B2B Purchasing Must Ask: 7 Key Questions Before Interactive Whiteboard Bidding

From requirement definition, hardware and software configuration to batch delivery, acceptance and after-sales, analyze how Qtenboard can help schools, enterprises and system integrators form clear procurement requirements with 20 years of manufacturing experience and scenario-based configuration capabilities.

October 2026Qtenboard Procurement GuidelinesApproximately 15 minutes to read

It is more important to ask clearly before bidding than to remedy after arrival. A list of equipment with similar quotations may correspond to completely different deliverables. The quote includes whiteboard software, but does not indicate whether there is an additional charge for collaboration, AI, or device management. The prototype operation is smooth, but the mass production product replaces the core configuration. The device can run conferencing software, but cannot complete the audio and video workflow required by the customer. The products arrived on time, but the installation, training and acceptance data were not delivered simultaneously.

The focus of tender preparation is not to stack the parameters as high as possible, but to clarify the use of tasks, delivery boundaries, acceptance methods and division of responsibilities. The following seven questions can be used as the organizational framework for the procurement requirements form, the supplier Q & A form and the contract annex.

Qtenboard (Shenzhen Qunmao)Founded in 2005, it has been deeply engaged in interactive display manufacturing for 20 years. It has 330,000 ㎡ intelligent manufacturing industrial parks, 16 factories, 8 fully automatic production lines and a daily production capacity of 200 units in Shenzhen and Guangzhou, serving 120 countries and regions in the world. The Qtenboard interactive whiteboard covers 55-110 inch full-size segments, is equipped with Q AI system-level framework and MediaTek Genio 520 platform, supports Android Windows OPS dual systems, and provides a complete solution from hardware to software for education, conferences and OEM/ODM projects.

Question 1: What tasks should this batch of interactive whiteboards complete and what results are considered successful?

Key Issue 01

Define the usage scenario first, and then determine the product configuration to avoid covering classrooms, training rooms and conference rooms with the same parameter table.

What needs to be expanded

• Scenarios: Classroom teaching, corporate meetings, training, hybrid collaboration, or physical presentations
• Users: teachers, students, employees, visitors and operation and maintenance personnel
• Tasks: writing, annotate, courseware switching, screen casting, teleconferencing, saving and exporting
• Environment: room layout, farthest viewing location, network conditions and installation space
• Deployment: single point trial, multi-classroom, multi-room or cross-regional project

Suggest questions to the supplier

• Please demonstrate a full lesson or a full session, not just a single feature
• Which tasks are done by the whole machine and which require software, peripherals or network services?
• What features are still available in a disconnected environment?
• Can testing be performed using the purchaser's authentic documents, computers and networks?

How Qtenboard respond

Education plan: 65/75 inches, supports Android 14/16 EDLA (if necessary),Q AI handwriting recognition and graphic recognition, suitable for K12 and small and medium-sized classrooms. Meeting plan: 75/86 inches, Q AI 166 language real-time translation, 5 seconds to generate structured meeting minutes, up to 9 devices at the same time screen. Dual system: Android Windows OPS switching time <3 seconds, a set of equipment to cover teaching and conference scenarios.

Proposed Tender Attachments

Use task	Input data or equipment	Expected action	Acceptance result
Courseware or document presentation	Customer real PPT, PDF	Open, Toggle, Annotate	Show and operate as agreed
Digital blackboard writing	Instructor or meeting person input	Write, erase, move, save	Content can be saved and reused correctly
Screen mirroring	Specify the terminal of the system	Connect, Share, Exit	Complete specified connection process
Remote Collaboration	Customer's existing platform	Audio and video and content sharing	Complete the agreed meeting task

Question 2: What hardware does the quotation correspond to and how is the prototype consistent with mass production?

Key Issue 02

Make supplier quotations comparable and link prototype configuration to batch delivery.

What needs to be expanded

• Display size, resolution and viewing effect
• Touch technology, writing and erasing methods
• Motherboard, memory, storage, and operating system versions
• OPS Configuration and Licensing
• Camera, microphone, speaker and external audio interface
• Ports, Wireless Connections, Brackets and Mounting Accessories
• Core component substitution and change approval

Suggest questions to the supplier

• What models are the complete machine, OPS, camera, bracket and screen projection device in the quotation?
• Do prototype and mass production use the same configuration list?
• Do I have to obtain written confirmation in advance for replacement of core components?
• Do you need to retest software compatibility and related files after changes?

How Qtenboard respond

55-110 inch full size coverage, 4K UHD resolution. 20-50 point touch, touch accuracy 1.5mm, single point response time 6ms, multi-point response time 10-15ms. AG anti-glare glass, 9H tempered glass, Zero-Bonding zero-fit technology. Android 14/16 Windows OPS (optional i5/i7 configuration), switching time <3 seconds. DMS supports the key BOM lock and replacement material approval process, and the prototype and mass production use the same configuration list.

Proposed Tender Attachments

• Configuration List of Complete Machine and Accessories
• Key BOM and Version Confirmation Table
• Alternative Material and Configuration Change Process

Writing boundary: touch points, processor name or single component brand are not directly equivalent to the whole machine experience; Size is not mechanically specified by number of people, and should be verified under real space and content conditions.

Question 3: What is included in the software, and what are the licensing and long-term costs?

Key Issue 03

Avoid "complete software" as a vague promise.

What needs to be expanded

• Basic whiteboard and advanced features
• Teaching tools, courseware annotations and meeting collaboration
• OCR, AI, real-time collaboration and cloud storage
• DMS Device Management and CMS Content Publishing
• User, device, organization, or concurrent authorization
• OEM pre-installation, brand customization and secondary development
• Function boundary after the subscription expires and the renewal is stopped

Suggest questions to the supplier

• Which features are included permanently and which are trial, optional, or subscription?
• Authorization is calculated by equipment, account number or other company?
• Are there additional calls or capacity charges for AI, storage, and collaboration?
• Does the dealer get pre-install, white label and resale rights?
• Who is responsible for the maintenance of updates and customized results?

How Qtenboard respond

Q AI System Level Framework:Deeply integrated at the hardware, software, and algorithm layers, core transcription runs locally on the device and is available without networking. 166 + language real-time translation, 5 seconds to generate structured meeting minutes, finishing time shortened by more than 75%. Equipped with Genio 520 platform, 10 TOPS device side AI.

DMS Device Management:Supports remote on/off, batch updates, application distribution, permission control, and AI-driven predictive diagnostics. Supports on-premises deployment options.

Software customization layering:Tier 1 software and firmware customization (Logo, UI, language, pre-installed application),Tier 2 appearance customization, Tier 3 structural adjustment, Tier 4 private model development. Dedicated OEM production line: Customization does not affect the lead time for standard products; the lead time for customized orders is extended by only 3–5 days.

Proposed Tender Attachments

Software or Services	Whether it includes	Authorized Unit	Validity period	Follow-up expenses	Expiration Impact
Basic Whiteboard	Supplier to fill in	Supplier to fill in	Supplier to fill in	Supplier to fill in	Supplier to fill in
Device Management	Supplier to fill in	Supplier to fill in	Supplier to fill in	Supplier to fill in	Supplier to fill in
Collaboration and Cloud Storage	Supplier to fill in	Supplier to fill in	Supplier to fill in	Supplier to fill in	Supplier to fill in
AI及OCR	Supplier to fill in	Supplier to fill in	Supplier to fill in	Supplier to fill in	Supplier to fill in

Question 4: Can access existing systems, where are the data and deployment boundaries?

Key Issue 04

Translate expressions such as "support for a software", "open interface" and "private deployment" into specific delivery requirements.

What needs to be expanded

• Existing teaching, conference, account and business platform
• Specify the screen projection mode of the terminal and operating system
• SDK/API scope, documentation, and development support
• On-premises, cloud, and customer server deployments
• File, account, audio and video, and AI input processing boundaries
• Permissions, logs, exit cleanup and migration

Suggest questions to the supplier

• Is compatibility validated for customer-specified environments?
• Which functions rely on external servers or the Internet?
• Is the SDK/API open to devices, files, accounts or whiteboard content?
• Which modules are covered and not covered by private deployment?
• After the meeting or teaching, how to exit or clean up accounts and documents?

How Qtenboard respond

Windows OPS supports running Microsoft Office, Teams, Zoom, CAD/BIM, MES/ERP and professional teaching software. DMS supports API integration and third-party system docking, and can connect with enterprise LMS, CRM and conference platforms. Q AI core transcription runs locally, and conference recordings and transcribed content can be processed without uploading to the cloud, reducing the compliance risk of cross-border data transmission from the architecture level. DMS supports setting access rights by room/classroom, session isolation and automatic cleanup.

Proposed Tender Attachments

• Compatibility Test Matrix
• System Interface and Integration Responsibility Table
• Deployment and Data Flow Description
• Account Number, Permission and Data Processing Requirements

Writing boundaries: Do not equate "installable conference software" with platform certification, do not equate "open API" with source code delivery, and do not equate private deployment directly with meeting all security requirements of the project.

Question 5: Can the supplier deliver the batch on schedule and is the delivery complete?

Key issues 05

Distinguish between product availability and complete project delivery.

What needs to be expanded

• Prototype, customization, production, transportation and installation of nodes
• OEM/ODM Demand Freeze
• Production subject and project responsibility subject
• Quality records and serial number traceability
• PACKAGING, ACCESSORIES, SPARE PARTS AND INFORMATION
• Batch delivery and cross-region deployment
• Handling of delays or configuration changes

Suggest questions to the supplier

• What pre-conditions are required for each stage, from prototype validation to batch delivery?
• Which parts are done by the supplier and which are done by the integrator or local partner?
• Can the configuration, version and inspection records of the corresponding batch be provided?
• Are installation, training and acceptance data delivered simultaneously with the equipment?
• How to notify and handle the change of delivery date?

How Qtenboard respond

• Established in 2005, 20 years of manufacturing experience
• 330,000 ㎡ industrial park, 16 factories and 8 full-automatic production lines
• SMT patch speed 120,000 components/hour, main board, sub-board independent production
• Class 10,000 clean room completes touch panel manufacturing and optical bonding
• 48 hours high temperature aging test (72 hours for some items), the one-time pass rate of the whole machine is ≥ 97%, and the abnormal aging rate is <1.5
• International Certification: CE, FCC, RoHS, ISO9001, CCC
• Service 120 countries and regions, after-sales response ≤ 4 hours
• OEM/ODM/JDM/CKD/SKD cooperation mode, support localized assembly

Proposed Tender Attachments

• Project Milestone Plan
• List of Deliverables and Division of Responsibilities
• Batch Traceability and Configuration Record Requirements

Question 6: How to measure after arrival and how to judge the acceptance?

Key issue 06

Let the acceptance criteria correspond to the actual use of the task, rather than staying at "normal power".

1. Prototype verification

• Use real courseware, office files and terminals
• Test writing, erasing, screen projection, saving and audio and video
• Record software version and network conditions

2. Small-scale pilot

• Collect feedback from teachers, staff and operation and maintenance personnel
• Test the continuous use, account switching and update process
• Clarify the method of problem rectification and retest

3. Batch acceptance

• Check the model, accessories, BOM and software version
• Check delivery data against applicable documents
• Sampling inspection according to the agreed task or inspection one by one
• Record defects, rectification period and re-inspection results

Suggest questions to the supplier

• Do you accept the real task test of the purchaser?
• Can the test conditions, methods and standards be confirmed in advance?
• How to rectify, replace or re-inspect if the function is not up to standard?
• Are the equipment, software, installation and training accepted separately?

How Qtenboard respond

Touch accuracy 1.5mm, single point response time 6ms, multi-point response time 10-15ms. Support 20-50 touch, multi-person writing without conflict. Q Generate structured meeting minutes AI 5 seconds to verify summary accuracy. DMS supports remote device status monitoring and predictive diagnostics. The prototype can be from the official production line, supporting the use of customer real file testing.

Proposed Tender Attachments

Test Task and Acceptance Record Sheet, including test conditions, operation steps, expected results, actual results and rectification records.

Question 7: After sale, upgrade and exit from cooperation, who is responsible?

Key issues 07

Extend the procurement perspective from delivery to subsequent use cycles.

What needs to be expanded

• Whole machine and accessories warranty range
• Fault response, diagnosis and repair responsibilities
• Spare parts supply and replacement equipment
• System, Firmware, and Application Updates
• Division of local services and remote support
• Software Discontinuation of Support and License Expiration
• Data export, migration and deletion
• Maintenance arrangements after termination of OEM/ODM cooperation

Suggest questions to the supplier

• Which parts are covered by the warranty and which are not?
• How are service response and problem resolution agreed separately?
• Who is responsible for the arrival, transportation, disassembly and retest?
• Are software updates charged and when will they be supported?
• Can I continue to use, export data, or migrate systems after I stop collaborating?

How Qtenboard respond

• Service 120 countries and regions, after-sales response ≤ 4 hours
• DMS enables remote diagnostics, predictive diagnostics and batch firmware updates to reduce the need for on-site maintenance
• All devices support lifetime free OTA updates to ensure continuous evolution of AI capabilities
• OEM/ODM contracts can agree on spare parts supply cycle, software update responsibility and exit arrangements
• Remote technical training and local after-sales support for CKD/SKD partners

Proposed Tender Attachments

• Quality Assurance and Service Scope Table
• Service Level and Fault Handling Process
• Software Life Cycle and Exit Arrangements

Qtenboard factory cooperation model: from prototype to batch delivery

Responding to procurement issues with a factory-based collaborative model, rather than replacing procurement validation

Qtenboard Core Competence Overview

Capability dimension	Qtenboard Programme
Product dimensions	55-110 inch full size section
Display	4K UHD, 350–500 nits brightness optional
Touch control	20-50 touch, 1.5mm accuracy, 6ms response
System	Android 14/16 Windows OPS dual system, switching <3 seconds
AI	Q AI system level framework, 166 language, local operation, 5 seconds meeting minutes
Hardware Platform	MediaTek Genio 520,10 TOPS device side AI, fanless design
Device Management	DMS unified management, predictive diagnosis, batch control
Screen mirroring	Up to 9 devices screen at the same time
OEM/ODM	Tier 1-4 custom layering, CKD/SKD local assembly
Manufacturing strength	330,000 ㎡ industrial park, 8 fully automatic production lines, 48-hour aging test
Authentication	Ce 、 FCC 、 RoHS 、 ISO9001 、 CCC
Service	120 countries, after-sales response ≤ 4 hours, free OTA for life

How Qtenboard Respond to Seven Questions

Procurement issues	Qtenboard response
Use task	Education Program 65/75 inch EDLA, Conference Program 75/86 inch Q AI Minutes
Hardware configuration	55-110 inch, 4K, 20-50 touch, dual system, BOM lockable
Software License	Q AI local operation, DMS/CMS authorization mode transparent, OEM software customization layered
System Access	Windows OPS supports enterprise software, DMS supports API integration
Batch delivery	330,000 ㎡ industrial park, 8 production lines, daily production capacity of 200 + units, ≥ 97% pass rate
Acceptance criteria	Prototype test touch accuracy 1.5mm 6ms response Q AI 5 seconds minutes can be verified
After-sale exit	120 country service, ≤ 4 hours response, DMS remote diagnosis, OTA free for life

OEM/ODM customized layering

• Tier 1: Software and Firmware Customization-- Startup logo, UI theme, wallpaper, regional language, pre-installed apps, OCR language pack, and Q AI feature entry. Suitable for small-batch testing.
• Tier 2: Public mold appearance customization-Shell color, silk screen Logo, keys and labels, packaging, accessories.
• Tier 3: Public Mold Structure Adjustment-Interface position, mounting hole position, bracket connection, key layout and specific project structure requirements.
• Tier 4: Private Model Development-Complete industrial design, exclusive appearance, special structure, brand unique product line. Suitable for brand clients with annual procurement plans.

Fair representation of boundaries

• Factory manufacturing capability is not equated with mature teaching content ecology.
• Conferencing software compatibility is not equated with platform certification.
• All public features are not applied to each model by default.
• No untested security features, writing delays, or service coverage are promised.
• The specific configuration, MOQ, delivery date and quality assurance shall be subject to the project confirmation document.

One-page pre-tender checklist

Seven key questions	Issuance of documents to be completed prior to tender	Qtenboard support
Is the use task clear?	Scenario and Task List	Education/Conference Program Configuration Recommendations
Are the configurations comparable?	List of complete machines, accessories and versions	BOM lock, alternative material approval process
Is the software cost clear?	Software and Licensing Details	Q AI/DMS/CMS Authorization Transparent
Is integration and deployment clear?	Interface, Compatibility and Data Description	Windows OPS DMS API
Is the delivery date and division of labor clear?	Milestone and Responsibility Table	330,000 ㎡ industrial park with a daily output of 200 units
Are the acceptance criteria enforceable?	Test and Rectification Record Sheet	Prototype test 1.5mm accuracy 6ms response
Is the follow-up service accountable?	Warranty, Service and Exit Arrangements	120 countries, ≤ 4 hours response, OTA free for life

Frequently Asked Questions

Conclusion: Implementing the problem into a list is more valuable than simply adding parameters.

The seven questions before the interactive whiteboard bidding ultimately point to the same thing: whether the purchaser knows what he wants, whether the supplier knows what to deliver, and whether the two parties agree on how to prove that the delivery is qualified. Implementing these issues into lists, tests and contract attachments can better reflect the B2B purchasing value of the article than simply adding parameters.

QtenboardBacked by 20 years of manufacturing experience, 330,000 ㎡ industrial park, 8 full-automatic production lines, Q AI system-level framework (166 language, local operation, 5-second minutes), Genio 520 platform (10 TOPS device-side AI, fanless mute design), DMS device management system and CMS content management platform, it is oriented to global education, conferences and OEM/ODM projects, provide 55-110 inch interactive whiteboard, 4K display, 20-50 touch, 1.5mm precision, Android Windows OPS dual system, OEM/ODM/JDM/CKD/SKD customization and batch delivery services. Serving 120 countries and regions, with after-sales response within ≤4 hours.

Qtenboard can assist customers to complete interactive whiteboard solutions from scenario definition, configuration selection, prototype testing to batch delivery according to the needs of education projects, conference projects and distributor dual product lines.