How to Invite Suppliers to a Tender

This article explains how to add and invite suppliers to participate in a tender exercise. You can add suppliers from your existing lists, search for suppliers on the system, or invite external suppliers by email.

Before You Begin

Make sure you have:

• An active tender exercise set up on your portal
• Your SQ or Tenderbox must have an Opening and Closing Date
• The role of Buyer Administrator, Buyer Supervisor, or Buyer Registered User
• Supplier names or email addresses for any external invitations

Step 1 – Navigate to Your Tender

1. From the main menu, go to your tender exercise.
2. Select the Add Suppliers tab.
3. You will see a list of any suppliers already added to this tender.

Step 2 – Add Suppliers from the System

1. Click Search Supplier Information Database
2. Search for suppliers by company name, keyword, or category.
3. Select the suppliers you wish to add by ticking the checkboxes.
4. Click Add Selected to include them in the tender.

Step 3 – Import Suppliers from a List

1. If you have an existing standard list or framework, you can import suppliers directly from it.
2. Click Add Existing Suppliers or select the relevant list.
3. Choose the suppliers you wish to include.
4. Click Add to import them into the tender.

Step 4 – Invite External Suppliers

1. If a supplier is not yet registered on the system, click Add Email Addresses.
2. Enter the supplier’s email address.
3. The supplier will receive an email invitation with instructions on how to register and respond to the tender.

Managing Invited Suppliers

• You can view which suppliers have opened their invitation using read receipts.
• Suppliers can be removed from the tender before they submit a response.
• To email all invited suppliers at once, use the Message Centre.

Need Help?

If you experience any issues, please contact our helpdesk.