Fluenta One for

Subcontractor information ready for your next tender

Procurement and ESG data collection in one process, designed to fit your existing workflows.

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Practical examples

What it looks like in practice

Three situations that occur regularly in your organisation – and that end differently with Fluenta One.

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Integrated operation

ESG compliance, without the extra work

Embedding data collection into each step of the procurement process drastically reduces manual work – while automatically producing an auditable ESG report.

01

Request for Proposal

ESG criteria embedded

02

Supplier Qualification

Data validated

03

Contract Signing

CSRD clauses included

04

Performance Verification

Audit trail generated

–90%

manual administration in data collection

From reminders to validation to report generation, most of the process runs automatically.

🔒

No data – no payment.

A subcontractor does not receive payment approval until their ESG data has been submitted. The system manages this automatically – no one needs to make a phone call. This is the mechanism that genuinely enforces data submission.

RFI and supplier communication

Negotiation in the system, in one place

An RFI can bring in hundreds of supplier responses. In Fluenta One, it all stays organised
and gets you faster to a narrower, more precise second round.

  • Clear, equal terms

    Negotiation happens in one place, on the same terms for everyone. No side deals, and the whole process is traceable.

  • A sharper RFP from the responses

    The first round filters; the second continues with the strongest candidates and sharper questions. Less manual work, a faster path to relevant offers.

  • Protected data, complete offers

    Sensitive tender data is only accessible under confidentiality, and incomplete offers are held back.

Two rounds to the relevant offers Round 1 → Round 2
RFI Many first-round responses
Shortlist The strongest candidates
RFP A few qualified offers

Supplier management

An up-to-date supplier pool, tender after tender

Construction works with a huge number of suppliers, and the pool keeps changing. Fluenta One requests data updates regularly, so every tender starts with an up-to-date pool.

Supplier pool Data update sent
Facade cladding – new tender Qualification carried over: Northern depot project
SupplierDocumentsESGStatus
Alfa Construction Ltd. Eligible
Beton-Pont Ltd. Eligible
Stonehouse Bau Ltd. Expiring Update requested
Novum Structures Ltd.New supplier – – External data
External data sources: Company information Sanctions lists News monitoring

  • Always clear who can be invited

    The system shows which supplier can be invited to a given tender, and based on what data. Where you have no experience with a supplier yet, connected external data sources provide a reliable starting point: company information, sanctions lists, news monitoring.

  • Documents and ESG, always current

    Certificates, references and ESG status stay current for every supplier, all in one place.

  • Reusable across projects

    Qualification carries over from project to project: what's in the system is at hand for the next tender, and the system flags when something needs updating.

deal tracking
Control stays with you

Automation handles the routine, the decision is always yours

🎯 Management control at every point

The system never makes a final decision. Exceptions and approval points always land on your desk.

🔍 Data source verification and audit trail

The system performs format and completeness checks, the responsibility for the content remains with the submitting subcontractor – and the system documents this.

🔗 Sits alongside your existing systems

ERP, BIM, financial systems – Fluenta One integrates alongside them, not instead of them. Fluenta One supplies data to the BIM system; it does not replace it.

No-pressure conversation. Concrete answers.

Let's discuss how Fluenta One works, tailored to your own processes.

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FAQ

Frequently Asked Questions

01

Can Fluenta One integrate with our existing ERP system (SAP, Microsoft Dynamics, etc.)?

Yes. Fluenta One has native API connections to the market's leading ERP systems, including SAP, Microsoft Dynamics 365, and many other enterprise management platforms. Integration typically requires a one-time setup, after which the two systems sync automatically – no need to enter data in parallel. For specialist or custom ERP systems, our team can build a dedicated connector.

02

How long does implementation take, and what happens to our ongoing projects?

Average implementation time is 6-8 weeks, depending on the number of projects and the complexity of the ERP integration. Ongoing projects transfer smoothly: existing contracts, subcontractor data and financial history can all be imported, so there is no need to start from scratch. A dedicated implementation manager is available throughout, and a structured testing phase precedes go-live.

03

What do subcontractors need to do? Do they need to buy new software?

Subcontractors do not need to purchase or install any software. Fluenta One provides a dedicated subcontractor portal, accessible from any browser – registration is free and takes minutes. Through the portal, subcontractors can submit invoices, track payment status in real time, and access relevant contract documents. This benefits them too: faster performance verification, a more transparent payment process – and no more searching through email chains.

04

Will the auditor accept data recorded in Fluenta One?

Yes. Fluenta One provides a complete audit trail: every transaction, modification and approval is recorded with a timestamp, user ID and document reference. The system complies with applicable accounting and e-invoicing regulations, and exported reports can be used directly in audit proceedings. Auditors can be granted read-only access through a dedicated role.

05

Where is our data stored, and who can access it?

Data is stored in EU-based data centres certified to ISO 27001, in full compliance with GDPR requirements. Access is restricted to users within the permissions you define – Fluenta staff cannot view or process your data without your explicit consent. A Data Processing Agreement (DPA) is signed with every client.

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