Tender and procurement coordination involves distributing supplier requests, collecting quotes, and ranking vendors manually across email, spreadsheets, and file folders. Manual data entry, email chasing, and scattered quote formats create delays and errors that push project timelines back by days.
Automation monitors supplier responses in real time, extracts quote data automatically, and populates a centralized comparison table. the team focuses on strategy and exceptions while routine coordination runs in the background.
The full workflow, from trigger to completion.
A new project is marked as approved in the project management system, triggering the tender workflow.
The automation retrieves the tender template, customizes it with project details, and prepares it for distribution.
The automation sends the tender document to all approved suppliers, including a unique tracking link and deadline reminder.
The automation monitors incoming emails and automatically logs supplier responses, extracting key metadata such as submission time and supplier name.
The automation checks submission status against the deadline and sends automated reminder emails to suppliers who have not responded 48 hours before the deadline.
The automation reads submitted quotes, extracts pricing, delivery terms, and other key fields, and automatically populates a comparison table.
The automation calculates supplier rankings based on price and delivery time, generates a summary report, and sends it to the project manager and procurement team.
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