Item-Level Bidding for Strategic Sourcing

AI-Powered Itemized Bidding Software

Break down complex projects into precise, item-level RFQs, allowing you to invite vendors, evaluate responses, and award bids for each item individually for maximum pricing accuracy and transparency.
SOC 2 Type 2 Compliant
GDPR Compliant
Built on SharePoint
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Trusted By 1,000+ Buyers from Enterprises Around the Globe

Why Itemized Bid Management?

Instead of lump-sum quotes, Itemized Bid Management breaks projects into individual RFQs—letting you evaluate, compare, and award bids per item. This gives you unmatched visibility into pricing, enables partial awards to best-fit vendors, and helps drive cost savings and stronger supplier accountability.

Streamlined Itemized Bidding Workflow

Project Setup & RFx Selection
The buyer initiates the project and selects between a standard RFQ or Itemized RFQ for item-based bidding, then sets up key details like RFQ title, description, and deadlines.
Define Requirements & Configure Inputs
Buyer uploads item-level details (specifications, quantity, delivery timelines) and configures response fields (price, lead time) for suppliers to complete.
Invite Suppliers & Confirm Intent
Selected suppliers are invited to participate and confirm their intent to bid.
Bid Submission & Live Monitoring
Suppliers complete or upload the itemized template and adjust their bids in real-time (if enabled), submitting final bids before the deadline.
Evaluation, Feedback & Item-wise Awarding
Buyer compares bids item-by-item using predefined criteria, adding feedback where necessary, and awards items to the best suppliers based on the evaluation.

AI for Intelligent Sourcing

Our AI-enhanced features take the guesswork out of evaluations and vendor selection so you can focus on strategy

Streamlines Your Procurement

Simplify intricate projects. See every expense. Optimize materials.
Immaculate Budgeting. Know your true costs.
Construction. Manufacturing. Custom Buying

Stay In Charge. Get Max Savings

Simplify intricate projects. See every expense. Optimize materials.
Team discussion - ProcureKey
Request detailed quotes. Compare item pricing. Spilt Award bid item wise to suppliers.
Provide itemized pricing breakdowns to requested RFQ.

This Is How Our Module Helps

A construction company needs 500 metric tons of steel and 1,000 bags of cement. Instead of bidding on the total cost, they request separate bids for each item.
Initial Budget: $500,000
Out Come-Buyer will award the bid in a split way: steel to Supplier C ($125,000) and cement to Supplier B ($275,000). Total Cost: $400,000.
Cost optimization, transparency, and Flexibility

Suppliers Submit Itemized Bids:

Supplier A
Steel Price - $300,000
Cement Price - $150,000
Total Bid - $450,000
Supplier B
Steel Price - $340,000
Cement Price - $125,000
Total Bid - $465,000
Supplier C
Steel Price - $275,000
Cement Price - $180,000
Total Bid - $455,000
Final Savings
$100,000 (20%)

Features You'll Love

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You control bids at the individual item level.
Project Discussion - ProcureKey
See a detailed cost breakdown for each line item.
Request multiple options for each item other than price.
Evaluate bids independently for each item.
The system automatically ranks bids based on an item.
Partially award different items to multiple suppliers.

Features That Power Performance

Full Audit Trail
Automatically log all bid activities for transparency and compliance
AI-Driven Evaluation
Leverage AI to analyze proposals, suggest the best suppliers, and streamline decision-making for faster, smarter sourcing.
Vendor Portal & Communication
Vendors securely access bids, with live chat and real-time notifications to stay engaged.
Real-Time Dashboards & Reporting
Track bid performance and generate detailed reports for data-driven decisions.
Flexibility in Awards
Partially award items to different suppliers, ensuring the best fit for each item.
Centralized Sourcing Management
Keep all sourcing activities centralized, from project setup to bid awarding, for a seamless, efficient process.
Multi-Language Support
Support global teams with multi-language capabilities, enabling smooth communication and vendor participation across regions.
Bid Confidentiality
Your data is securely stored in your SharePoint environment. No one, including us, has access to your bids.

Why Choose Our Itemized Bidding Tool?

Say goodbye to chaotic email threads and time-consuming vendor follow-ups. Our system brings structure and efficiency to procurement teams by enabling full-cycle bidding in one place.
Line-Item Clarity
Get item-level pricing and proposals for complex projects
Faster Turnarounds
Rapid RFP creation, automated reminders, and quick evaluations
Vendor-Friendly
No training needed, vendors respond through a simple email or portal login
Smarter Evaluation
Score and compare each response across custom parameters
Stronger Compliance
Track activity, audit communications, and maintain complete documentation
Real-Time Collaboration
Use integrated chat and task timelines to stay aligned with internal teams and vendors

Streamlines Your Procurement

Simplify intricate projects. See every expense. Optimize materials.
Our AI-enhanced features take the guesswork out of evaluations and vendor selection so you can focus on strategy, not spreadsheets.
Automatically score and rank vendor responses based on your predefined criteria. Our AI analyzes data to flag inconsistencies, highlight outliers, and recommend top contenders—streamlining decision-making while ensuring fairness and accuracy.
Leverage AI to identify the best-fit suppliers based on your project scope, historical data, and vendor performance. Skip the manual research—our system helps you boost response rates and drive competitive pricing with precision-targeted invites.

Purpose-Built for High-Impact Procurement Teams

Whether you're issuing bids for 5 items or 500, our system keeps you in control, reducing administrative burden and unlocking better vendor competition. It's ideal for:

Streamlined Vendor Collaboration

With Minimal Onboarding, Vendors Can
Log in via email links
Submit proposals item-wise or upload documents via drag-and-drop
View deadlines, proposal status, and award results instantly
Communicate with your team via secure real-time chat

Integrates Seamlessly with Your Existing Tools

Easily integrate ProcureKey with your existing systems across the entire procurement cycle—from user access, inventory, and supplier management to ERP, finance, purchase orders, contracts, reporting, and team collaboration.

The Results Speak for Themselves

"ProcureKey exceeded our expectations, saving us $90,000 this year. We're keeping vendors honest and streamlined our communication. It's user-friendly and we love it!" - Charlton, MJH Life Sciences

Other Essential Features

Centralized Sourcing Management
Dedicated Vendor Portal
Bid Confidentiality
Role-Based Access
Audit Trails & Log
Smart Bid Evaluation
Customizable Templates
Personalized Preferences
Real-Time Notifications
Questionnaire Repository
Real-Time Dashboards
Detailed Reporting
Multi-Language Support

Integrated Modules for End-to-End Control

Supplier Management

Build Stronger Relationships: Streamline onboarding, communication, and performance tracking.
Reduce Risk, Ensure Compliance: Stay ahead of certifications and regulatory requirements.
Data-Driven Decisions: Gain insights into supplier performance with easy-to-understand dashboards.

Purchase Requisition

Automate Your Spending: Simplify requests, approvals, and budget tracking.
Gain Real-Time Visibility: See where your money is going, every step of the way.
Control Costs, Improve Efficiency: Streamline your entire purchasing process.

Oil & Energy Company Simplifies Bidding with Itemized Bidding Software

"Itemized bidding is the answer that we came up with to this problem."

Vendors Love It Too

With Minimal Onboarding, Vendors Can

Works With What You Use

Works with SAP MM, Oracle Inventory, or your own databases.
Sends bids to ERP systems (like SAP S/4HANA, IFS).
SharePoint, Teams, Power BI

Explore Our Other ProcureKey Modules

RFQ Management
Streamline RFQ process, accelerate bid cycles with Simplified RFQ Creation
Competitive Bidding & Auctions
Run reverse auctions, optimize sourcing, and drive down costs. Supplier & Data Management
Supplier & Data Management
Onboard suppliers, manage compliance, and control access. Purchase Requisition

Integrated Modules for End-to-End Control

Build Stronger Relationships
Streamline onboarding, communication, and performance tracking. Reduce Risk, Ensure Compliance: Stay ahead of certifications and regulatory requirements. Data-Driven Decisions: Gain insights into supplier performance with easy-to-understand dashboards.
Automate Your Spending
Simplify requests, approvals, and budget tracking. Gain Real-Time Visibility: See where your money is going, every step of the way. Control Costs, Improve Efficiency: Streamline your entire purchasing process.
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Smart Sourcing Insights

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