Tenders management in WEDATA ERP
From deposit to collection
A module for contractors that work on tenders: earnest money and security deposits, the letter of award and its lines, site materials, invoices billed against the award lines, and client deductions and their recovery, so you know the real profit of every contract.
More than 8 years of experience in business solutions
The module
The whole tender cycle
on connected screens
Project and bid deposits
Record the tender as a project with a code matching the client's own reference, then record the earnest money and security deposit by type, amount and bank guarantee expiry date, turning scattered papers into a register of money you are owed.
Letter of award and invoicing
Record the letter of award with its line items, quantities and rates exactly as the client wrote them, then bill every invoice against those lines, so the bill is certified line by line without revisions or invoices coming back.
Site materials
The site requests materials with an indent, the store sends them with a move, and the surplus comes back with a return. Field requisitions arrive from the portal with priority and required-by date and become indents once approved, so every material that left is traceable to its request.
Client deductions and recovery
Record what the client withholds from every invoice: retention, taxes and penalties. The deduction impact screen shows the real value of every invoice after deductions and payments, and you recover the retained amounts at the end of the contract instead of writing them off.
Why WEDATA
A system built
for tender-based contractors
Tender dashboard
Total deposits paid, letters of award, collected and still receivable, on one screen.
Hindrance reasons
Record site delay causes in contractual wording to document extension claims.
Expenses and advances
Each project's expenses ranked largest first, and employee cash advances with each balance.
Regions and circles
Organise projects by the region, circle and district where the work is.
Accounts
Every deposit, invoice and deduction posts to the general ledger on the account set in settings.
Reports
Profit per contract after expenses and deductions in Excel and PDF.
Integrations
Tenders connected
to stores and accounts
Site materials leave the system's own stock, and award invoices, their payments and deposits post to the accounts, so the real cost and profit of every contract appear without side spreadsheets.
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Stores and purchasing
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Accounts
FAQ
Frequently asked questions
about tenders management
What contracting and supply companies ask most before getting started.
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How is this different from ordinary sales invoices?
A tender invoice is billed against the letter of award's line items rather than free items, client deductions are recorded against it, and the retained amount stays receivable until it is recovered.
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Does the system track bank guarantee expiry dates?
Yes. Every deposit has an expiry date and a status, and deposits available to recover appear in their own list on the module dashboard.
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How do I know an invoice's real value after client deductions?
From the deduction impact screen: invoice amount, deductions applied, payments received and what is genuinely outstanding per invoice, keeping a settled invoice distinct from one paid in full.
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Can the site engineer request materials directly?
Yes. The request is submitted from the portal with a priority and required-by date, reviewed in the office and turned into an indent, then a move from the store.
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Is the module included in the plan or an add-on?
Tenders management is an add-on activated on WEDATA ERP. Contact us to activate it on your account and see what suits your business.
Control your tenders from bid to profit
Start your free trial with WEDATA ERP and follow your deposits, awards and invoices from one dashboard.