Khanal Group

K-Tender

Track a bid: deadlines, checklist and vault documents

Once a tender is in your register, set its dates, build its checklist and attach the company documents it needs. Record the submission after you submit on the portal.

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What you need

  • A tender in your register
  • The tender document, to check dates and requirements
  • Company documents (GST, PAN, turnover certificates) in the Document vault
  • Connected Google Drive or OneDrive for uploads

Set the key dates

  1. Open the tender and click the Deadlines tab.
  2. Enter the Pre-bid meeting, Clarification deadline, Bid submission and opening dates.
  3. Click Save dates. Reminders go to the tender owner and watchers on the days set in Settings.

Generate the checklist

  1. Click the Checklist tab.
  2. Choose the closest Template and a Default due date.
  3. Click Generate checklist.
  4. Click Edit on an item to set its Owner, Due date and status, then click Save.
  5. Open Add an item for a requirement the template missed, and click Add item. Use Remove item for ones that do not apply.

Add and verify company documents

  1. In the left menu, open Documents and click Document vault.
  2. Click + Add document, choose the Document type, type the Title and Valid until, choose the file and click Save document.
  3. A reviewer opens the document, checks it and clicks Mark verified.
  4. Back on the checklist item, click Edit, choose the Vault document (current version) and click Save.

Review items and record the submission

  1. A technical reviewer clicks Review on each item, then Verify or Reject.
  2. Submit the bid on the portal yourself with your DSC.
  3. Open the Submission tab and record the acknowledgement number or receipt.
  4. After submission, the checklist and the documents used are locked.

Good to know

  • Change the reminder days under your name → Settings → Deadline reminders (days before), for example 7,3,1,0.
  • Vault documents get expiry reminders 30, 15, 7, 3 and 1 days before Valid until.
  • A new version of a vault document needs verification again. Tenders keep the exact version they linked.
  • Use Bid checklists under Bid Workspace to see progress across all tenders.

Common errors

"Bid submission is not a valid date/time."

Pick the date and time with the date picker, in your organisation's time zone, and save again.

"This document has expired. Upload the renewed version first."

Open the document in the vault, use Upload a new version with the new Valid until date, and get it verified again.

"The tender is submitted; its document set is frozen."

After the submission is recorded, linked documents cannot change. This keeps an exact record of what you submitted.

"The file is larger than 30 MB."

Each upload can be up to 30 MB. Compress the PDF or split it, then upload again.

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Still stuck?

Email hello@khanals.in with the app name, what you clicked and the exact message you saw. Do not send passwords, PINs or authenticator codes. You can also use the contact page.