TenderPro
TenderPro manages government and institutional tender work from bid to final payment. It tracks the deposits you put up to bid, the award when you win, the materials that go to site, the bills you raise, the deductions the client makes and the deposits you eventually get back — the parts of contract work that ordinary sales does not cover.
The contract lifecycle
| Stage | Screen | What happens |
|---|---|---|
| 1. Bid | Projects | The tender is recorded and tracked through its status. |
| 2. Deposit | EMD/SD | Earnest money is lodged to take part. |
| 3. Award | LOA | The Letter of Award confirms you won, with its line items. |
| 4. Procure | PO · GRN | Materials are ordered and received. |
| 5. Site | Indent · Move · Return | Material is requested, sent out and brought back. |
| 6. Bill | Invoice | Work done is billed against the award. |
| 7. Deduct | Bill Deduction | The client withholds retention, tax and penalties. |
| 8. Collect | Payment | What actually arrives. |
| 9. Recover | Refunds | Deposits and deductions come back. |
The money you are owed is rarely the money you invoiced. Between deductions and deposits, a contract can be fully delivered and fully billed while a significant sum is still sitting with the client — which is exactly what this module exists to keep visible.
Deposits and deductions
| Term | What it is |
|---|---|
| EMD | Earnest Money Deposit — lodged to bid, returned whether or not you win. |
| SD | Security Deposit — held through the contract as performance security. |
| Bill Deduction | Amounts the client withholds from each bill — retention, tax, penalties. |
All three are money you have earned but not received. Refunds and BD Impact are where you chase them.
Spending on site
Cash Vouchers advance money to staff working on site, and Expenses records what they spent — so site cost lands against the project rather than in a general expense account.
Set up first
- Settings — GL accounts, permissions and notification roles
- Regions · Circles · Districts — the geography projects are filed under
- Activity Types · Hindrance Reasons — progress vocabulary
- Vehicle Details — vehicles used for material movement
Where to go next
- Overview — projects and money at a glance
- New Project — recording a tender
- Settings — before anything else on a new installation
In this section · 30 articles
TenderPro Overview
The TenderPro Overview summarises the whole add-on in one screen — total EMD paid,...
Projects
Projects is the register of every tender you have bid on or won. Each...
New Project
New Project records a tender you are bidding on or have won. The project...
EMD/SD
EMD/SD tracks the deposits a tender requires — Earnest Money to bid, Security Deposit...
LOA
LOA records the Letter of Award — the client's confirmation that you have won...
PO
PO lists the purchase orders raised for a tender project. Contract work is bought...
GRN
GRN lists goods received against a tender project's purchase orders. It is the point...
Material Indent
Material Indent is a request from site for the materials a job needs. It...
Portal Requisitions
Portal Requisitions are material requests raised from the field rather than in the office....
Move
Move sends material out to a project site against an indent. It is the...
Material Return
Material Return brings unused material back from site into stock. Contract work always over-issues...
Invoice
Invoice bills work completed against a project's award. Unlike an ordinary sales invoice it...
Bill Deduction
Bill Deduction records what the client withholds from a bill — retention, statutory tax,...
BD Impact
BD Impact shows what each invoice is really worth once the client's deductions are...
Payment
Payment records money received against tender invoices. On contract work a remittance rarely matches...
Refunds
Refunds records money coming back to you — earnest money returned after a tender...
Cash Voucher
Cash Voucher advances money to an employee working on site. Contract work runs on...
Expenses
Expenses records what was actually spent on a project — travel, site costs, materials...
TenderPro Settings
Settings configures TenderPro for how your business runs contracts — which ledger accounts deposits...
Regions
Regions defines the regions your tender projects are filed under. Government contracts are almost...
Circles
Circles defines the circles your tender projects are filed under. Government contracts are almost...
Districts
Districts defines the districts your tender projects are filed under. Government contracts are almost...
Vehicle Details
Vehicle Details holds the vehicles used to move material to site. Recording them means...
Activity Types
Activity Types name the kinds of work a project progresses through — excavation, erection,...
Hindrance Reasons
Hindrance Reasons name the causes of delay on a site — no access, drawings...
Expenses Settings
Expenses settings define the categories site spending is classified under, and how expense claims...
New Expense
New Expense submits a site expense claim against a tender project. It opens the...
Customer Payment
Customer Payment records money received from a tender client. It opens the standard customer...
New Cash Voucher
New Cash Voucher advances money to an employee for site work. It records who...
Direct Sales Delivery
Direct Sales Delivery issues goods to a tender client without going through a sales...