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Step-by-step guides for everything in BidPing

🔍
🚀 Getting Started
How to create your BidPing account Start Here
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1

Visit BidPing.com

Go to BidPing.com and click the Request Demo or Start Free Trial button.

2

Enter your email address

You'll be prompted to enter your work email. This becomes your login username for BidPing.io.

3

Check your email for the magic link

BidPing uses passwordless login — you'll receive a secure sign-in link in your inbox. Click it to access your account.

✅ Check your spam folder if you don't see the email within 2 minutes.
4

You're in!

Your free trial begins automatically. You'll see your BidPing dashboard and can start adding projects right away.

Overview of the BidPing dashboard
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1

Projects Panel (left sidebar)

All your active bid projects are listed here. Click any project to view its subcontractors and bid status.

2

Bid Status Table (main area)

Shows every invited subcontractor and their current status: Pending, Bidding, Not Bidding, or No Response.

3

Action buttons (top right)

Use these to add new subs, manually update statuses, trigger follow-ups, or export data.

4

Trial/Subscription banner

If you're on a free trial, a banner shows how many days remain and a link to subscribe.

🏢 Company Setup
Adding your company information
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1

Go to Account Settings

Click your email address in the top-right corner of the dashboard, then select Settings.

2

Enter Company Name

Type your general contracting firm's legal name. This appears on all follow-up emails sent to subcontractors.

3

Add Contact Information

Enter your office phone, estimator name, and reply-to email address. Subs will see this information in follow-up emails.

4

Save Changes

Click Save. Your company info will appear immediately on all new follow-up emails.

ℹ️ This information displays in the email footer so subs know exactly who the message is from.
Adding team members to your account
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1

Multi-user accounts

Multi-user team access is currently on the BidPing roadmap. At this time, each account supports one primary user login.

⚠️ If you need team access today, contact us at support@bidping.io for a custom arrangement.
📋 Projects
Creating a new project Most Popular
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1

Click "+ New Project"

On your dashboard, click the + New Project button in the top left panel.

2

Enter project details

Fill in: Project Name (e.g., Riverside Mixed-Use), Owner/Developer, Bid Due Date, and any notes.

3

Add Bid Packages / Scopes

Enter the trade scopes you need bids for — e.g., Electrical, Plumbing, HVAC, Concrete. Each scope tracks its own set of subcontractors.

4

Save the project

Click Create Project. The project now appears in your sidebar and is ready for subcontractors to be added.

✅ Pro tip: Set the bid due date accurately — BidPing uses it to calculate urgency levels in follow-up emails.
Editing or archiving a project
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1

Select the project

Click the project name in the left sidebar to open it.

2

Click the Edit (pencil) icon

Located next to the project name at the top. You can update the name, due date, owner, or notes.

3

Archive a completed project

Click the three-dot menu ⋯ next to the project name → select Archive. Archived projects are hidden from the active view but all data is preserved.

🤝 Subcontractors
Adding a subcontractor to a project Most Popular
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1

Open the project

Select the project from your sidebar where you want to invite a subcontractor.

2

Click "+ Add Sub"

Located in the bid status table area. A form will slide open.

3

Enter subcontractor details

Fill in: Contact Name, Company Name, Email Address (required), Phone Number (optional — needed for SMS follow-ups), and select the Trade Scope.

4

Save

Click Add Subcontractor. They'll appear in the bid status table with status Pending and will receive automated follow-ups on the next scheduled send (Tuesday or Thursday 7:00 AM CT).

✅ Adding a phone number enables SMS follow-ups — highly recommended for faster responses.
Editing or removing a subcontractor
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1

Find the subcontractor row

In the bid status table, locate the subcontractor you want to edit.

2

Click the Edit icon

The pencil icon in the Actions column opens the edit form. Update name, email, phone, or scope.

3

Remove a subcontractor

Click the trash icon in the Actions column. This removes them from the project and stops all future follow-ups to that contact for this project.

⚠️ Removing a sub is permanent for that project. Their data cannot be recovered.
Manually updating a subcontractor's bid status
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1

When to update manually

If a sub calls you directly or tells you in person — before they respond to the automated follow-up — you can update their status manually.

2

Click the status badge

In the bid status table, click the colored status badge next to the subcontractor's name. A dropdown will appear with the options: Pending, Bidding, Not Bidding, No Response.

3

Select the new status

Choose the appropriate status. The badge updates immediately and automated follow-ups stop for that sub.

ℹ️ Once a status is set to Bidding or Not Bidding, BidPing stops sending follow-ups to that subcontractor for that project.
📧 Automated Follow-Ups
How automated follow-ups work
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1

Automatic schedule

BidPing sends follow-up emails (and SMS if a phone number is provided) every Tuesday and Thursday at 7:00 AM Central Time.

2

Who receives follow-ups?

Any subcontractor with status Pending who has not yet responded will receive a follow-up. Subs who have responded (Bidding or Not Bidding) are automatically excluded.

3

Maximum follow-up attempts

BidPing sends a maximum of 3 follow-up attempts per subcontractor per project. After 3 attempts with no response, the status updates to No Response.

4

You receive a summary email

After each follow-up run, BidPing emails you a summary showing who was contacted, who responded, and who is still pending.

✅ You don't need to do anything — BidPing handles everything automatically once a sub is added to a project.
Stopping follow-ups for a specific subcontractor
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1

Update their status manually

Navigate to the subcontractor's row in the bid status table and change their status from Pending to any other status (Bidding, Not Bidding, or No Response).

2

Follow-ups stop immediately

Once a sub has any status other than Pending, BidPing will not send them further follow-ups for that project.

💬 SMS Notifications
How SMS follow-ups work
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1

Enable SMS by adding a phone number

When adding a subcontractor, enter their cell phone number in the Phone Number field. BidPing will automatically include SMS in the follow-up sequence.

2

What the sub receives

A text message saying: "BidPing: Are you bidding on [Project Name]? Reply YES or NO. Bid due [Date]."

3

Sub replies by text

The subcontractor simply replies YES or NO. Their response is recorded automatically in your dashboard.

4

You get an instant alert

The moment a sub responds by SMS, BidPing sends you an alert text to your registered phone number so you're always informed.

ℹ️ SMS is billed per message through Twilio. Standard US carrier rates apply.
✏️ Email Templates
Understanding the follow-up email template
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1

Default template

BidPing uses a professional, standardized follow-up email template optimized for subcontractor response rates. It includes the project name, bid due date, scope of work, and two clear response buttons: Yes, I'm Bidding and No, I'm Passing.

2

Dynamic fields

The template automatically populates: subcontractor name, project name, bid due date, your company name, and a unique response link for each sub.

3

Custom templates (coming soon)

The ability to edit and save custom email templates is on the BidPing roadmap. Submit a ticket to be notified when it's available.

ℹ️ Need a template change today? Contact support@bidping.io and we can assist.
📊 CSV Import & Export
Importing subcontractors via CSV
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1

Prepare your CSV file

Your CSV must have these column headers in this order:
Name, Company, Email, Phone, Scope

✅ Download our template: BidPing-Import-Template.csv
2

Open your project

Select the project you want to import subcontractors into from the left sidebar.

3

Click "Import CSV"

In the project toolbar, click the Import CSV button and select your file.

4

Review and confirm

BidPing will preview the imported records. Review the list and click Confirm Import. All imported subs will appear in the bid status table with status Pending.

⚠️ Make sure email addresses are valid — invalid emails will fail to deliver follow-ups.
Exporting project data to CSV
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1

Open the project

Select the project you want to export from the sidebar.

2

Click "Export CSV"

In the project toolbar, click Export CSV. A file will download instantly to your computer.

3

What's included in the export

The CSV includes: Contact Name, Company, Email, Phone, Trade Scope, Bid Status, Number of Follow-Ups Sent, Last Response Date.

✅ Use this export for internal reporting, sharing bid coverage status with your team, or archiving completed projects.
✅ Managing Responses
Understanding bid status types
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1

⏳ Pending

The subcontractor has been invited but has not yet responded. BidPing will continue sending automated follow-ups.

2

✅ Bidding

The subcontractor confirmed they will submit a bid. Follow-ups stop automatically.

3

❌ Not Bidding

The subcontractor declined. Follow-ups stop. Consider inviting a replacement sub.

4

🔕 No Response

All 3 follow-up attempts have been sent with no reply. You may want to call this sub directly or find an alternative.

Getting notified when a sub responds
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1

Email notification

When any subcontractor clicks a response link in their email, you immediately receive an email notification showing who responded and what they said.

2

SMS alert (if configured)

If you have SMS alerts set up, you'll also receive a text message the moment any sub responds — by email link or by SMS reply.

3

Dashboard update

The bid status table updates in real time. Refresh your browser to see the latest statuses.

💳 Billing & Subscription
Upgrading from trial to a paid subscription
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1

When the trial banner appears

When your free trial ends, you'll see a paywall screen when logging in. Click Subscribe Now.

2

Choose your plan

Select Monthly ($95/month) or Yearly ($950/year) — the yearly plan saves you $190 (equivalent to 2 months free).

3

Complete checkout via Stripe

Enter your credit card details in the secure Stripe checkout. Your subscription activates immediately upon payment.

ℹ️ All payments are processed securely by Stripe. BidPing never stores your card details.
Cancelling your subscription
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1

Contact support

To cancel, email support@bidping.io or submit a ticket below. We'll process your cancellation within one business day.

2

Access until end of billing period

After cancellation, your account remains active until the end of your current billing period. No partial refunds are issued for unused time.

3

Your data is preserved

Even after cancellation, your project data is retained for 90 days. You can export your data at any time before resubscribing.

⚙️ Account Settings
Updating your account email or password
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1

BidPing uses passwordless login

There is no password to change — BidPing sends a secure magic link to your email each time you log in. This is more secure than traditional passwords.

2

To change your login email

Contact support@bidping.io with your current email and the new email address. We'll update it within one business day.

Logging out of BidPing
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1

Click your email in the sidebar

In the bottom-left of the BidPing dashboard, click your email address.

2

Click "Sign Out"

You'll be returned to the login screen. Your session is securely ended.

🔧 Troubleshooting
Subcontractors not receiving follow-up emails
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1

Check the email address

Make sure the email address entered for the sub is correct and has no typos.

2

Ask the sub to check spam/junk folder

BidPing emails come from noreply@bidping.io. Ask the sub to whitelist this address and check their spam folder.

3

Check the follow-up count

If a sub has already received 3 follow-ups, no more will be sent automatically. You can manually trigger outreach or call them directly.

4

Still not working?

Submit a support ticket and include the subcontractor's email address. We'll investigate within one business day.

Not receiving the login magic link
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1

Check your spam folder

Login emails come from noreply@bidping.io. Check spam/junk and mark as "Not Spam."

2

Wait 2-3 minutes and try again

Email delivery can occasionally be delayed. Click Resend login link on the login screen.

3

Make sure you're using the right email

You must use the exact email address your BidPing account was created with.

4

Contact support

If none of the above works, submit a ticket and we'll restore access manually.

SMS messages not being delivered
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1

Verify the phone number format

Phone numbers must be US mobile numbers in standard format (e.g., (817) 555-0101 or 8175550101). Landlines cannot receive SMS.

2

Check for carrier filtering

Some carriers may filter business SMS. If the sub confirms they haven't received texts, ask them to reply to any received text to whitelist the number.

3

A2P Registration

BidPing is registered for US business SMS. If issues persist, contact support — we may need to verify carrier compliance for your region.

📩 Submit a Support Ticket

Can't find the answer above? Our team responds within one business day.

✅ Your ticket has been submitted! Our team will respond to your email within one business day.
Ticket reference sent to support@bidping.io