From bid notice to tax invoice
Set your bid criteria, and AI picks the notices that fit
The public bidding team at an IT services company that bids on government software projects set up a flow that carries one project from finding the notice through reviewing it, checking bid results, drafting the contract and issuing the tax invoice, all on a single deal record.
The problem
- 01
Mornings spent on notice sites
A rep paged through the national procurement site and agency boards every morning, and the morning went to checking notices.
- 02
Reading every notice from the top
Eligibility, scoring and required documents had to be found in the notice PDF and copied out, so deciding whether to bid came late.
- 03
Paperwork scattered after the award
Checking results, drafting contracts and issuing invoices were tracked by different people, so nobody could see where a project stood.
How Trackit solves it
- 1
Set your criteria and company forms once
A rep sets a recurring schedule trigger for 7 a.m. on weekdays, puts the procurement notice API into an HTTP request block and writes the team’s criteria (field, budget, region, deadline) into AI file analysis. The AI document block gets the company contract form, and the last HTTP request connects to the e-tax-invoice service the company already uses. The deal record gets Bid prep, Award, Contract and Delivery tabs.
- 2
AI reads each notice and checks the bid results
When the HTTP request brings in new notices, a download-file block fetches each notice document and AI file analysis pulls out criteria, scoring and required documents. Only notices that fit become deals, and each required document becomes a task. On results day an HTTP request pulls the bid results, and if the team ranks first an update-record block sets the stage to Awarded and fills in the award amount.
- 3
The contract and tax invoice stay on the same record
Once the stage changes to Awarded, AI document generation drafts the contract on the company form and adds it to the Contract tab. When the rep checks off final delivery in the Delivery tab, an HTTP request asks the invoice service to issue the tax invoice and the result lands in the same tab. One project, from bid to delivery, lives in four tabs on one deal.
- TriggerRecurring scheduleChecks for new notices and bid results each weekday morning.
- AIAI file analysisPulls criteria, scoring and required documents from the notice.
- ActionUpdate recordSets the stage and award amount when you win.
- AIAI documentDrafts the contract on the company form.
- ResultHTTP requestRequests the tax invoice once delivery is done.
Jiwon KimWhat changed
Before Trackit
With Trackit
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