What response rate should I target?

Aim for at least 60% response rate (quotes received + declines). Below 30% means you need more vendors in your network or your invitations are going out too late. Send invitations at least 2 weeks before your bid deadline to maximize responses.

How many quotes do I need per scope?

At least 2 quotes per scope to bid competitively. Three is ideal — it gives you a backup if the low bidder cannot perform. If you only have one quote for a critical scope, your bid carries concentration risk.

Does this tool save my data?

No. All entries are stored in your browser session only. When you close the tab, the data is gone. For permanent tracking, screenshot or export your invitation log before closing.

Lower-Tier Sub Tracker | Free Vendor Invitation Log

The Lower-Tier Sub & Supplier Invitation Tracker helps subcontractors manage invitations sent to their own vendors and lower-tier subs. It tracks response status, compares quotes, and calculates response rates to ensure adequate bid coverage.

Add Invitation

Company Name

Name of the lower-tier sub or supplier

Trade / Scope

Work scope being quoted

Date Sent

When the invitation was sent

Quote Due Date

Deadline for the sub to respond

Status

No invitations added yet. Use the form above to track lower-tier sub and supplier invitations.

Example

A mechanical sub sends 5 invitations for insulation scope on a hospital job: 2 come back quoted ($45,000 and $52,000), 1 declines, 2 have not responded past the due date.

Total Invitations5

Quoted2 ($45,000 + $52,000)

Declined1

No Response2

Response Rate60% (3 of 5 responded)

Total Quoted$97,000

Summary60% response rate, $45,000 lowest quote, $97,000 total, 2 pending

How to Use This Tool

1Enter the company name, trade/scope, date sent, and quote due date.
2Set the initial status to Sent.
3Update the status as responses come in — add quote amounts for vendors who submit prices.
4Review the summary card for response rate and quote comparison before bid day.

How to Apply the Results

Follow up with non-respondents before the quote deadline. Compare quoted amounts side by side. If your response rate is below 60%, send more invitations or broaden your vendor list. On bid day, you need at least 2 quotes per scope to bid confidently.

Frequently Asked Questions

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