contacts are designated in your company's Directory, the bid contact and the company's addressing information are automatically added.
          • You can change which bid contact you want to address the proposal to by clicking the vertical ellipsis icon-ellipsis-vertical.png.
      • Create a new company.
        1. Click Create New Customer.
        2. Enter the company information.
        3. Click Create.
    2. If a bid contact is not automatically added, click Add Contact and choose from the following options:
      • Select an existing contact.
        1. Select the contact fro your company's Directory and click Select.
          ​​​​​​​Note: After a bid contact is added, the company's addressing information will populate.
      • Create a new contact.
        1. Click Create New Contact.
        2. Enter the contact information.
        3. Click Create.

See Also

Edit a Proposal

Objective

To add information or edit the look and feel of a proposal using the Proposal Builder.

Background

After you have finished your takeoffs and estimate, you can use the information in your estimate to create a proposal. You can decide what estimate information to include in the proposal as well as the level of granularity. By default, your proposal will be generated by the Procore default template. You can turn on the Proposal Builder to apply a custom proposal template, edit the look and feel for your proposal, or add information that is not already included from your estimate.

Things to Consider

  • Required User Permissions for the Bid Board tool.
  • Required User Permissions for the Estimating tool.
  • Required User Permissions for the Portfolio Planning tool.
  • The toggle for the proposal builder needs to be turned toggle ON icon-blue-toggle-on-esticom.png  to see and use custom proposal templates.
  • To get an export of your customized proposal, you will need to export with proposal builder toggle ON icon-blue-toggle-on-esticom.png.
  • If you make changes to the toggles while the proposal builder is on, you need to click Refresh to see those changes reflected in the proposal.
  • Red bordered elements show user changes in proposal data. Click the Refresh button to revert all user changes.
  • Images cannot be inserted.
  • For consistency, you can Create and Edit Proposal Templates.

Steps

  1. Navigate to the Bid Board or Portfolio Planning tool and select the project.
    OR
    Navigate to the project's Estimating tool.
  2. Click the Proposal tab.
  3. Under 'Detail Settings', click the toggle icon-blue-toggle-on-esticom.pngON or icon-toggle-off-esticom.png OFF to select what information you want to include in the proposal.
  4. Click the Proposal Builder toggleicon-blue-toggle-on-esticom.png ON  to edit information directly in the proposal.
    The Proposal Builder works like other document drafting software.
    clipboard_e08f546858a734419176e4e790880a2cf.png
    • Style and Formatting
      1. Highlight words or move your cursor to where you want to make changes.
      2. Use the first two toolbars to change font size and formatting, or add tables or images.
    • Add Company, Project, Customer, or Estimate Information
       Tip

      You can dynamically pull in information that already exists in your Estimate or other places in Procore like your Directory, or Company and Project settings.

      These options are organized by where you would most likely include the information, in the Header, Content, or Summary sections. However, you can insert this information anywhere in your proposal.

      1. Move the cursor to the location where you want to show the information.
      2. Select Header, Content, or Summary and select the information you want to display.
        Note: Placeholder boxes appear if the fields are empty in your settings. You can either type the information in directly to the proposal, or update your settings information so it displays dynamically. If left blank, the fields are hidden from the final proposal.
    • Add Custom Text
      • Move your cursor to the desired location and type the information you want to include.

See Also

Submit a Bid Proposal

Limited Release
Free Procore accounts are currently only available in the United States and Canada.

Objective

To submit a bid for a project from the Bid Board or Portfolio Planning.

Things to Consider

Video

 

 

  

Steps

  1. Navigate to the company's Bid Board or Portfolio Planning tool.
  2. Select the project.
  3. If you did not yet create an estimate or need to review it, click the Estimate tab. See Add an Estimate.
  4. When you are ready to review your bid, click the Bid tab.
    Note: You can also click Show Bid from the Estimating tab.
  5. Adjust the settings under 'Bid Details Settings' as necessary.
  6. Click the top vertical ellipsisicon-ellipsis-vertical.pngicon to access additional settings.
  7. When you are ready to submit your bid, click Submit Bid.
  8. Optional: Click the Overview tab, click the Estimate Pricing field and select Locked to prevent any changes to the proposal.

See Also

Add a Bid Board Project to the Portfolio tool (Paid Accounts Only)

Objective

To add a Bid Board or Portfolio Planning project to the Portfolio tool in Procore.

Background

While you can perform essential tasks (such as adding takeoffs and estimates) on a new project created from the Bid Board or Portfolio Planning tool, you will need to add the project to the Portfolio tool in order to take advantage of all tools that you have access to in Procore.

Things to Consider

Steps

From the Project

  1. Navigate to the Bid Board or Portfolio Planning tool.
  2. Locate the project that you want to add to the Portfolio tool.
  3. Click the project name to open it.
  4. Click the vertical ellipsis icon-ellipsis-vertical.pngicon at the top of the page.
  5. Click Add to Portfolio.
  6. If you would like to apply a project template to the project, click the Project Template menu and select the project you want to use as a template.
  7. Click Add to Portfolio.
    The project is automatically added to the Portfolio tool, where it can be accessed by project users.

From the Bid Board or Portfolio Planning List

  1. Navigate to the Bid Board or Portfolio Planning tool.
  2. Locate the project that you want to add to the Portfolio tool.
  3. Scroll right until you see the end of the row.
  4. Click the vertical ellipsis icon-ellipsis-vertical.pngicon.
  5. Click Add to Portfolio.
  6. If you would like to apply a project template to the project, click the Project Template menu and select the project you want to use as a template.
  7. Click Add to Portfolio.
    The project is automatically added to the Portfolio tool, where it can be accessed by project users.

See Also

Download Bid Documents

You can also download the documents from the company's Planroom tool in Procore. 

  1. From the Invitation to Bid email, click View in Procore to log in and view the bid form. 
    Note: If this is the first time you've received an invitation to bid on a project using Procore, you'll be prompted to create a password for your account. Your email address will be used to log in. 
  2. If you're not automatically redirected, navigate to the company's Planroom tool. 
    Note: The Planroom tool manages the bidding submissions and bid organization for the company to which you are submitting a bid.
  3. Click on the bid package you would like to download the bid documents from.
  4. Click the Documents tab. 
  5. Optional: Search for specific documents you want to download that are attached to a bid package, such as documents, drawings, and specifications.  
  6. Click the download icon-download-cloud.png icon next to the document.

Submit Intention to Bid

  1. From the Invitation to Bid email, click View in Procore to log in and view the bid form. 
    Note: If this is the first time you've received an invitation to bid on a project using Procore, you'll be prompted to create a password for your account. Your email address will be used to log in. 
  2. If prompted, sign the non-disclosure agreement. See Sign a NDA for a Bid Package.
  3. If you're not automatically redirected, navigate to the company's Planroom tool.
    Note: The Planroom tool manages the bidding submissions and bid organization for the company to which you are submitting a bid.
  4. Click on the bid package.
  5. In the banner, click Will Bid or Will Not Bid. 

Submit a Bid

See the 'Invitation to Bid' Email Overview section for more information on viewing and submitting your bid from the 'Invitation to Bid' email. 

  1. From the Invitation to Bid email, click View in Procore to log in and view the bid form. 
    Note: If this is the first time you've received an invitation to bid on a project using Procore, you'll be prompted to create a password for your account. Your email address will be used to log in. 
  2. If you're not automatically redirected, navigate to the company's Planroom tool. See Planroom for more information.
    Note: The Planroom tool manages the bidding submissions and bid organization for the company to which you are submitting a bid.
  3. Click on a bid package to see the bid form, project, and bid information. 
  4. In the banner on the bid form, select whether you intend to bid or not.  
  5. Click Submit a Bid and fill out your bid information: 
    • Bid form: Add an amount next to each line item in your bid. The 'Total' field automatically calculates the total of all amounts that you enter. 
      • If the company who invited you to bid has updated their Procore account to the new Bid Management Enhanced Experience:
        1. Line items that you have been invited to bid on will show in the Base Bid and Alternates sections.
        2. Enter an amount for each line item in the Amount column.
      • If the company is using the older bid management experience, you'll see a Scopes of Work section:
        1. Click Add Scope of Work and select a cost code from the drop-down menu. 
        2. In the Amount column, enter an amount. 
        3. Add additional scope of work as needed. 
    • Inclusions: Enter any inclusions that may not be clearly stated in the related contract documents.
    • Exclusions: Enter any exclusions that may not be clearly stated in the related contract documents.
    • Comments: Add any comments you would like to send the company.
    • Attachments: Add any relevant attachments to your bid form.
  6. Click Save for Later if you want to revisit your bid form at another time.
  7. When you are ready to submit your bid, click Submit.
     Note

    You can also submit a bid by replying to the bid invitation email with one or more files attached to your email. After you send your bid submission, the bid solicitor will see that you submitted a bid and can review any files that were attached to your email.

    The following file types are accepted: .pdf., doc, .docx, .xls, .xlsx, .zip, .ods, .odt, .fods, .fodt, and .txt.

Update a Submitted Bid

  1. Navigate to the company's Planroom tool.
  2. Click on the bid package you want to update a bid for.
  3. Click Edit Bid.
  4. Modify any of the following information:
    • Cost Code: In the field under Amount, indicate the amount you would like to bid for. The 'Total: $' field is automatically calculated.
    • Inclusions: Disclose any inclusions that may not be clearly stated in the related contract documents.
    • Exclusions: Disclose any exclusions that may not be clearly stated in the related contract documents.
    • Comments: Add any comments you would like to send the company.
    • Attachments: Add any relevant attachments to your bid form.
  5. Click Update Submission when your bid form is finalized.