Bid Approval Follow-Up · Narqix Academy

Purpose: get a decision on a submitted bid, and supply anything the reviewer needs to decide.

When to use: Side A, when a bid has passed the client's normal response time with no decision, or the reviewer asked a question. Side B, use the same flow when following up with the servicer on a vendor bid, if your campaign allows it.

Goal of the call: a decision (approve, deny, counter) or a clear list of what the reviewer needs, with a date.

Version: v1.0

Before you dial

Bid tracker row open: order number, bid number, date submitted, total, line items, discovery date
The bid itself and its photos, open and ready to resend
The client's normal bid response time and any investor deadline from discovery
Any earlier questions from the reviewer and your answers
The client's preferred follow-up channel (portal message, email, call)
If the damage is getting worse (active leak, open roof), proof photos with dates

Never do this: never pressure a reviewer with false urgency, never change quantities or prices on the call to "get it approved", and never promise the crew that a bid is approved until the approval is in writing in the portal.

The flow

1. Opening

You: Hi (REVIEWER OR COORDINATOR NAME), this is (YOUR NAME) calling for (VENDOR COMPANY NAME), vendor number (VENDOR ID). I'm following up on a bid for order (ORDER NUMBER) at (PROPERTY ADDRESS), submitted on (SUBMIT DATE). Is now a good time?

2. Summarise the bid in one breath

You: It's a (NUMBER)-line bid totalling (BID TOTAL) for (SHORT SUMMARY, FOR EXAMPLE A CLEAR-BOARD ON THE KITCHEN WINDOW AND 9.3 CUBIC YARDS OF INTERIOR DEBRIS). I wanted to check whether you need anything else from us to review it.

Why it works: offering help, not demanding an answer, invites the reviewer to tell you what is really holding the bid.

3. Respond to what you hear

If they say "It's in the queue"

You: Thank you. Is there an expected date for a decision? ... I ask because (REASON, FOR EXAMPLE THE INVESTOR DEADLINE FROM DISCOVERY IS ON DATE, OR THE ROOF IS STILL LEAKING).

Only mention urgency that is real and provable.

If they say "We need more information"

You: Of course. What exactly do you need? ... Let me write that down: (REPEAT THE REQUEST). I can send that by (TIME).

If the crew must return to measure or photograph, say so honestly and give a realistic date.

If they say "The price is too high"

You: Thank you for telling me. Which line is the concern? ... We priced it from (PRICE SOURCE). If there's a different rate you can approve, please let me know, and I'll check with the vendor owner.

Never agree to a lower price on the call unless the vendor owner has authorised you.

If they say "Denied"

You: Thank you for letting me know. Could you share the reason, so we can improve future bids? ... Is there anything we could add that would change the decision, or is it final?

Log the reason. Tell the Bid Writer and Team Lead. Appeal only if your Team Lead decides there is a real case.

If they say "Approved" or "Approved in part"

You: Thank you. Could you confirm which lines and amounts are approved? ... And will a new work order be issued, or should we complete it under the current order?

Wait for the written approval in the portal before the crew starts.

If they say "I can't find that bid"

You: No problem. It was submitted on (SUBMIT DATE), bid number (BID NUMBER), with the update for order (ORDER NUMBER). I can resend it to you right now. Where would you like it?

4. Confirm the next step

You: So to confirm: (DECISION OR WHAT IS NEEDED), and I will (YOUR ACTION) by (TIME). Thank you, (REVIEWER NAME).

Coach's note: every denial reason is a lesson for the next bid. Keep a list of denial reasons per client. After a month, you will know exactly what each reviewer wants to see, and your approval rate will show it.

Objections

They say	You say
"Stop following up, we'll get to it."	"Understood, thank you. I'll check the portal instead. If the damage gets worse, may I send you new photos?"
"This damage should have been reported earlier."	"I understand. Our records show it was found on (DISCOVERY DATE). I can send the visit photos from that date."
"This is cosmetic, not needed."	"Thank you. Our reason was (SAFETY OR PROTECTION REASON). If that doesn't meet the guideline, we accept the decision."
"Get a second bid."	"Of course. I'll arrange a second independent bid and send it by (DATE)."

After the call

(DATE) (TIME) · Bid follow-up · (YOUR NAME) Order: (ORDER NUMBER) · Bid: (BID NUMBER) · Total: (BID TOTAL) Contact: (NAME) · Channel: (CALL / PORTAL / EMAIL) Result: (IN QUEUE / NEEDS INFO / APPROVED / PARTIAL / COUNTER / DENIED) Details: (LINES AND AMOUNTS, OR INFO NEEDED, OR DENIAL REASON) Next: (ACTION) by (DATE)

Next step: update the bid tracker. If approved, pass the approved scope to the Processor or Dispatcher and the approval details to the Invoice and AR Assistant. If denied, log the reason for the Bid Writer.

Check yourself

1. The reviewer says, "Your price is too high." Can you agree to a lower price on the call?

Only if the vendor owner has authorised you. Otherwise ask which line and what rate they can approve, then check with the owner.

2. When can the crew start approved bid work?

When the approval is in writing in the portal (or as the client requires), not after a phone "yes" alone.

3. What should you always ask after a denial?

The reason, so future bids improve, and whether more information could change the decision.