AI public tender search: the ones that fit, every morning
An agent reads what is published every day, keeps what fits your company and matches it against your CRM. Which tenders you bid for is your decision.
The problem
“We found out when it was too late.” Tenders and minor contracts are published every day. Reading them all is nobody's job, so people look when they have a gap, and the one that fitted closes without you seeing it.
It happens in any company that sells, or wants to sell, to the public sector and has nobody dedicated to it. And for what does get seen, the slowest part remains: reading the tender documents to know whether it really fits, and finding out who to write to at each body.
How it is done today
Someone logs into the procurement platform, tries a few searches, opens the files one by one and downloads the tender documents to look for the requirements. If a public body looks interesting, they search its website for a contact and note it in a spreadsheet. Who was written to and who replied depends on memory.
Because it is done in spare moments, the usual outcome is arriving late or not at all.
How we solve it
- Every morning it reads the new tenders and minor contracts on Spain's Public Sector Procurement Platform.
- It keeps the ones that fit your business lines and matches them against your CRM by the contracting body's tax ID: you know at once whether you already know them.
- It summarises them in three blocks: what is still open for bids, what was awarded to others at bodies that fit, and the rest, in one line. If nothing fits, it says so.
- For the tender you are interested in, it downloads the documents and looks for what matters: subject, lots, budget, solvency, award criteria, duration and the technology requested.
- If you decide to pursue it, it adds it as an opportunity in your CRM, and the contracting body too if it was not there.
- For an outreach campaign it looks for contacts in official sources, only published email addresses with the page they come from, and writes the drafts with one specific, true fact about each body.
- It then keeps the follow-up in the CRM: what was sent and when, who replied, what bounced and when the single reminder is due.
Result
In our own company nobody logs into the platform to search any more. The tenders that fit arrive every morning, and for each one the decision is whether to study it, drop it or leave it for later.
What it takes
Timeline
The daily reading is quick to set up. What takes conversation is defining what fits and what does not, and that is tuned with the first results. The exact timeline comes out of the assessment.
Data and access
Your business lines and the terms specific to what you sell. Access to your CRM, to match public bodies and record the follow-up. Permission to leave drafts in the sales mailbox. And your rules: who must not be contacted and how often.
Your tools
Your CRM and your email. The procurement platform is public and needs no credentials.
How it is built
The platform is read by a program that downloads its publications over an encrypted, verified connection. If certificate verification fails, it stops and warns: verification is never switched off.
Matching against the CRM is by tax ID, not by name, to avoid duplicate bodies. Everything written to the CRM is simulated first and only applied with a person's approval.
For each tender the document and its text are stored, and a program searches for the generic terms and the company's own. A scanned document with no text is flagged to be read by hand. Anything that comes from a tender document or a website is treated as data, never as instructions for the agent.
Each tender has a stable key: what you already decided is not asked again, and tenders already seen do not come up as new.
Contacts are only taken from official sources and stored with their origin. There is a single follow-up per contact, and anyone who asks not to be contacted is flagged.
Frequently asked questions
Does the agent submit bids?
No. It finds, filters, reads the tender documents and prepares. Deciding whether to bid and submitting the bid is up to you.
Which sources does it read?
Spain's Public Sector Procurement Platform, with its tenders and minor contracts. The tender documents are downloaded from the platform itself.
Does it email public bodies?
No. It leaves drafts in your mailbox, with contacts published in official sources. Sending them, and when, is your decision.
Do I need a CRM?
For the daily reading, no. To match public bodies, avoid duplicates and keep track of campaigns, yes.
What does Julditec do?
We implement the agent, adapt it to your company, train your team and maintain it. The day-to-day work is done by the agent; deciding and approving stays with your team.
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The companies that use what you know how to improve, detected and recorded in your CRM with no duplicates.
Quotes
Quotes from your rates and your pricing model, with the minimum version alongside, ready for review.
Part of Sales and tenders