Tendering

Bundle tasks, send RFQs to suppliers, and compare the quotes that come back.

What it is — getting quotes: group tasks into bundles, send RFQs (requests for quote) to suppliers, log what comes back, and compare.

Bundles

A bundle groups related tasks into the package a supplier quotes on — e.g. “tiling + grout + waterproofing” as one job. On the Bundles tab:

• + New bundle — name it, optionally set a budget + currency.
• Assign tasks from the dropdown on the bundle card, or remove them again; a task can also be assigned to a bundle from its own edit form on Spaces & Tasks.
• Deleting a bundle keeps its tasks — they just become unassigned.

Quote coverage & comparison

Once quotes exist, each bundle card shows a Quote coverage badge — either “Whole bundle quoted” or how many of its tasks are covered (e.g. 2/5) — and a comparison list:

• Whole bundle rows — each supplier who quoted the entire bundle, with their total. One supplier to coordinate.
• Piecemeal row — the cheapest task-scoped quote per task added up, with how many distinct suppliers that à-la-carte route would mean. Cheaper on paper often means more coordination.

The comparison tallies quotes that already exist; deciding which combination to go with is yours (or your AI assistant’s, via the MCP server).

RFQs

RFQs live on the project’s Suppliers & RFQs tab. You need at least one supplier in your supplier CRM first.

Create

+ New RFQ — pick the supplier, optionally a language (e.g. es) and a due date. The RFQ starts as a draft.

Scope

An RFQ covers either the whole project or a single bundle. Set the scope when sending, or later via Edit (which also changes channel, language and due date).

Send

Send opens the send flow:

1. Pick a contact — one of the supplier’s contacts with an email address or WhatsApp number. (No sendable contact? Add one in the Suppliers section first.)
2. Channel — email by default; WhatsApp is offered when the contact has a number, and pre-selected when it’s their preferred channel.
3. Scope — whole project or a bundle.
4. Optional subject (email only) and message — leave the message blank for a default cover note.

Sending by email composes a PDF of the scoped work and emails it; the PDF appears under Documents on the RFQ card (versioned — resending adds a new version) and can be opened any time. The RFQ’s status moves to sent, and you can Resend later.

Track status

Each RFQ carries a status: draft → sent → responded / no response → awarded / rejected. Replies land in the project’s Messages tab automatically; the status dropdown in the RFQ details is yours to keep current — set awarded when you pick a supplier.

Delete

Deleting an RFQ removes the request with its scope, generated documents and every logged quote response (and their line items). Timeline history is kept.

Quote responses

When a supplier answers, log it on the RFQ: Details → + Log a response, with the total, currency and optional notes / breakdown. Logging a response also flips the RFQ to responded. An RFQ can hold several responses (e.g. a revised quote).

Each response can be edited (total, currency, notes) or deleted — deleting removes the response and its parsed line items, but keeps the RFQ.

Line items

When a response has parsed line items (each with its own amount), they show under the response with a checkbox per line. Untick the lines you don’t want — say the supplier bundled in something you’ll do yourself — and RenovAI shows an adjusted total excluding them. The bundle comparison uses this adjusted total, so the exclusions carry through to the packages you compare.