Tenders, triaged. Suppliers, chased. Bid teams, unblocked.
Read tender packs, pull out the requirements, run supplier RFQs, normalise quotations and surface the gaps that need an estimator — so bid managers spend their time winning work, not re-reading PDFs.
One tender type · Scoped around your bid stack · No sales deck
The bid team's week is reading PDFs and chasing suppliers.
A single tender pack is hundreds of pages across a dozen documents. Requirements are extracted by hand into a tracker. Suppliers are emailed one by one. Quotations arrive in different formats, late. The expensive people on your bid team are doing cheap work on a deadline.
Every tender starts with a day of reading
Specifications, bill of quantities, pre-qualification documents, drawings. The question — "is this worth bidding?" — takes a full day to answer, before any real estimating happens.
RFQs go out piecemeal, come back inconsistent
Each package gets a separate email thread. Suppliers reply with their own formats, exclusions and qualifications. Normalising this for a side-by-side comparison is manual and error-prone.
Missing items get spotted at submission
A certificate not renewed, an insurance letter not updated, a specific form not signed. Last-minute fire drills to compile the submission pack are the norm, not the exception.
From tender issued to submission-ready.
Tola runs the repetitive portion of bid operations — document triage, supplier chase, quote normalisation, submission readiness. Estimating, strategy and pricing stay with your people.
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Tender information is retrieved from your bid platform or email
Tender metadata, deadlines, buyer details and prior-tender outcomes are pulled from your bid management system or shared inbox via supported integrations.
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Tender documents are collected from portals, email and drives
Tender packs, addenda and clarifications are gathered from eTenders, SharePoint, OneDrive or email and matched to the correct opportunity.
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Documents are classified and requirements extracted
Specifications, BoQ, PQQ, instructions to tenderers, forms of tender — identified, mapped and the structured requirements extracted into a reviewable requirements matrix.
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Supplier RFQs are drafted and tracked
Based on the extracted packages, RFQ messages to approved suppliers are drafted for bid-manager approval, sent on approval and tracked to response. Reminders chase outstanding quotes.
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Returned quotations are normalised and compared
Supplier quotes — in whichever format they arrive — are extracted into a comparable structure with exclusions and qualifications surfaced, ready for estimator review.
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Submission readiness is checked and gaps flagged
Required forms, certificates, insurance letters and attachments are cross-checked against the submission requirements. Missing or expiring items are flagged for action before the deadline.
Fits around the bid stack you already run.
Construction bid stacks are a mix of inbox, drives, specialist bid tools and portals. We're explicit during scoping about what integrates via API, what sits behind file exchange, and what requires authorised browser automation.
If your firm runs a specific bid management or estimating platform, bring it to the scoping call. We'll tell you what's already built, what we can build and what sits in file exchange.
Estimators estimate. Tola handles the paperwork.
Pricing, risk, strategy and submission remain the bid team's call. Tola prepares the inputs, chases the suppliers and surfaces the gaps.
What stays with the bid team
Every outbound supplier message and every system write-back requires explicit bid-manager approval. Tola accelerates the mechanical work around pricing, not the pricing itself.
- Bid/no-bid decisions, pricing and risk-adjustment remain with the bid team.
- Supplier RFQs are drafted but not sent without bid-manager approval.
- Submission packs are compiled by Tola but signed off by a human before upload.
- Low-confidence requirement extractions are routed to a reviewer rather than auto-processed.
- A full audit log records every classification, draft, approval and write-back.
Things bid teams usually ask first.
Will Tola decide which tenders we bid for?
No. It triages — extracting requirements, highlighting risks, surfacing deadlines and scope — so the bid team can decide bid/no-bid faster and with better information. The decision stays with your people.
How does Tola handle eTenders and buyer portals?
Where a portal supports API access or structured notifications, we use it directly. Where only a web portal exists, authorised browser automation under your credentials and audit, provided the portal's terms permit it. We're explicit about what works for your portal set during scoping.
What about commercial confidentiality on live tenders?
Documents and data are processed in EU regions, scoped per workflow, with no model training on your data. Access is scoped per bid and revocable at any time. Retention windows are configured to match your firm's existing policy. See the security page for the full posture.
How does pricing work?
Monthly, based on tender volume covered by the automated workflow. Fixed scope, fixed price — no per-seat sprawl and no "contact us for pricing" after signing. Commercials are agreed up front and reviewed as scope expands.
Can we see the requirements matrix before deciding?
Yes. The discovery call walks through the extracted requirements, the RFQ drafts, the quote comparison and the submission readiness view — on a tender type relevant to your firm. Illustrative screens are labelled as such.
Pick one tender type. See the triage.
Bring one tender type and a sample recent pack. In 30 minutes we'll walk through how it would run on Tola against your bid stack, and what would come off your bid managers' and estimators' desks.