Initial Engagement and first tender completion

High level timeline:

November 2025 – met with MD and senior Leadership

December 2025 – adopted a professional license for the quarter (3 months – 10% discount).

January 2026 – used a blend of our in-house consultant and their team using the platform.

February 2026 – Group training session to dive further into the platforms features. Over 15 bids now complete in the platform.

March 2026 – Annual commitment has been agreed. Now using the full suite of products.

What has Bid Bot help them achieve??

• First draft responses in 15 minutes
• Approximate savings of £1-2k on average per bid – reducing reliance on external support and senior leadership
• Reduction on senior leadership time
• Bid Bot quality benchmark scores have increased
• Better compliance, more evidence, more value add, shouting about their people
• Reduced senior leadership involvement
• Faster bid turnaround times
• Improved consistency and first-draft quality
• Greater resilience during staff shortages
• Upskilled pre-construction team with live, practical training

Why Bid Bot?

The company identified that senior leaders and the pre-construction team were spending excessive time reviewing, re-writing, and coordinating bid submissions. This reduced capacity for strategic planning, market positioning, and bid selection—areas critical to long-term growth.

They wanted to understand how technology could be used to both save time and reduce costs across their pre-construction function—while maintaining the high quality and consistency required for competitive bids.

Bid Bot addressed this challenge by ensuring the team had use of the Bid Bot Platform to write, review and pull past content into new responses.

They have chosen to remain anonymise as some companies do due to the nature of public sector bidding.

Platform license

In December 2025, the client adopted a Professional licence on a three-month trial (10% discount). This allowed them to review and submit up to 24 bids per year, with the option to upgrade as their bidding activity increased.

Project example – £1m+ Bid Reviewed in Under One Hour

Using the platform, we reviewed the client’s draft responses and customer documentation, generating structured improvement comments directly within the Word document.

• The entire £1m+ bid was reviewed in under one hour, before the client’s workday began.

• Suggestions aligned with how public sector bids are scored against quality and price criteria.

• The Pre-Construction Manager implemented all suggested improvements directly into the submission.

Capacity shortages

In January, they were short on staff and needed our in house bid team combined with the platform to help bridge that gap. We managed to write 6000 words within 6 hours to complete multiple responses, ready for the next morning for the team to finish, address comments based on the automated review, and tidy up.

This support ensured bid deadlines were met despite internal resource constraints, without compromising response quality or consistency.

Team Training

We provided a group training session to re-cap and to also dive further into the platforms features. At this stage in February over 15 bids are now complete in the platform.

Team Training

Due to how impressed they were with the platform and how it was saving so much time and improving quality, they have moved onto an annual commitment. We are providing another training session as a refresher and to go through our new products – tender finder and the knowledge management products.