Case study

public procurement co-pilot: AI-powered tender management assistant

About project

Our client, a business agency navigating government tenders, needed a smarter way to read, analyze, and verify complex procurement documentation.

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Challenge

when one missed sentence can cost a €100,000 contract

Public procurement comes with high stakes: hundreds of pages, dozens of documents, hidden requirements, unclear wording and zero margin for error.

Before working with us, our client manually reviewed 10-15 documents for every tender. Deadlines, qualification criteria, negotiation phases, and compliance points were scattered across PDFs, annexes, and legal texts.

The challenge wasn’t reading documents - it was finding the critical parts before they slipped through the cracks. We needed to build a system that could understand legal language, search across all documents conversationally, verify compliance, and proactively highlight risks.

In an environment where missing a single line can disqualify the entire proposal, precision wasn’t optional - it was survival.

country

Industry

services

feedback

“It’s like having an expert who’s read every document twice - faster, smarter, and always on point.”

Sophia Bilyk

Head of PM

Research & Insights

ai that reads, understands, and remembers

Our research team mapped the full lifecycle of tender evaluation: from document intake to proposal submission. We identified three major pain points:

critical information was scattered unpredictably
qualification verification required cross-checking years of past projects
compliance relied on human memory and manual checklists

We analyzed common tender structures across multiple EU markets, extracted linguistic patterns, and trained models to detect obligations, deadlines, financial requirements, and qualification criteria.

The insight was clear: procurement teams don’t need more tools - they need instant clarity ⚙️

Solutions

tech stack

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Implementation

making the invisible visible

We developed a comprehensive AI assistant that transformed the procurement process:

Intelligent Document Analysis. The system ingests complex procurement documents and creates a structured, searchable database. Using advanced NLP techniques, it categorizes requirements, deadlines, and submission guidelines automatically – transforming unstructured data into actionable intelligence.

Conversational Document Search. Perhaps the most revolutionary feature is the ability to ask questions about the procurement in natural language: "What is the procurement value?" or "Are negotiations part of this process?" The AI immediately retrieves precise answers from the proper documents, eliminating manual searching.

Compliance Verification Engine. The system automatically checks prepared proposals against all tender requirements, flagging any missing elements before submission. It can also automatically verify whether the team's qualifications meet the tender's specific requirements by accessing a database of past projects and team experience.

Strategic Question Generator. When information is missing or unclear in procurement documents, the AI analyzes the gaps compared to similar past tenders and generates strategic questions to ask the contracting authority – ensuring nothing is overlooked.

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outcome

from overwhelming paperwork to confident, data-backed decisions

Time Reclaimed

What once took 4+ hours of document analysis now happens in minutes. Our client can instantly access any information within the procurement documents through simple questions, focusing their valuable time on crafting winning proposals instead of hunting for details.

Nothing Missed, Everything Gained

The system ensures 100% review coverage of procurement documents, eliminating the risk of overlooking critical requirements that could disqualify a bid. Every detail, from submission deadlines to specialist qualification requirements, is captured and made accessible.

Strategic Advantage Achieved

With more time for strategic thinking rather than administrative document review, the quality of proposals has significantly improved. The AI's ability to identify gaps and generate clarifying questions has also resulted in more precise, tailored proposals that stand out in a competitive field 🚀

85%, reduction in document review time

100%, compliance verification accuracy

3x, increase in processed tender opportunities

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last words

ai that doesn’t replace expertise - it amplifies it

The platform keeps evolving - unlocking smarter bidding and stronger results.

built for complete compliance confidence
powered by AI-driven document understanding
integrated qualification verification
supports multilingual tender analysis
ready for predictive and strategic features
automates repetitive, document-heavy workflows

This project shows how AI can transform even the most document-heavy, risk-sensitive processes. By turning complexity into clarity, we helped our client not just save time, but win more opportunities with confidence and precision.

In public procurement, accuracy is everything. Now, they have a co-pilot that never gets tired, never gets overwhelmed, and never misses a single requirement ✨

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PORTFOLIO