AI Assistant

The AI Assistant is a private conversation that works across Tendergate. Ask about a procurement's documents, what an analysis found, published tenders, or your own bids. It reads your saved data to answer, and it asks you to confirm before it starts an AI run or makes a larger change.

Opening it

Click AI Assistant in the top bar. Each conversation is private to you. New conversation starts a fresh one, and Conversations lists your earlier ones.

Type your message and press Ctrl/⌘ + Enter to send it (Enter adds a new line). Messages you send while a reply is being prepared wait above the message box and go out when it is ready.

Choose the procurement

The Working context below the message box sets which procurement your next message is about. Pick a procurement, or leave it on Organization for questions across your organization. A change applies to your next message; earlier messages and runs keep their scope. You can also name a procurement in your message.

Ask about a procurement's documents

With a procurement selected, ask in plain language:

• "What are the key deadlines?"
• "Which suppliers mention a bank guarantee?"
• "What does section 4.2 require for financial guarantees?"
• "What does Vendor A propose for staffing?"

The assistant searches all of the procurement's documents at once — the RFP files and every bid you are allowed to see — and then reads the files that match. Document text is saved when a document is uploaded or imported, so there is nothing to prepare before you ask. A file whose text is still being read is not searched yet, and the reply says how many are waiting.

Answers point to their source: the file, a section or page such as "section 7.2" or "page 4", and the supplier for bid files. Open a result in the canvas to see the matching passages and the document. When text came from scanned pages, or some pages could not be read, the reply says so.

Ask about analyses and other results

The assistant reads completed bid analyses — findings with their evidence, criteria, requirements and lots — and compares bids. It also reads extracted requirements, the preparation checklist and bid scores. Run the analysis first if you want to ask what it found.

Attach files

Drop files on the conversation, or use Attach files, to ask about them or to add them to a procurement or a bid. An attached file stays in this conversation until you ask the assistant to add it somewhere.

Actions you confirm

When you ask the assistant to start an analysis, a quality review, research or another AI run, it shows a card with what will run. Nothing starts until you confirm. Cards for actions that use credits say so. Smaller changes, such as updating a checklist item, are saved right away and listed in the reply.

Editing documents

Ask the assistant to change a DOCX or XLSX file. It prepares the changes and shows them on a card; confirming creates an edited copy and leaves the original unchanged. PDFs can be read but not edited.

Drafting documents

The assistant can draft a procurement's tender documents or your bid. You edit the drafts in the canvas next to the conversation.

To start, click Prepare with the AI assistant on a procurement's RFP documents tab, or under Your bid → Draft with AI. A new conversation about the procurement opens with a starter request in the message box; add to it and send it. If documents were already drafted, the button opens them again. You can also ask for drafts in any conversation about the procurement.

Tender documents are drafted in a buying workspace and bids in a bidding workspace. A procurement created for an RFP quality check can't be drafted.

The assistant plans the documents from the procurement's documents and requirements, up to 12 per package, and shows them on a Draft documents card. Drafting starts when you click Start drafting. In the canvas you can:

• Edit the text directly. Changes save as you type. Select text to ask the assistant for a change: Rewrite, Shorter, More formal, or your own instruction.
• Decide on suggestions. When you ask for a revision, the assistant marks its changes in the text. Accept or Reject each one, or use Accept all or Reject all.
• Restore a version. Versions keeps every change to a written document; Restore brings back an earlier one.
• Fill the buyer's forms. The buyer's DOCX, DOC and XLSX forms keep their structure. Fill with AI fills their fields, and the canvas shows a preview of the filled form.
• Open Checks to see which mandatory requirements the documents cover, the facts the AI uses, and the facts still missing. The AI does not invent facts: type them into the document or tell the assistant. Check runs a quality check.
• Stop the AI while it works. What it wrote so far stays.
• Download one document, or All documents (ZIP).
• Switch between documents with All documents.

When a draft finishes, the documents are checked against the requirements automatically.

Finish documents (or Finish bid) saves the documents as the procurement's tender documents or as your bid's files. Before finishing lists anything still open, such as unfilled form fields, uncovered mandatory requirements or suggestions waiting for you; Finish anyway saves regardless. You can keep editing and click Update documents later. Finishing does not publish or submit anything, and internal documents stay in the package for your team.

Drafting, revising, checking and filling forms use credits for the AI work they do, charged when the work completes. A run you stop is charged for the work done until then. A failed run is not charged. Editing, deciding on suggestions, restoring versions, downloading and finishing are free.

Memory

The assistant remembers lasting facts and preferences and uses them in later conversations. To save one, tell it, for example: "Remember that our bids are signed by the CEO." It also saves a clear lasting statement on its own, and when it is unsure whether something is meant for future work, it asks once.

Every save, change or removal shows a card in the conversation with Undo.

There are two kinds of memories:

• Organization memories — facts about your company, used in every member's conversations. Every member sees them; only owners and admins can add or change them. Up to 100.
• Personal memories — about you and how you work, used only in your conversations. No one else sees them, including owners and admins. Up to 30.

When a member who is not an owner or admin states a company fact, it is saved as their personal memory.

The assistant learns only from what you write in the conversation, never from documents, uploads or research. It never saves passwords, keys or other credentials, or sensitive personal data such as health details, home addresses, private phone numbers or personal ID numbers. Each memory is one short statement of up to 300 characters. Personal memories are never copied into anything others see, such as drafts or run instructions.

To see your memories, open Account settings → Memory. Edit or Delete a memory there; a deleted memory stops being used at once. You can also ask the assistant to correct or forget a memory. A memory it forgets is deleted for good after 7 days; until then, Undo on its card brings it back.

Credits

Each message the assistant answers uses credits. A message it could not answer is not charged. AI runs you confirm on a card use credits as usual. See Credits and pricing.