BidEngine Documentation

Creating Your Account

New users sign up through the pricing page at bidengine.co/free-trial. Choose your plan, enter your details, and add billing information. All plans include a 7-day free trial.

1. 1Choose your plan (Core, Pro, Team, Team Plus, or Consultancy)
2. 2Enter your name, work email, and company name
3. 3Add payment details via Stripe (no charge for 7 days)
4. 4Click "Create your account" on the success page
5. 5Sign up with the same email you used for checkout
6. 6Enter your company name and you're in

Signing In

Visit app.bidengine.co and click Sign In. Enter your email and password. You'll be taken straight to your dashboard.

Quick Start Checklist

• -Create your account and choose your plan
• -Upload at least 5 pieces of evidence to BidVault
• -Upload your first tender document
• -Generate your first AI response in BidWrite
• -Score the response and run The Loop to improve it
• -Run BidCheck before submission

Your command centre. The dashboard shows all seven modules as interactive cards with live stats, a performance overview with win rate and hours saved, and a scrolling stats ticker.

Module Cards

Each module card shows its name, description, and real-time stats (records, tenders, scores). Click any card to enter that module. Cards glow on hover with the module's signature colour.

Performance Overview

The top section shows four headline stats: Win Rate by Volume, Win Rate by Value, Total Contract Value, and Hours Saved. These update automatically as you use the platform.

Stats Ticker

A scrolling bar shows live metrics: Average First Draft Score, Words Written, Questions Scored, Evidence Records, Bids Won, Value Won, Value Lost, and Tenders.

Onboarding

New accounts see a guided onboarding strip with 5 steps: Build your Vault, Generate an answer, Score it, Run BidCheck, and Refine. Completed steps are ticked off automatically.

Header Bar

• -BidEngine logo — click to return to dashboard
• -Words written counter — your total output
• -Plan badge — shows your current plan (Core, Pro, etc.)
• -Credit card icon — manage subscription and billing via Stripe
• -User avatar — account settings and sign out
• -Upload button — quick access to upload evidence or tenders

Core Plan (from £495/mo)

• -BidVault — Evidence library with 12 categories
• -BidWrite — Tender response builder with AI generation
• -All other modules are locked (greyed out on dashboard)
• -Upgrade anytime by clicking a locked module

Pro Plan (from £695/mo)

• -Everything in Core, plus:
• -BidIntel — Client and competitor intelligence
• -BidGate — Go/No-Go analysis with evidence matching
• -BidCheck — Pre-submission scoring and gap analysis
• -BidRefine — Refinement learning from your edits
• -BidLearn — Outcome intelligence and win/loss tracking
• -Full access to all 7 modules

Team Plans

Team (up to 3 users) and Team Plus (up to 5 users) include all Pro modules with shared workspace, collaboration on bids, evidence, and reviews, and consistent scoring across the team.

Consultancy Plan

Multi-client workflow with separate environments per client, isolated evidence libraries, and client-specific buyer intelligence. Built for commercial bid delivery.

Managing Your Subscription

Click the credit card icon in the dashboard header to open the Stripe billing portal. From there you can update payment methods, change plan, view invoices, or cancel.

Free Trial

All plans include a 7-day free trial. No charge until day 8. Cancel anytime from the billing portal.

Your verified evidence library. Every case study, testimonial, and proof point — indexed, categorised, and ready to deploy into tender responses.

Evidence Categories

BidVault automatically categorises uploads into 12 specialist categories:

• -Financials — Cost savings, budgets, value engineering, ROI
• -Governance — Management structures, reporting, compliance
• -Social Value — Community impact, apprenticeships, local employment
• -Innovation — New methods, technology adoption, improvements
• -Quality — QA processes, standards achieved, outcomes
• -Safety — H&S records, incident rates, safety initiatives
• -Sustainability — Carbon reduction, environmental initiatives
• -Resources — Team structures, CVs, qualifications, capacity
• -Client Feedback — Testimonials, references, satisfaction scores
• -Supply Chain — Subcontractor management, procurement
• -Programme — Timelines, milestones, delivery methodology
• -Incidents — Issue resolution, lessons learned, corrective actions

Uploading Evidence

1. 1Go to BidVault and use the drag-and-drop upload zone
2. 2Select one or more files (PDF, Word, Excel supported)
3. 3BidEngine extracts text, analyses content, and categorises automatically
4. 4Review your library — new records appear in Latest Uploads

What to Upload

• -Case studies with client name, scope, value, duration, and outcomes
• -Client testimonials, reference letters, satisfaction surveys
• -Performance data — KPI reports, safety stats, quality metrics
• -Certifications, ISO certificates, industry awards
• -Previous successful bid responses (with client permission)
• -Key personnel CVs and qualifications

How Evidence Powers Responses

When BidWrite generates a response, it searches your Vault for relevant evidence using sector alignment, theme matching, scale relevance, and recency. The AI only uses YOUR evidence — it never invents statistics or fabricates references.

Research-grade buyer and market intelligence. Upload a tender or brief and BidIntel generates a comprehensive intelligence report covering the buyer, market context, competitors, and strategic positioning.

What BidIntel Produces

• -Buyer profile — organisation type, priorities, procurement history
• -Market context — sector trends, regulatory landscape, funding environment
• -Competitor analysis — likely bidders, their strengths and weaknesses
• -Strategic positioning — how to differentiate your bid
• -Risk assessment — political, financial, and delivery risks

How to Use

1. 1Go to BidIntel from the dashboard
2. 2Upload a tender document or brief
3. 3BidIntel analyses the document and generates a full intelligence report
4. 4Use the insights to inform your BidGate decision and BidWrite responses

Data-driven go/no-go decisions. Upload a tender and BidGate analyses it against your evidence library, buyer history, and sector intelligence to recommend whether to bid.

What BidGate Analyses

• -Readiness Score (0-10) — how prepared you are to win this bid
• -Go/No-Go recommendation with confidence level
• -Executive summary with strengths, weaknesses, and critical gaps
• -Tender profile — buyer, value, dates, service categories
• -Mandatory requirements check — pass, at risk, or fail
• -Evidence coverage — what you have vs what you need
• -Evaluation model — quality/price weightings and criteria strength
• -Competitive position — your differentiators vs threats
• -Risk assessment with mitigations
• -Prioritised next steps

Buyer Intelligence Integration

If you enter a buyer name that matches records in BidLearn, BidGate automatically pulls in your bid history with that buyer — win rate, outcomes, strong and weak categories, and loss warnings. Click the stats to view full details in BidLearn.

How to Use

1. 1Click BidGate from the dashboard
2. 2Upload the tender document (PDF or Word)
3. 3Enter the tender name, buyer name, and buyer type
4. 4Wait for analysis (30-60 seconds)
5. 5Review the decision across all tabs

Past Analyses

Click "Past Analyses" to see all previous BidGate analyses. Click any entry to reload the full analysis including buyer intelligence.

Upload a tender, get evidence-backed responses in minutes. BidWrite extracts questions from your tender document and generates AI responses grounded in your BidVault evidence.

Creating a Tender

1. 1Click BidWrite from the dashboard or use the Upload button
2. 2Enter a clear tender name (e.g. "NHS Trust FM Services Q1 2026")
3. 3Upload the tender document (PDF or Word)
4. 4BidEngine extracts questions automatically (1-3 minutes)
5. 5Review extracted questions organised by section

Answer Editor

Click any question to open the Answer Editor panel. From here you can:

• -Generate — AI searches your BidVault and crafts an evidence-backed response
• -Score — evaluates response quality against procurement criteria (0-10)
• -The Loop — auto-improves the response through multiple iterations
• -Save — stores your response (persists across sessions)
• -Set status — Draft, In Review, or Final

The Loop

The Loop automatically improves responses by finding additional evidence, strengthening weak sections, and closing gaps. Run 2-3 times for best results. Typical improvement: 6.2 initial to 9.1 after 3 loops.

Question Status

• -Draft — initial state, all new questions start here
• -In Review — response reviewed, awaiting approval
• -Final — approved and ready for submission

Score your entire tender before submission. BidCheck evaluates every response against evaluator criteria and flags risks, weak claims, compliance gaps, and missing evidence.

What BidCheck Evaluates

• -Compliance — does each response answer the question fully?
• -Evidence quality — specific references, named clients, verifiable stats
• -Governance — structured approach, monitoring, continuous improvement
• -Differentiation — unique selling points and added value
• -Weak claims — vague statements that evaluators will score down
• -Recovery potential — which responses can still be improved

How to Use

1. 1Open BidCheck from the dashboard
2. 2Select a tender to score
3. 3BidCheck scores each question individually (batched for speed)
4. 4Review scores, flags, and gap analysis
5. 5Address MUST FIX items before submission

BidRefine learns your writing voice. Export a draft from BidWrite, polish it yourself, then upload the final version. BidRefine compares the two and learns your editing patterns — tone, structure, preferred phrasing.

How It Works

1. 1Export a draft response from BidWrite
2. 2Edit and polish it in Word — your way, your voice
3. 3Upload the final version to BidRefine
4. 4BidRefine analyses the differences and learns your style
5. 5Future AI responses incorporate your editing patterns

What BidRefine Learns

• -Tone and formality preferences
• -Structural choices — how you organise answers
• -Preferred evidence presentation style
• -Common additions or removals you make
• -Phrasing patterns unique to your organisation

The more you refine, the more BidEngine writes like you.

Track bid outcomes and build institutional intelligence. Record wins and losses, and BidLearn builds buyer profiles, identifies patterns, and adjusts future scoring based on what actually works.

Recording Outcomes

1. 1Open BidLearn from the dashboard
2. 2Click "Record Outcome"
3. 3Select the tender, buyer, and outcome (win/loss)
4. 4Add contract value, feedback received, and key learnings
5. 5BidLearn processes the outcome and updates intelligence

Buyer Profiles

BidLearn automatically builds profiles for each buyer you bid to — win rate, total bids, strong categories, weak categories, and evaluator priorities. These profiles feed into BidGate for smarter go/no-go decisions.

Outcome Reports

Generate detailed outcome reports showing trends, patterns, and actionable insights across all your bids. Understand what wins and what doesn't.

Score Adjustments

BidLearn feeds outcome data back into BidWrite and BidCheck scoring. If you consistently lose on a particular criteria with a buyer, future scores reflect that — making your preparation sharper.

Central hub for adding documents to BidEngine.

Upload Types

• -BidVault Upload — project evidence, case studies, testimonials. Auto-categorised into 12 categories.
• -BidWrite Upload — tender documents. Questions extracted automatically.
• -BidGate Upload — tender documents for go/no-go analysis.
• -BidIntel Upload — tender documents or briefs for intelligence reports.

Supported Formats

• -PDF — best for tenders (must be native, not scanned images)
• -Word (.docx) — editable documents
• -Excel (.xlsx) — data and metrics

Exporting Responses to Word

1. 1Open BidWrite and select your tender
2. 2Click the Export button in the toolbar
3. 3Choose which questions to include
4. 4Download the Word document (.docx) with question numbers, text, and your responses

• -Build Your Vault First — upload at least 20 evidence items before your first tender
• -Use Real Project Names — "Derbyshire County Council LED Programme" beats "Large lighting project"
• -Always Run The Loop — at least 2 iterations on every response
• -Check Gap Analysis — review every MUST FIX flag before submitting
• -Record Outcomes — won or lost, log it in BidLearn. The intelligence compounds.
• -Run BidGate Before Writing — don't waste time on bids you can't win
• -Use BidIntel First — understand the buyer before you write
• -Review AI Outputs — always verify facts and adjust tone before submission
• -Target 8.5+ Scores — responses scoring 8.5+ consistently win
• -Include Testimonials — client quotes in your Vault add credibility to every response
• -Update After Wins — won a contract? Upload the project evidence immediately

Questions not extracting from tender

• -Ensure document is native PDF or Word (not a scanned image)
• -Check questions are clearly numbered in the document
• -Try uploading just the questions section
• -Contact support if the issue persists

Evidence not appearing in responses

• -Wait 2-3 minutes after upload for processing
• -Check BidVault to confirm evidence was categorised
• -Ensure documents contain text (not just images)
• -Re-generate the response after confirming evidence is in the Vault

BidGate showing "No prior intelligence"

• -The buyer name must match what's recorded in BidLearn
• -Record at least one outcome for that buyer in BidLearn first
• -Check capitalisation — "BCC" and "bcc" both work but "Birmingham City Council" won't match "BCC"

Slow response generation

• -Normal for complex questions with large evidence libraries
• -Check your internet connection
• -If it fails, wait a moment and try again
• -Peak usage may cause slight delays

Cannot sign in

• -Use "Forgot Password" to reset credentials
• -Clear browser cache and cookies
• -Try a different browser or incognito mode
• -Contact support@proofworks.co.uk

Locked modules on dashboard

• -You're on the Core plan — only BidVault and BidWrite are included
• -Click any locked module to see upgrade options
• -Upgrade via the credit card icon in the header