Tenders

Tenders lists the procurement packages other organisations have invited your organisation to price, across every project and client. From each package you accept or decline the tender invitation, download the client's documents, message the client and submit your price.

In the organisation sidebar, under Commercial, select Tenders.

Tenders shows the invitations of the organisation you're working in. If you belong to more than one, switch to the right one first. Learn more about organisations and projects.

Each row is one package your organisation has been invited to:

• Tender: the package title and number, marked Overdue once the due date has passed.
• Project: the project's name and code.
• Invited By: the client organisation.
• Invited: when the invitation arrived.
• Due Date: the day the tender closes, in the project's time zone. In the last 7 days it counts down instead, for example Due in 3 days.
• Status: Invited, Accepted, Declined or Submitted.
• Submission: the total and date of your latest submitted version, or No submission. Drafts don't appear here.

Search by tender, project or organisation with the search box, and filter by status with the funnel icon. Select a row to open the package.

A package opens on four summary cards (Project, Invited By, Due Date and Your Submission) above four tabs:

• Overview: the package details, the tender's open date, due date and contact person, the tender instructions, the project description and your status.
• Tender Package: the client's files, on three tabs of their own: Linked Documents, Uploaded Files and Addenda.
• Submission: where you price and submit.
• Communication: your messages with the client.

The Due Date card and the Overview give the closing time with its time zone, for example "Fri, 15 Sep 2026, 4:00 pm AWST".

• To download one file, select the download icon on its row. The eye icon previews it.
• To download everything as one zip file, select Download All.

Each addendum shows its number, title, items and the date it was issued. Teralo emails your organisation when the client issues an addendum.

1. Open the package and select Respond to Invitation.
2. Select Accept or Decline.
3. Optionally, enter a Message. The client sees it.
4. Select Accept Invitation or Decline Invitation.

Teralo emails the client when you decline. Until you submit, you can change your answer with Change Status. A price can be saved or submitted only once the invitation is accepted.

There are two ways to price a package:

• As a lump sum: a total, with your own quote document or notes. This is the default.
• Against the schedule of values: line by line, where the client's package has a schedule.

On the Submission tab, the Quote / Lump Sum button switches between them.

1. On the Submission tab, enter the Quote total.
2. Enter any Submission Notes.
3. Select Save Draft.
4. Under Submission Attachments, add your quote document.
5. Select Submit Tender.

A lump sum needs a total above zero and either notes or an attachment. Attachments can be added only once a draft is saved.

1. On the Submission tab, select Quote / Lump Sum to switch to the schedule.
2. For each line, choose an Input Method, then select the Your Input cell and enter the answer:
   • Include/Exclude: Include, Exclude or N/A.
   • Quantity & Rate: a quantity, unit and rate. This is the default.
   • Single Amount: one amount for the line.
   • Note Only: a note instead of a price.
3. Optionally, select the notes icon on a line to add notes and attachments to it.
4. Select Save Draft, then Submit Tender.

To set the same input method on many lines, tick them, choose the method beside Apply:, then select Apply. Export downloads the schedule as a spreadsheet, and Import reads a completed one back in (.xlsx, .xls or .csv, matched by item number).

Submitting doesn't ask for confirmation, and doesn't email you or the client. To discard a draft, select Delete Draft.

Each submission is kept as a version, and the client sees the latest one.

1. On the Submission tab, select Create Tender Revision.
2. Price the revision. The form starts empty.
3. Select Submit Revision.

Submission History lists every version with its total, date and attachments. Download PDF downloads the current draft or the latest submission.

When the client publishes a revised schedule that changes a line's quantity or description, they can ask for it to be re-priced. The line then shows Re-price requested, and Teralo emails your organisation. Submit a revision with the line re-priced to clear it.

Teralo records the schedule each line was priced against when you submit. The client's comparison shows where the schedule has changed since.

1. On the Communication tab, select New Message.
2. Enter a Subject and a Message.
3. Select Send Message.

To answer a message, select Reply beneath it. Communication opens once you accept the invitation, and stays open after the package closes.

The client sets each package's deadline to one of two policies:

• Accept late submissions, the default: you can submit after the deadline. A notice says the submission will be recorded as received after the close, and the client sees how many days late it arrived.
• Close strictly at the deadline: after the deadline, you can't submit, accept or decline unless the client extends the due date or allows your organisation a late submission.

A package stops accepting submissions once it is awarded or closed, or its contract is executed. Downloads and Communication still work.

When the client seals a package's tender box, they can't see your price, documents or line items until the deadline has passed and they open the box. They can still see that you have responded.

Teralo doesn't email the result. When the package is awarded, it shows Awarded and stops accepting responses, without saying who won.

A client can invite a firm that isn't on Teralo by email. The email's link opens a page where the firm can:

• read the package details, scope documents, schedule of values and addenda;
• accept or decline the invitation;
• submit one tender, as a quote total or priced against the schedule. It can't be changed after it is submitted.

There is no messaging on this page. The link works for 30 days, and an expired link offers Request new link. Once the package is awarded, the page shows Your tender has been awarded! or Awarded to another tenderer.

If the firm creates a Teralo account with the invited email address while the link still works, the invitation and its submission move into the new organisation's Tenders. Signed in with that address, the firm can also select Claim invitation on the page.

Tenders has no settings. The deadline, the late submission policy, the tender box, the schedule and the addenda are all set by the client in Procurement.

Each person chooses which procurement emails they receive under Settings, then Account, then Preferences. Learn more about notification settings.

One organisation permission, Can view and respond to organisation tenders, covers everything in Tenders: seeing the invitations, accepting and declining, pricing and submitting, messaging and downloading. There is no view-only version.

Administrators hold it automatically. Anyone who manages your organisation's permission templates can grant it; a client never can. Learn more about how permissions work.