GAEB, ÖNORM, NPK: Tender File Formats Explained, from Import to Bid

Transparency note: This article is by Scalera, a provider of software for tenders and quotes. We explain standards and formats based on the original sources from GAEB, CRB and reference literature; the requirements of the specific tender always take precedence.

If you answer tenders regularly, you know the problem: the bill of quantities is clear, but the file does not fit your system. Sometimes a column is missing, sometimes the file will not open, sometimes the bid goes out in the wrong format. This guide explains the main formats and shows where the typical pitfalls are.

How to read and check the content of a bill of quantities is covered in Analyse a bill of quantities with AI. This article is about the file itself: which format comes in, and how does the bid go back?

Which tender formats exist in Europe?

There is no single European format. Depending on the country, client and industry, you will meet structured exchange formats, standardised text catalogues or unstructured documents. For a bid team, it helps to distinguish five cases.

Excel/CSV and PDF/scan: no binding standard; content varies by sender.

Structured formats can be imported reliably if the version and phase match. Excel and PDF need more interpretation, because every contracting authority uses its own layout.

GAEB DA XML: exchange phases from X80 to X89

GAEB DA XML is the data exchange format of the German Joint Committee for Electronics in Construction for tendering, awarding and invoicing (GAEB, data exchange). It was introduced in 2009 and replaced the ASCII-based predecessors GAEB 90 and GAEB 2000 (Wikipedia, GAEB).

Every file belongs to an exchange phase. The extension is «.Xnn», where «nn» stands for the phase (GAEB, DA XML 3.3 documentation). A file ending in .X83 is therefore a request for bids, and an .X84 is a bid.

Source: GAEB, DA XML 3.3 documentation. Other phases include X80 (universal BoQ data), X87 (order confirmation) and X89 (invoice).

Which version applies?

The current version of GAEB DA XML is 3.3 (GAEB, data exchange). According to GAEB, all earlier rules are no longer supported, and there is no compatibility with the syntax of predecessors including XML 3.2 (GAEB, data exchange). A beta version 3.4 has already been announced (GAEB, data exchange).

In practice, check which version a file has and which version your software can read before importing. A version mismatch is one possible reason why a file will not open.

ÖNORM A 2063 and B 2063: what applies in Austria

In Austria, ÖNORM A 2063 governs the electronic exchange of specification, element catalogue, tender, bid, order and invoicing data (Wikipedia, ÖNORM A 2063). The data is exchanged in XML format (Wikipedia, ÖNORM A 2063).

The term «ÖNORM B 2063» refers to a predecessor standard. Since 1 June 2009, ÖNORM A 2063 has replaced the 1996 editions B 2062, B 2063 and B 2114, which were technically revised and merged (Wikipedia, ÖNORM A 2063). According to the same source, the standard also applies to supplies and services.

If you bid in both Germany and Austria, keep the two formats clearly apart. The tender documents state which format is required for the bid.

NPK: bills of quantities in Switzerland

In Switzerland, CRB calls the Normpositionen-Katalog NPK the tool of choice for describing construction work (CRB, NPK: an instrument for everyone). CRB describes it as a standardised language that makes tenders clearer than self-written texts (CRB, NPK: an instrument for everyone).

The NPK chapters are grouped into ten chapter groups from 000 to 900, and one chapter usually corresponds to one trade (CRB, NPK chapter groups). CRB recommends using so-called closed items wherever possible (CRB, NPK user guide).

For suppliers this has an advantage: recurring NPK items can be linked well to your own products or services. Free texts and additions within the items still need to be read.

Excel and PDF bills of quantities

Not every tender arrives in an exchange format. Excel files look structured but follow no fixed schema. Column names, units and structure differ from sender to sender.

PDFs are even more open. A digitally created PDF at least contains readable text, while a scan only contains an image of the page. Tables across several pages, footnotes and preliminary notes first have to be reassembled into items.

What typically goes wrong on import

The following errors are typical reasons why an import takes longer than planned:

• Wrong version: the software expects a different GAEB version from the one delivered.
• Wrong phase: instead of a request for bids (X83), you receive a specification (X81) or universal BoQ data (X80) with different mandatory fields.
• Losses via an Excel detour: structure, long texts or flags are lost during conversion.
• Inconsistent units: pieces, metres or lump sums appear in the text instead of a separate column.
• Poorly legible scans: skew, stamps or low resolution distort numbers and item numbers.
• Overlooked preliminary notes: requirements sit outside the items and are missing after import.

A short intake check helps: format, version, phase, number of items and completeness of texts. That way, gaps show up before the deadline gets tight.

Returning the bid in the required format

With GAEB, the path is clearly defined: the request for bids X83 is followed by the bid submission X84. Bidders add prices, bidder text additions and free quantities to the bill of quantities and send it back; the submission time is fixed in the request for bids (GAEB, DA XML 3.3 documentation).

An important detail: on export, the GAEBInfo section must contain the data of the program that created the file. According to GAEB, it is not permitted to copy the GAEBInfo from the imported X83 when creating an X84 (GAEB, DA XML 3.3 documentation). An alternative bid (X85) is only possible if the client allows it (GAEB, DA XML 3.3 documentation).

For internal processing, it also matters that results reach the ERP or CRM without retyping. What this looks like in practice is described in ERP integration for tenders and quotes.

How Scalera works with these formats

Scalera automatically processes tenders, bills of quantities and submissions in PDF, scan, Excel, GAEB, NPK, ÖNORM and other standards (Scalera, Product Matching). According to the product page, technical requirements are recognised even across chapter and page breaks (Scalera, Product Matching).

Besides files, Scalera also processes emails with free text or attachments (Scalera, FAQ). Matched tenders can be exported via CSV, XML, GAEB or API into ERP, CPQ or CRM systems (Scalera, Product Matching). Learn more on the Product Matching page.

Frequently asked questions about GAEB, ÖNORM and NPK

What is a GAEB file?

A GAEB file is a bill of quantities in the data exchange format of the German Joint Committee for Electronics in Construction (GAEB). Its current form is called GAEB DA XML and is used for tendering, awarding and invoicing (GAEB, data exchange). The file extension shows the exchange phase, for example .X83 (GAEB, DA XML 3.3 documentation).

What do X83 and X84 mean?

X83 is the request for bids: the bill of quantities without prices, sent to interested companies. X84 is the bid submission: bidders add prices, bidder text additions and free quantities and send the file back (GAEB, DA XML 3.3 documentation).

What is the difference between GAEB 90, GAEB 2000 and GAEB DA XML?

GAEB 90 and GAEB 2000 are older, ASCII-based formats. GAEB DA XML was introduced in 2009 and is based on XML with defined schema files (Wikipedia, GAEB).

Is ÖNORM B 2063 still valid?

No, not as a standard of its own. Since 1 June 2009, ÖNORM A 2063 has replaced the 1996 editions ÖNORM B 2062, B 2063 and B 2114 (Wikipedia, ÖNORM A 2063).

What is the NPK?

The NPK (Normpositionen-Katalog) is the standardised language for Swiss specifications, published by CRB (CRB, NPK: an instrument for everyone). Its chapters are grouped into ten chapter groups from 000 to 900; one chapter usually corresponds to one trade (CRB, NPK chapter groups).

Can I simply convert a GAEB file to Excel?

You can, but the detour via Excel can lose structure, long texts or flags. You answer a request for bids X83 with a bid submission X84 (GAEB, DA XML 3.3 documentation). The tender documents define which format you must submit, so an Excel copy is better suited to internal work than to submission.

Which formats does Scalera process?

According to the product page, Scalera automatically processes tenders and bills of quantities in PDF, scan, Excel, GAEB, NPK, ÖNORM and other standards and exports to GAEB, among other formats (Scalera, Product Matching).

Key takeaways

• GAEB DA XML (Germany), ÖNORM A 2063 (Austria) and NPK (Switzerland) each follow their own rules; tenders also arrive as Excel or PDF.
• With GAEB, version and exchange phase determine whether the import works; X83 comes in, X84 goes back as the bid.
• ÖNORM B 2063 was merged into ÖNORM A 2063 in 2009.
• A short intake check of format, version, phase and completeness reveals typical import errors early.
• In a demo, you can see how Scalera reads and matches your tender files.