Tenders & Contracts

The final stage of the CRM workflow involves submitting tenders, converting approved quotes to formal contracts, and linking contracts to execution jobs. This page covers the end-to-end process from quote approval to contract creation.

End-to-End: Tender to Bid 0:46

How to Respond to an RFP 0:37

How to Manage Tenders 0:19

Tenders listing page showing tender submissions with status, dates, and associated quotes — Tenders listing page displaying all tender submissions and their current status

Tender to Contract Workflow

How to Compare Tender Rates 0:37

Tender workflow: Quote Approved to Submit to Tender, Customer PDF, Customer Decision (Win/Lose), Create Contract, then automatic conversions (Prospect to Customer, Enquiry to Job, BOQ to Job BOQ, Quote to Contract) — Complete tender to contract workflow — from approved quote through customer decision to execution job.

Tender Submission Process

Once a quote has been completed, it follows this lifecycle:

How to Create a Tender / Enquiry 0:36

How to Submit a Tender 0:37

Draft — Quote is created and can be edited
Submitted — Quote is sent for internal review and approval
Approved — Quote is formally approved and ready for customer submission
Customer PDF — Generate and send the proposal to the customer

Converting Quotes to Contracts

Prerequisites

Before converting:

Quote status must be "Approved" (not Draft or Submitted)
User must have contract creation permissions
For combined quotes, convert the main Combi Quote, not individual components

Conversion Process

Locate the approved quote in the Enquiry's Tender/RFP → Quotes section
Click the three-dot menu on the approved quote row and select "Contract"
Complete the required fields on the Create Contract form (see table below)
Click Save
Confirmation appears with the generated contract code and status shows ACTIVE

Contract Form Fields

Field	Auto-populated	Notes
Company	Yes	Pre-populated from the enquiry
Customer	Yes	Pre-populated from the prospect
Service Type	Yes	Pre-populated from the enquiry
Contract Code	Yes	Auto-generated by the system
Start Date	No	Required — select from calendar
End Date	No	Required — must be after Start Date
Description	No	Optional — additional context for the contract
Customer PO	No	Optional — customer's purchase order reference
Signing Authority	No	Optional — the authorized signatory

Contract to Execution Job

Automatic job creation: If the Pre-Tender process was used and an Enquiry was created, when the Quote is won and the Contract created, a Job need not be created separately. The Enquiry itself may be converted to an Execution Job.

Important Considerations

Non-approved quotes cannot be converted — The quote must reach Approved status first
Contract creation is irreversible — Once created, a contract cannot be deleted
Post-signature changes require formal variation or change order processes
Supporting documents — Maintain attachments such as terms, POs, and signed copies on the contract record