For NGO and INGO country offices and programme teams

Three quotes, in whatever form they arrive, and the file the donor audit asks for.

Relief items, vehicle repairs, venue hire, printing, generator fuel. Donor rules want competitive quotes above a threshold and a documented decision for each. The quotes come as photos of handwritten sheets in local currency, emailed or sent on WhatsApp. Bidalize reads them, compares them in your reporting currency and keeps the record.

Start free — 5 requests, no card Take the 60-second challenge
No supplier portal or loginsAny format, any languageApprovers sign off from an emailPay by request, not by login
The situation

Where the hours and the audit questions come from.

  • The donor rule is per purchase, the capacity is notEach grant agreement sets its own thresholds for one, three or more quotes. A country office may run a hundred such purchases a quarter with one logistics officer. Bidalize makes each one a request with its own file, so the evidence exists at the time, not reconstructed at audit.
  • Local suppliers quote by handA photographed handwritten quote on letterhead is the norm in many markets. Bidalize reads it, shows where each figure came from, and flags what it is not sure of instead of guessing.
  • Currency and small printQuotes in local currency against a budget in USD or EUR, handling charges in a footnote, a cheaper offer that quietly changes the specification. Bidalize converts at the rate you set, pulls charges into the open and disqualifies quotes that fail a must-have.
Try it in 60 seconds

Who will you award?

Relief kit items for a country office: a handwritten quote in Kenyan shillings, a PDF with a 3% handling charge in the small print, and an email offering a smaller tarpaulin than you specified. Sixty seconds. Who will you award?

Start my 60 seconds
How a request runs

From the request to the record, in one place.

01

The request

Items, quantities, specification and must-haves, with the grant or budget line attached. Suppliers see the must-haves up front.

02

The quotes

Email replies, PDFs, photos, or a quote forwarded from WhatsApp. Read, matched, flagged, locked at the deadline. Late quotes are held and logged.

03

The decision

One sheet in your reporting currency, the cheapest compliant quote marked, a recommendation with reasons, and sign-off by the budget holder or country director from an email link.

04

The record

Readings, scoring runs, changes, sign-offs and the frozen award sheet in one downloadable file per purchase, with the exchange rates used. One file per request is what the donor auditor wants.

A Bidalize comparison sheet: suppliers side by side, cheapest items in green, a typed-over figure in blue, one supplier disqualified on a must-have, totals and rank.
The comparison sheet in the app. Example request with test data.
Is it for you

A good fit, and not.

A good fit

A country office or programme team running a handful to a hundred purchases a month under donor rules, with quotes arriving in local currency and mixed formats.

Probably not

A headquarters procurement function running international tenders through a dedicated system. Bidalize is for the field purchases below that line.

Doing fewer than a handful of requests a month? A spreadsheet is fine and we will tell you so. Bidalize earns its keep from about ten requests a month, or earlier when quotes come in several languages or someone has to answer for the decision.

Pricing

Pay for requests, not for people.

Starter is £29 a month + VAT for 10 requests, Team £59 for 30, Business £135 for 125 (US$39, $79 and $179 outside the UK), each with unlimited logins and suppliers. Blocks of 10 requests, valid 12 months, for irregular volume. The first 5 requests are free, no card. A single country office is usually a Starter or Team plan. Blocks suit offices whose purchasing follows the project cycle rather than the calendar. Field staff, approvers and auditors with read access do not need paid logins.

Start freeSee the plans
Questions

Before you ask

Does it satisfy our donor’s procurement rules?

It produces the evidence most donor rules ask for: that competition was sought, how offers were compared, who decided and who approved, with dates. Thresholds and approval levels are yours to set; Bidalize records that you followed them.

Our quotes come on WhatsApp

Forward them to the request’s email address, or save the photo and upload it. They are read the same way.

Can several offices share one account?

Yes. One organisation can hold several offices or programmes; logins are unlimited and roles decide who sees what. Business suits several offices on one account.

Can we try it on real purchases?

Yes. The first 5 requests are free, no card, no time limit.

More in the general questions, or email us.

Run your next request on Bidalize.

Your suppliers will not notice a thing. You will have the comparison, the recommendation and the record the same day.

Start freeTake the 60-second challenge