Setting up a procurement
Creating your project workspace and getting organized before analysis.
A procurement is your workspace for one purchasing process. Everything lives here - the RFP (uploaded or composed), its items and market research, vendor bids, analysis results, comparisons.
The same workspace can also hold your own bid for a buyer's tender. This page describes the buying side. For the bidding side, see Preparing a bid.
Creating a new procurement
Open Workspaces → Buying → Start new work. Choose Evaluate bids to work with received bids, or Draft tender documents with AI to start drafting. The form includes:
- What are you doing? (required) - choose I'm buying to write the procurement documents and evaluate the bids, or I'm bidding to prepare your bid for a tender. With I'm bidding, the name field becomes Bid name and the workspace opens on the bidding side. See Preparing a bid. Your organization can preselect one of the two; you can still change it here.
- Name - something descriptive. You'll see these listed in Overview, so "IT Infrastructure Q2 2026" is better than "Procurement 1".
- Description (optional) - add context if you want. Useful when you have many procurements running at once.
- Deadline (optional) - for your own tracking. The system doesn't enforce this, it's just a reminder. Add a Time (optional) if it matters; without a time, the deadline is the end of that day.
- Language - this tells the AI which language to use in its analysis report. English, Latvian, and German are listed first because the interface and exports are fully translated into them; every other EU language is available below. Leave it on "Auto-detect" and the AI picks the language your documents are written in.
- Procurement domain (optional) - if your procurement belongs to a specific industry like construction, you can select it here. The AI will apply industry-specific compliance rules during analysis. Leave it on "Auto-detect" and the AI will figure it out from your RFP. See domain-specific knowledge for details.
- Legal jurisdiction (optional) - which procurement-law rulebooks the quality check applies. Leave it on "Auto-detect" and the AI infers it from the documents.
Hit Create, and you'll land on your new procurement workspace. On the buying side there is no analyse-or-compose choice to make up front: the same workspace holds an uploaded RFP and a composed one, and you can add bids to either.
The workspace sidebar
The buying workspace keeps the same sections visible before and after you add documents, publish or receive bids. A section can explain its prerequisites without disappearing. Bidder workspaces have their own sidebar.
| Section | What it covers |
|---|---|
| Overview | Assigned work and review points, a fixed workspace summary, and a Bids table with analysis results |
| Tender documents | Documents, Compose, Requirements, Items, Evaluation criteria, Lots, Quality check and Integrity check |
| Market research | Suppliers, Prices and Report for the procurement's items |
| Preparation | The checklist built from approved requirements |
| Publication | Publishing setup, tender questions, opening and award; website integration is reached here |
| Bids | Add received bids, upload their documents and run analysis |
| Compare bids | Compare results and scores, and export them |
| Team | Assign and follow tasks, questions and decisions |
On Overview, Needs attention separates work assigned to you from review points. Workspace summary keeps documents, bid evaluation, research, preparation and publication in a fixed order. Running analyses show completed, running and queued counts. The Bids table shows findings and criterion results for the bids you may access; sealed bids remain hidden until opening.
Open Tender documents for the following tabs:
| Tab | Required? | What it does |
|---|---|---|
| Documents | Yes, unless you compose | Upload and manage your requirement documents |
| Compose | Alternative to uploading | Draft the RFP document set with the AI agent and finalise it as this procurement's RFP — see Composing an RFP |
| Requirements | Optional | Extract, review, and approve a structured list of every requirement in the RFP — see RFP requirements |
| Items | Optional | Extract and approve the products and services the procurement is buying, as the input for market research — see Items |
| Evaluation criteria | Optional | Scoring and qualification rules, built from your approved requirements |
| Lots | Optional | Multi-lot procurement structure, drawn from your approved requirements |
| Quality check | Optional | AI reviews your RFP for clarity and completeness |
| Integrity check | Optional | AI checks the RFP for contradictions, fairness issues, and missing information |
Adding bids
Open Bids and click Add bid to add a vendor proposal. Open a bid to upload documents, start analysis or read its results. Compare bids opens the comparison and export screen.
The top bar
The top bar is always visible and gives you quick access to:
- AI Assistant — the first item; ask questions and start work in plain language. See AI Assistant
- Workspaces — your workspaces and assigned work, filtered by All work, Buying or Bidding; Start new work opens the relevant creation form or tool
- Find tenders — the tender catalogue and your matched tenders
- My work — open tasks assigned to you
- Reports — a summary of your workspaces for a period
- Organization switcher — switch between organizations (if you belong to multiple)
- Credits — your current balance and a Buy button
- Language toggle — switch the interface between English, Latvian, and German
- Tools — Library, Planning, RFP quality check, market research, funding research, prospecting, and the supplier register
- User menu — profile settings, AI provider selection, admin panel, documentation, and sign out
Editing and deleting
You can edit a procurement's name, description, deadline, and language at any time from the Overview page. Click Edit details in the procurement details section.
Deleting a procurement permanently removes it from your workspace. All uploaded documents, bid files, and analysis results are deleted and cannot be recovered. Credit usage history is preserved for billing transparency. Export any results you want to keep before deleting.
A note on organization
If you're working on a large procurement with multiple lots, you still create one procurement for the whole thing. Lots are configured inside the procurement (under Tender documents → Lots), not as separate procurements. See evaluation criteria and lots for details.