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Enterprise procurement teams do not adopt software one screen at a time. They adopt an operating model: who owns the tender file, who may see commercial data, who signs off technical scores, how clarifications are controlled, and what evidence the award committee receives. This guide is the recommended rollout path for owners, main contractors, PMCs, and enterprise procurement teams running multi-package tender programs.

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Start with the operating model

TruBuild is organized around the way tender teams already work: Most enterprise clients create one project per development or capital program, then one package per tender package. Each package carries its own contractor list, currency, technical and commercial weighting, documents, evaluation rounds, tender queries, and award decision.
Access follows the same three layers. Organization roles (Owner, Admin, Member) control administration. Project and package roles then control who sees commercial data, technical data, both, or neither. See Roles and permissions for the full mapping.
1

Create the organization

The first person in signs in, enters the organization name, selects the country, and clicks Create Organization. That person becomes the organization Owner. The country sets regional defaults, including the default currency offered when packages are created.
2

Confirm enterprise configuration with TruBuild

Single sign-on, mandatory MFA, seat limits, and feature modules (Commercial Evaluation, Technical Evaluation, Tender Queries, Vendor Database, AI Chat) are enabled per organization by TruBuild. Agree these before you invite the wider team, so evaluators land in a workspace that already matches your security policy.
3

Invite administrators and members

Go to Settings, open the Members area, enter each email, pick an organization role, and click Send Invite. Keep Owner and Admin to a small administrator group: only owners and admins can create projects and change organization settings. Everyone else joins as Member and gets access through project and package roles. Pending invites can be resent or cancelled.
4

Create the first project

Only owners and admins see this option. Click Create Project, enter the project name, and confirm the country (it defaults to your organization’s country). Use a real tender program, not a demo workspace: the pilot should produce evidence you can show the award committee.
5

Define packages and award weightings

For each package, click Add Package, then set the package name, currency, and technical weight. The slider moves in 5% steps and the commercial weight is calculated automatically as the remainder, so the split always totals 100%. Then add the bidder list: use Search Existing to pull contractors from the vendor database, or Add New to enter them manually. Agreeing weightings before submissions arrive keeps the decision frame fixed, which matters if the evaluation is later challenged.
6

Assign teams by discipline

Add the procurement manager as Project Lead or Package Lead, commercial evaluators as Commercial Team, technical evaluators as Technical Team, and owner-side reviewers as viewers. Where governance requires separation of commercial and technical evaluation, package roles enforce it: a Technical Team member cannot open commercial data, and vice versa.
7

Upload controlled documents

Upload the issued RFP, BOQ, evaluation criteria, and each bidder’s technical and commercial submissions into the relevant package areas, keeping each file against the correct contractor. Watch the ingestion status on each file: Pending means processing, Ingested means ready for analysis, and Failed shows the reason so you can fix and re-upload before evaluation starts.
8

Run one package end to end

Complete one commercial round, one technical round, the query register, and an award decision on a single package. Use it as the template for the wider rollout. Run your first package walks through this pilot in detail.

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Enterprise security controls

TruBuild includes account controls that large firms typically need for procurement audits and information-security review: SSO, MFA enforcement, and seat limits are configured per organization by TruBuild. Raise them with your TruBuild contact during onboarding.

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Team design

For a high-value package, start with this structure:
Package roles are the safest default for external cost consultants and discipline reviewers. Package access is checked first, so an advisor scoped to one package sees nothing else in the program, even if other packages sit in the same project.

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Procurement stage gates

Use TruBuild rounds and records as evidence at each stage gate:

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Document standards for bidders

Extraction quality drives evaluation speed, so set submission rules in your tender instructions before bids arrive:
  • Require Excel BOQ submissions wherever possible. Native spreadsheets level far more cleanly than priced PDFs.
  • Require one upload set per bidder, and keep each file against the correct contractor in TruBuild.
  • Avoid scanned PDFs unless OCR has been applied; image-only pages are where parsing typically fails.
  • TruBuild accepts PDF, Word, Excel, PowerPoint, text, and common image files, plus ZIP and 7z archives (inner files are extracted and processed). Files can be up to 5 GB each.

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Success metrics

Track rollout with operational metrics, not vanity usage:

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Enterprise launch checklist

  • Confirm project and package naming conventions.
  • Fix technical and commercial weightings before submissions arrive.
  • Agree when a commercial round or technical round is considered review-ready.
  • Decide who may approve final commercial and technical outputs.
  • Decide who can record the award decision on a package.
  • Confirm SSO and MFA requirements are in place with TruBuild before wide invites.
  • Add procurement leads at project level.
  • Add commercial and technical teams at package level where separation is required.
  • Add owner-side reviewers as viewers.
  • Scope external advisors to the minimum package and discipline.
  • Review current members and pending invitations in the Members area before batch-inviting evaluators.
  • Require Excel BOQ submissions wherever possible.
  • Require one contractor folder or upload set per bidder.
  • Keep RFP, criteria, submissions, and clarification responses in their correct package areas.
  • Confirm every file shows Ingested before a round starts; resolve any Failed files first.
  • Export the commercial comparison.
  • Capture the reviewed technical ranking and scores.
  • Summarize open and closed clarifications.
  • Record award comments against the selected contractor.
  • Use the activity log and round records to evidence who did what, and when.
  • Archive completed or dormant packages from Settings so active views stay clean; archived work can be restored later.
  • Remove temporary external users after their review is complete.
  • Re-run the access review before each award decision.

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Next

Roles & permissions

Map enterprise roles to TruBuild access levels.

Run your first package

Pilot one package end to end before the wider rollout.

Settings and administration

Manage members, invitations, branding, and the activity log.

Evaluation governance

Set up controls for commercial and technical evaluation teams.