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Suppliers FAQs
Where do you source your tender information from?
We publish tender opportunities from around 900 sources and 900+ industry categories. 39% of the 28,000 public tenders we published in FY24 were from our own buyer partners.
Is the tendering process only used by government organisations?
Whilst government organisations make up a large majority of public tenders released to market, we do have private organisations and businesses that publish tender opportunities too.
What is the difference between a portal / procurer partner and illion TenderLink?
Portals / procurer partners are organisations that use our platform to upload tenders. You can register as a supplier for free on a per-portal basis, or take out a paid subscription that covers 99% of publicly available tenders and saves you time having to register for each and every portal.
How do I sign up for a portal?
You need to open the portal you wish to register for. At the top of every portal, there is an option to register.
What is the difference between all your pricing plans and portals? How does a subscription work for my company?
All pricing plans are flexible to upgrade or downgrade. Your plans are reviewed by your account manager assigned to your portfolio.
Why should I choose illion TenderLink as opposed to the competition?
illion TenderLink has more than 650 eProcurement partners portals across Australia, New Zealand, and the Pacific Islands. These partners specifically use our platform and technology to advertise their tenders. We also have a tech support team ready and waiting to answer all your questions. Plus, if you want to take advantage of a paid subscription, we offer flexible monthly rollover subscriptions or annual subscriptions.
Who looks after my subscription if I have any questions or queries?
Your account manager is your main point of contact who can assist you.
When do I use an email address and is a user ID used for logging in?
You can register with a portal or multiple portals using your email address. Your email address will be used as a ‘User ID’ to log in to these portals. If you have our paid notification service, you will need to use your User ID to access the notification portal.
I need to update the users on my account, who do I contact?
I need to be added to my organisation’s illion TenderLink account, who do I contact?
The Prime User for your subscription will need to add you by logging in to their illion TenderLink notification platform and clicking on ‘Our User Details’.
I cannot log in to my illion TenderLink account, who do I contact?
I need assistance with using the illion TenderLink platform, who do I contact?
After logging in to your illion TenderLink account, you will find tutorial videos and guides to assist you with using the platform. Should you need any further assistance, please reach out to your illion TenderLink account manager.
How do I cancel my subscription?
You can cancel your subscription by contacting your account manager or by sending an email. Please note that five working days are required as notice as per our Terms of Service.
I need to upgrade or downgrade my plan, can I do this online?
To upgrade or downgrade your plan, you will need to speak to your account manager who will be able to process this for you, or you can send us an email here.
How do I update my payment details?
How do I access my invoice?
Please log in to your account here and go to ’Our Current Statement’. From there, you can view your invoice and email yourself a copy.
What payment options do you have?
We have both monthly and annual subscription plans. Monthly subscription plans can be paid by credit card or direct debit. Annual plans can be paid via EFT or by credit card.
How do I change my payment frequency (e.g. from monthly to annual)?
Please contact your account manager who can change this for you, or email us here.
What’s the difference between the download and portal plan usage limits?
The download limit relates to public tender documents that you download from one of our buyer partners. The portal usage limit is in relation to the number of registrations you have with our buyer partners.
How does the document download usage work?
The download limit relates to public tender documents that you download from one of our buyer partners. The usage limit is per account, not user.
Will you send me the tender notice as soon as its released?
Our tender notification email is sent once per day, Monday to Saturday. We only send one email per day to mitigate the risk of you missing a tender and to make your inbox easier to manage
How do I amend the tender notices I am receiving?
How do I access public tender documentation?
If the public tender is being released by one of our buyer partners, you will be able to access the tender documentation by clicking the link on the email or within the platform. If we have picked up the tender through our external monitoring of the market, we will provide the information on where you can access the tender documentation.
What is the difference between an RFT, RFQ, and EOI?
We recommend visiting the Glossary on our website to get a full understanding of tendering terminology.
What is a tender submission deadline, and how important is it to adhere to it?
The tender submission deadline, also known as the closing date, is set by the procurer who released the tender notice. It is the day and time that you, as a supplier, must submit your tender bid or quote. How to submit this will be outlined in the tender summary or tender documents. It is imperative that you make your submission on time. Please allow enough time before the submission to upload your files.
What is the difference between public and private tenders?
A public tender or notice means that the tender is available for all suppliers to view and respond to.
A private tender can sometimes be referred to as a closed or invite-only tender. It is a tender notice that the procurer has chosen to send to invited suppliers only and only those suppliers can view and respond to the tender notice information.
Why can’t I access a private tender?
You can only view and access a private tender if you or your company, associated with the same account number, have been invited by the buyer.
Do all buyers publish through illion TenderLink?
In FY24, we published over 28,000 public tenders, 39% of which were from our own buyer partners. As a paying subscriber, you will have direct access to these contracts. We also monitor the external market and will keep you notified of other public tenders being released outside of illion TenderLink.
Which councils and organisations do you partner with in our region?
You can find a list of our procurement partners and filter by region and industry sector on our website here.
How do I find out who has won a tender?
If a buyer chooses to release the information publicly, then we will capture the information and store the awarded data in our database. If they choose not to release the information, then we recommend contacting the buyer directly. There is a guide and video available within the platform to assist you with awarded data.
Why are there additional document download fees attached to some tenders and notices?
Buyers will sometimes attach a document download fee to a tender to ensure that only serious, interested parties respond. This fee is set by the buyer and not us. It will need to be paid before you can access the tender documents.
Can you help me prepare my tender submission?
We do not provide tender writing services. You can use external bid writers who may be able to assist you with tender response writing and training. We also have a 10-step guide to tender writing that paid subscribers can access.
What industries do you cover?
When you subscribe to illion TenderLink, you can see all the industries we cover under: ‘My Details’, ‘My Profiles’, and ‘New Profile’.
Can I run a report on my downloads and submissions?
We recently launched a new reporting tool available on the dashboard in the illion TenderLink notification portal. This reporting tool allows you to run reports on your tendering activity.
How do I find out when a contract or tender is up for renewal?
As a paying subscriber, you have access to our awarded data feature within the illion TenderLink platform. This tool gives you the option to search for contract end dates and view tender outcome information. Please note that this information is only available if the buyer has chosen to publicly release it. There is a guide and video available within the platform to assist you.
Can I view my previous submissions?
Within the illion TenderLink platform, you can view what tenders you have previously responded to through illion TenderLink’s buyer partners. This information shows the tender information summary, but does not show your uploaded submission.
How do I submit a tender as an active subscriber from the illion TenderLink platform?
Firstly, download all the tender documents, answer all the questions in the documents, click ‘Submit Notice Response’, continue before going to last page, upload files one at a time, then submit your response.
If my tender response was closed due to a technical issue who can help?
Our tech support team are equipped to assist with any technical issues that may arise.
Buyers FAQs
Who in my organisation can create new users?
Only users with administrative access can create new users.
How do I create a new user?
From the dashboard, click ‘Our User Details’, then click ‘New User’ on the bottom right.
What does Prime User mean?
The Prime User is the main user of the portal. This person is nominated by the organisation as the main contact person for the account.
How do I change the Prime User?
Only users with administrative access can change the Prime User. From the Dashboard, click ‘Organisation Details’, then click ‘Edit’ on the bottom of the screen and select a new user in the drop-down menu.
How many users can I have?
You can have unlimited users.
What suppliers are listed in the ‘Our Suppliers’ tab?
Only suppliers who have registered with your organisation can be found in this list.
Do suppliers have to pay to register?
No, registration is free for suppliers.
Other than our registered suppliers, who is notified of public tenders?
illion TenderLink subscribers.
How do I add a new supplier to the list?
There are two ways suppliers can be added. They can register themselves by going to your portal and clicking the ‘Registration’ link on the taskbar, or you can register suppliers on their behalf from your dashboard by clicking ‘Our Suppliers’, then clicking ‘New Supplier’ on the bottom left.
Can I remove a supplier from the list?
Yes, on the ‘Our Suppliers’ page, check the box next to the supplier you wish to remove, then click the rubbish bin icon on the top left.
What is a supplier panel?
Supplier panels allow you to organise your supplier list based on internal requirements, such as pre-approved suppliers.
How do I create a supplier panel?
From the dashboard click ‘Supplier Panels’, then click ‘New Panel’ on the bottom left. Next, give the panel a name, save it and click ‘Add Supplier’ on the top right. This will open a pop-up window which shows all of your suppliers. Check the box next to the ones you want to add and then click ‘Add Supplier’.
Is illion TenderLink IOS 27001 certified?
illion TenderLink as a service aligns with IOS 27001.
Are there any file type restrictions?
illion TenderLink can accommodate Word, PDF, PNG, JPG, Excel, and ZIP.
Is there a maximum file size when uploading documents?
Yes, the maximum upload is 2GB across 30 separate documents.
How do I post a tender?
illion TenderLink has some user guides with step-by-step instructions on how to post a public and private eRFx Notice. You can find these under the ‘Online Manuals’ link on the dashboard.
Does illion TenderLink check public notices before sending them to suppliers?
Yes, all public advertisements undergo a verification process. During this process, our team checks the description, documents and industry category selection to ensure you are reaching the correct suppliers.
How long does verification take?
We recommend uploading your tender 24 hours prior to your desired release date.
Does illion TenderLink check private notices?
No, private notices are not verified and will be released immediately on the release date.
What is an online forum?
An online forum is an area of illion TenderLink where suppliers can ask you questions about the notice documents.
Can all suppliers see the answers in the forum?
Yes, once you answer a question, the question and the answer are shared with all suppliers who have downloaded the documents. The question is anonymous so suppliers cannot see who asked the question, just what was asked and how it was answered.
What is an electronic tender box?
An electronic tender box or ‘ETB’ is a function that allows suppliers to make online submissions. With an ETB, suppliers will upload their submission into the box(es). When the notice closes, you will receive an electronic tender key to unlock and download the responses.
What is an evaluation requirements form?
This is an additional service that illion TenderLink offers. Our online evaluation form allows you to build a customised response from which you can attach to your notice for suppliers to respond with. When the notice closes, you then evaluate the responses online and run automatic reporting based on evaluator scores. If you would like to learn more, please contact your account manager.
How do I see notices I have posted?
From the dashboard, click ‘View/Amend Notices’ then click the plus (+) icon next to either public or private. Click on the illion TenderLink ID number of the notice you wish to view. This will take you to the Status Page.
Can I change the illion TenderLink ID number?
No, this number is generated automatically when the notice is posted and cannot be changed.
How do I change the closing date?
From the Status Page, go to the Tender Details tab. Here, the closing date will have drop-down menus which you can change. Once you have changed the closing date, click ‘Update Selections’ and the suppliers will be notified of the closing date change. You cannot change the closing date if the notice has already closed.
When I change the closing date, why does the pop-up have a different date?
The pop-up is referring to the question forum closing date. This will automatically change to allow the suppliers more time for questions. The forum closing date can be updated after you extend the notice.
How do I see who has downloaded my notice?
From the Status Page, go to the Tender Documents tab. From here, there will be a number displaying downloads and a button which reads ‘View Registered Interests and Downloads’, click here.
How do I issue an addendum?
From the Status Page, click ‘Issue Addendum’ on the bottom left.
Who is notified when I issue an addendum?
Only the suppliers who have downloaded the original documents are notified. Any other suppliers will receive the addendum when they download the documents for the first time.
How do I see who has downloaded the addendum(s)?
From the Status Page, go to the Addendums tab. Here you will see the date that each addendum was issued along with how many suppliers were notified. Click the date to see who was notified and if they downloaded the documents.
Can I see submissions before the closing date?
You cannot see who has made a submission prior to the closing date, however you can see how many submissions have been received. From the status page, go to the submissions tab. The number can be found there. There is a function to create an ‘Open Tender Box’ where you can view submissions as they come in. For more information, please contact your account manager.
How do I view the forum?
If you are receiving forum notifications, you will be sent an email each time a question is asked. This email has a link to view the forum. If you wish to view the forum manually, from the Status Page, click ‘View Forum’ at the bottom of the page.
How can I change who is receiving forum notifications?
From the Status Page, go to the User Notifications tab. The user currently receiving notifications will be in a drop-down menu on the top right. Click here and you will be able to select a new user to be notified.
How can I extend the closing date of the forum?
From the Status Page, go to the User Notifications tab. There will be a drop-down menu which says ‘[X] Days Before Closing’. Click here to choose a different date.
How do I reassign tender keys?
From the Status Page, go to the User Notifications tab. At the bottom of the page it will show who is receiving the tender keys. You can change the name in the drop-down menu to reassign them. Please note that if the notice has already closed, you cannot reassign the keys. If this happens, please contact your account manager.
How do I export my supplier list?
From the Dashboard, click on ‘Our Suppliers’. From here, click export at the bottom of the page. A pop-up window will open where you can select what information you wish to export. Click ‘Download’ and this will export an Excel file with all supplier information.
How do I run a tender summary report?
From the Dashboard, go to Reporting and click ‘Tender Summary (Private and Public)’. From here, either type in the illion TenderLink ID number, or choose a date range to report on.
How can I download a question forum?
From the Dashboard, go to Reporting and click ‘Forum Extract’. From here, type in the illion TenderLink ID number and click ‘Run Report’.
How can I download an addendum summary
From the Dashboard, go to Reporting and click ‘Addendums Summary’. From here, type in the illion TenderLink ID number and click ‘Run Report’.
Export notice interactions are not exporting into Excel. How do I run this report?
From the Dashboard, go to ‘View/Amend Notices’ and select the Tender ID number of the notice you need to report on. Then click ‘Export Notice Interactions’. In the pop-up window, click the Excel icon. Then copy all of the text that appears by pressing CTRL A and copying with CTRL C. Then open an Excel file and right click on a cell, choose ‘Paste Special’ in the pop-up window and then choose ‘Uniode Test’ and then paste.