The bidding assistant

The bidding assistant takes your team from "this tender looks good" to "the bid is ready to sign and upload". It reads the tender's own documents, lists what the bid must contain, drafts the parts and checks them. It's included in Pro and Business and paid with your organisation's bid credits.

Which tenders can I use it for?#

Tenders from Spain, Italy, France and Germany. For other countries the Bid tab shows "Bid assistant coming soon", and our general guides still apply.

How do I start?#

1. 1

   On the notice page, click Prepare a bid. The tender is added to the pipeline in Bidding and its Bid tab opens.

2. 2

   Or open a pipeline item and choose the Bid tab.

3. 3

   Check that the tender documents are there (see below), then click Analyse the documents.

The bid is shared with everyone in your organisation, so colleagues can work on it at the same time.

Getting the tender documents#

• Spain (PLACSP): the assistant downloads the PCAP, PPT and annexes itself.

• Italy, France, Germany: the tab shows Get the tender documents with instructions for the buyer's platform. Download the files there and upload them here (PDF, DOCX, ODT, XLSX, XML or ZIP, up to 50 MB per file and 200 MB per tender).

Tender documents are public, so the first uploaded set is shared with others preparing a bid for the same tender, and the cached analysis is reused at no cost. Your drafts and answers are never shared. Use Upload newer documents when the buyer publishes corrections or answers.

The six steps#

1. Requirements#

The assistant reads every file, scanned pages too, and shows the procedure, the Submission deadline, the Envelopes, the Award criteria with weights and page limits, Economic solvency and Technical solvency, Guarantees, lots and Exclusion risks. Each requirement shows the file, page and quote it comes from, and whether it's mandatory.

If the notice and the documents disagree, you'll see "Differences between the notice and the documents".

2. Checklist#

Create the checklist (free) turns each requirement into a pipeline task, grouped by envelope and "After the award (winner only)". Each task has How to get this: issuer, steps, time, cost and validity. Matching company documents can be attached with Attach from documents.

3. Questions#

Find out what's missing lists what the assistant needs from your company: references, staff, methodology, certificates, prices, partners. Answers are saved to your organisation's bid profile and reused, so next time it only asks what's new.

4. Draft#

Each section (technical report per award criterion, declarations, ESPD, price form) can be drafted with Draft this section, regenerated with instructions such as "shorter" or "more about our quality system", or edited by hand.

5. Package#

Download one document per envelope as Word (DOCX) or PDF, or Everything (ZIP) with the submission guide and the attached company documents. Any member can download.

6. Submission#

A step-by-step guide for the tender's platform, with this tender's envelopes and files. For example, Spain uses the PLACSP tool with Autofirma, and Italy the buyer's platform with firma digitale.

Built-in checks#

Checks run on every change:

Price leak

price or formula-criteria figures outside the price envelope, an exclusion risk in Spain and Italy.

Page limit

about 420 words per page, compared with the limit.

Still to complete

open [[TO COMPLETE: …]] markers.

Mandatory requirements

any not covered yet.

Country rules

e.g. Italy's labour and safety costs, France's matching totals.

Company documents

missing, expiring or expiring before the deadline.

If exclusion risks remain at export, you fix them or confirm "I've checked them; export anyway".

Credits#

The assistant uses the organisation's bid credits, not your weekly AI allowance. A complete bid takes about 20–40 credits: the analysis 6–16, the questions about 1, each drafted section 2–4. Each charged step shows "About N credits" and your balance before it runs.