Bid Tracer vs. Downtobid - A Comprehensive Bid Invitation Tool Comparison

Technology has completely changed the construction industry and influenced how we handle tasks such as bid management. Unlike before, when everything was done manually and was prone to errors, we have tools that simplify the entire process. Bid Tracer and Downtobid are prime examples of these tools. However, how do they compare? 

This guide reviews the two construction bid management platforms, analyzing key features, pricing plans, and pros and cons to help you make an informed decision. Let’s begin with the tool we know best - our very own Downtobid. 

Downtobid - Best for Comprehensive Bid Management

Downtobid is a construction bid management platform that simplifies the preconstruction phase. We created our tool after chatting with hundreds of subs and general contractors who shared the pain points they experienced using other tools. For instance, many complained of generic bid invites, poor bid tracking, and lack of collaborative tools. Our software addresses these issues and more. Let’s dig deep to understand Downtobid. 

Key Features

There are many things that make our software unique, but here are a few standouts. 

AI Copilot

Artificial intelligence is the next big thing, and the construction industry has hugely benefited from it. Unlike our competitors, who use limited or experimental AI, our AI Copilot is fully functional and handles all administrative tasks, such as scanning bids for accuracy and completeness. Think of it as your personal assistant. 

AI Copilot also helps detect scopes within minutes, helping the construction team stay on schedule, create accurate estimates, and avoid wasting time. You no longer have to hire extra help to review hundreds of construction documents, as our AI can read through plans and do this within minutes and at a fraction of the cost.

Our AI improves subcontractor recruitment by recommending qualified local subs who match detected scopes. Forget about manually contacting subs or browsing construction directories trying to recruit construction professionals. 

Personalized Bid Invites

Generic bid invites aren’t effective anymore in the construction industry. Instead, they yield little results, and general contractors have to work twice as hard to recruit subcontractors. They rarely address key project details, forcing subs to browse construction bid documents to find this information. 

Luckily, our software creates personalized bid invites which are the opposite of this. Each bid invite contains a scope summary to help subs understand project details without reviewing lengthy construction documents. Our customizable ITB templates contain several aspects that make them unique. A personalized email subject makes the bid invite stand out from the rest, which increases the chances of subs noticing it. The email also contains a scope summary and project details like location, size, budget, and timeline. This approach increases bid participation, with many general contractors registering a 30% increase in engagement. 

Subcontractors can also respond directly to the email, which speeds up communication and the bidding process. 

Subcontractor Friendly Planroom

Subcontractors use planrooms to access construction documents and other relevant files. Unlike our competitors, who throw everything in one place, we opt for a more organized approach. We have organized the documents into four folders:

• Plans
• Specs
• Photos
• Miscs

This approach makes it easier for subs to find specific files without browsing through an entire list of files. For instance, they can open the ‘Plans’ folder to access construction plans. They can also view aerial construction sites through photos. Subs receive hundreds of bid invites and don’t have the time to figure things out on their own. Our organizational approach saves them time and frustration, allowing them to find specific drawings related to their trade and decide if the project fits their expertise within minutes. 

Our planroom construction software is also free to access, and you don’t need to create an account to view the files. 

Straightforward Subcontractor Selection

Mass-mailing subcontractors to bid on your projects is a time-consuming process that yields poor results for several reasons. First, there’s no way of knowing if the sub is interested in the project or they’re busy working on something else. This approach also assumes that the subs’ contact details are accurate. 

Our AI eliminates the guesswork by recommending qualified local subs. The technology detects the scope and checks each subcontractor’s profile for suitability. It then recommends those with the highest matching rate, ensuring only the best are invited. This way, you’re guaranteed to connect with like-minded subs actively looking for projects. 

Now that we know what’s included in Downtobid, let’s see how the software works.

How to Use Downtobid - A Step-By-Step Process

Our software is straightforward to use, even for a beginner. Here’s how you can turn your construction plans into comprehensive bid invites. 

Click here to sign up for a demo.

Someone from our team will contact you and help set up a demo account. 

You must upload construction documents to get started. The files shouldn’t exceed 1GB and must be in PDF format. You must also enter a valid email address to receive progress notifications. 

Once uploaded, our software scans the documents to detect scopes. The process takes between 10 and 30 minutes, depending on the project’s size and complexity. You’ll be notified once the process is completed. 

You must sign in to the dashboard to access the newly created bid packages. Our dashboard is neatly arranged to help users navigate easily. Each bid package contains the following details:

• A summary of what’s included in each bid package.
• Plan sections with detected scopes.
• A list of recommended local subs you can send ITBs.

Automated Bidding Schedules

Subs are bombarded with hundreds of bid invites, which reduces bid participation. It’s also easy for your bid invite to go unnoticed, especially when sent during odd hours. Our AI eliminates this problem by scheduling your bids to ensure they’re targeted. 

The algorithm analyses the subs’ online activities, such as bidding patterns and the type of projects they’re interested in. It then sends out ITBs at the most opportune time to ensure maximum exposure. Forget about sitting in front of your computer all day gambling when to send bid invites. Think of it as a set-and-forget system where most of the work is done for you. 

If you combine this with personalized bid invites, you get a higher bid participation and connect with the right subs. 

What about follow-ups? We have those as well. We send two to three well-spaced follow-ups to avoid overwhelming subs while still maintaining the project’s seriousness. 

Centralized Planroom

Construction documents are a roadmap to the entire project. Subs use them to find relevant trades and understand project requirements. Proper construction document management is crucial to collaboration. 

We have numbered, labeled, and indexed every document to help subs easily track specific documents. This way, they don’t have to waste time combing through lengthy, countless documents just to find what they need. 

Pricing Plans

We offer free and paid membership plans. The free plan is perfect for someone using the platform for the first time or handling simple projects.

Our paid plans are divided into two categories - Starter ($150/month) which includes a dedicated bid coordinator and supports unlimited active projects, allowing you to keep track of all your projects. It also supports 3 users, which is perfect for a small construction company. The Pro Plan ($500/month) contains everything in the Starter plan and more. It has a sublist cleanup and migration and you can access the DTB sub network. It supports up to 10 users, making it ideal for medium or large construction companies and handling complex projects. 

Bid Tracer - Best for Bid Tracking

Bid Tracer is a cloud-based software that streamlines construction bid management. It offers integrated solutions, helping subs and general contractors track bids and be on the same page. The easy-to-use platform offers more features, making it perfect for all sorts of operations. Check out our own bid tracking software and see how it compares.

Key Features

Here’s what to expect using the software.

Bid Management and Tracking

Bid Tracer is famous for bid management and tracking, allowing construction companies to monitor all active bids. Its integration with the customer relationship management (CRM) system makes it perfect for companies focusing more on sales.

However, its focus on sales makes it less ideal for construction companies focusing solely on construction. Bid Tracer falls short of Downtobid, which offers comprehensive bid coverage, proper document management, and improved collaboration. With Downtobid, users can assess bid performances and compare multiple bids for data-driven decision-making. 

Project Management

Project managers can manage ongoing projects after awarding bids to ensure everyone is on the same page. Bid Tracer has construction management tools for procurement, contract tracking, and material management. 

However, the software falls short on key features such as task assignment and progress tracking, which Downtobid offers. There are also not enough collaborative tools, which leaves users feeling frustrated. 

Subcontractor Matching

Bid Tracer uses built-in subcontractor matching capabilities, allowing GCs to connect with ideal subs. This way, users can quickly assemble a construction team. However, the entire process is done manually, which takes longer and is error-prone. 

Downtobid, on the other hand, automates the entire process, allowing you to focus on other tasks, such as contract negotiations. The AI-powered subcontractor matching helps GCs only connect with the right subs in a short period. It’s also very accurate and keeps updating subcontractors’ contact details.

Pros

• Easy-to-use interface
• Manual bid package customization
• Proper project management

Cons

• Limited automation
• Basic subcontractor matching
• Limited mobile devices functionality
• Limited phone support

Check out our list of bid management softwares here.

Pricing Plans

Bid Tracer offers free and paid membership plans. You can request a demo and test the platform. The paid versions are of three categories and are billed based on the number of users. Learn more here.

The first plan costs $60 per user per month and supports between 2 and 10 users, and you can access all modules. The second plan costs $57 per user per month and can support between 11 and 20 users. It also includes start-up and training fees. A company with more than 20 users can get a customized pricing plan, where they must contact the sales team for a quotation. 

Each plan offers unlimited storage.