Question 1

How can I import an existing subcontractor database?

Accepted Answer

Bidmio supports import from Excel or CSV files. Just prepare a table with company names, tax IDs, contacts and trades. The system then automatically creates profiles for all subcontractors, which you can subsequently supplement with contracts, certificates and additional information.

Question 2

How does subcontractor evaluation work?

Accepted Answer

After project completion, you evaluate the subcontractor according to 5 criteria (quality, deadlines, price, communication, safety) on a scale of 1-5 stars. You add a text review and indicate whether you would recommend the subcontractor. The system automatically calculates an overall score based on all ratings from past projects.

Question 3

Can subcontractors see their ratings?

Accepted Answer

It depends on your settings. You can give them access to a portal where they see their ratings, or you can use ratings only internally. Most companies keep ratings internal and use them when selecting suppliers for new projects.

Question 4

How does the system alert about expiring contracts and certificates?

Accepted Answer

When uploading a contract or certificate, you enter the expiration date. The system automatically sends alerts 30, 14 and 7 days before expiration. Notifications come via email and in the app. In the subcontractor overview you also see color coding - green (okay), orange (approaching expiration), red (expired).

Question 5

Can I compare price quotes from multiple subcontractors?

Accepted Answer

Yes, the system includes a quote comparison tool. When creating a new project, you request price quotes from multiple subcontractors, which they upload to the system. You can then compare them side-by-side along with ratings, references and collaboration history.

Question 6

How are invoices from subcontractors tracked?

Accepted Answer

All received invoices from subcontractors are registered in the system and automatically assigned to project and subcontractor. The system displays an overview of all invoices, due dates, paid vs. unpaid, and alerts about upcoming payment deadlines. Data is automatically transferred to the financial module and accounting.

Question 7

What is the subcontractor portal?

Accepted Answer

It's a separate access to the system for your subcontractors. They can upload invoices, certificates, references, see their projects and communicate with you through the system. Subcontractors don't see data from other subcontractors or projects they're not assigned to. This eliminates email communication and everything is in one place.

Question 8

Can I track which subcontractors are available at a certain time?

Accepted Answer

Yes, the system includes a subcontractor capacity calendar. When assigning a subcontractor to a project, you enter the timeframe and the system alerts if the subcontractor is already booked on another project at that time. You can thus plan ahead and avoid scheduling conflicts.

Question 9

How does retention tracking work?

Accepted Answer

When entering a contract, you set the retention percentage (typically 5-10%) and warranty length. The system automatically calculates how much money is retained and when the retention release occurs (end of warranty). Before release, the system alerts you so you can check if there were any claims during the warranty period.

Question 10

Can I generate reports about subcontractors?

Accepted Answer

Yes, the system offers extensive reporting options - list of all subcontractors, top-rated subcontractors, problematic suppliers, subcontractor costs by projects, expiring contracts and certificates, invoice due dates, price comparisons between suppliers and much more. Reports are exported to PDF or Excel.

Question 11

Is the system suitable for small companies with few subcontractors?

Accepted Answer

Yes, the system is scalable and useful even for small companies. Even if you only work with 5-10 subcontractors, you'll have order in contacts, documents and payments. Moreover, as the company grows, the system grows with you and you don't need to deal with migration to another system later.

Question 12

How is sensitive information about subcontractors secured?

Accepted Answer

All data is encrypted and securely stored on servers with automatic backup. Access rights are set by roles - some can only view, some can edit, some can approve. Audit log records all accesses and changes. The system is fully GDPR compliant.

Question 13

Can I export data about subcontractors?

Accepted Answer

Yes, you can export the subcontractor list to Excel at any time with selected fields (contacts, ratings, costs, etc.). Individual contracts and documents can be downloaded as PDF. Export is useful for archiving or providing data to auditors or accountants.

Question 14

Does the system support multiple languages for foreign subcontractors?

Accepted Answer

Yes, Bidmio is available in multiple languages. For foreign subcontractors, you can set their portal language so they see the interface in their language. This is advantageous when working with international projects.

Question 15

How long does system implementation take?

Accepted Answer

It depends on the size of the subcontractor database. For a small company with 10-20 subcontractors, it can be done in 1 day (data import, uploading basic documents). For a large company with 50+ subcontractors and hundreds of contracts, it may take a week. We offer complete implementation support including team training.

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