Turn a GAEB bill of quantities into targeted supplier enquiries

Ask for a clearly defined material scope

A bill of quantities provides descriptions and quantities, but each supplier needs to know what material to offer. For external works, you might ask a building-material supplier for paving and edging and a nursery for plants. Each receives its selected items.

Hassolux links the GAEB working state, material enquiries and supplier portal. The GAEB guide and product overview explain the source formats.

1. Import and review the original

Open Documents, then GAEB, and import the original D83 or X83. Check sections, item references, quantities, units and descriptions. Long descriptions and preliminary notes may include supply, installation and other work, so define the material portion precisely.

A PDF or renamed extension is not a substitute. Read any import message and compare the source. The format guide distinguishes tender input and offer return.

2. Prepare a draft enquiry

In the working state, open Material enquiries and create an enquiry. Save and validate unsaved changes first. Add a clear title, site address, contact, email and deadline, checking its time zone.

Search or filter categories, then review the selected descriptions, quantities and units. If no requestable materials appear, check quantities, units, internal calculation and scope notices.

Review the supplier view before publishing. Publishing fixes the requested scope; publication and sending a message are separate actions.

3. Select the items for each recipient

On the published enquiry, choose Request suppliers and select a supplier with complete contact details. Search and categories help build their selection, but review the full selection even when filters hide some items.

After confirming the item review, prepare the personal link and email. The link and fillable PDF contain that supplier's selected items. Share a personal link only with its intended recipient.

Check sender, recipient, message and every attachment before Send email now. Alternatively, download a fillable PDF or email draft, then open and explicitly send it in your mail application. Downloading does not send an enquiry.

4. Compare the actual responses

The supplier enters prices or marks items not offered, supplies company details and conditions, then explicitly reviews and submits. A calculated summary alone is not submission.

Compare offered coverage, manufacturer, discount, freight and extras. Missing or not-offered items are not free. An emailed PDF requires separate review; it does not automatically become a portal offer.

Selected prices from submitted portal offers can be transferred into internal material costs after review. Check whether the selling unit price should remain or be recalculated. Freight and discounts are not automatically allocated across items, and no order is placed. Read the comparison example.

Deadlines and new price rounds

Extend an expired published deadline using Extend deadline. The change applies to all suppliers and existing valid personal links can be reused, but no email is sent automatically. Notify suppliers yourself.

Request prices again creates a separate private draft round while preserving previous offers and transferred prices. Review, publish and choose recipients and items again. For uncertain sending, inspect the connected mailbox rather than bypassing a send block. For an uncertain new round, use Check creation before making another.

Customer quotations and invoices have their own workflow. Explore with a Hassolux trial account.