AI Powered Automated tender documents generation

Our AI-powered solution automates the extraction, summarization, and translation of product descriptions for tenders, significantly improving the efficiency and accuracy of the tender team’s workflow. By integrating web scraping and LLM-based processing ingested into Office 365, the system reduces manual effort, enhances consistency, and ensures domain-specific translations align with tender requirements.

Challenge

We observed an opportunity in improving efficiency within the tender team’s workflow. The team was manually preparing product descriptions based on technical specifications, ensuring each description aligned with tender requirements. This process was:

  • Time-consuming
  • Required accurate translation into the tender issuing authority’s language
  • Needed to maintain domain-specific terminology

Our Approach

To streamline this process, we developed an AI-powered software solution that:

  • Automated product data extraction by browsing the company’s web-based product portfolio using web scraping techniques.
  • Summarized key product information in a structured format tailored to tender requirements using large language models (LLMs).
  • Integrated domain-specific automated translation to convert product descriptions into the tender creator’s language while preserving industry terminology and context.
  • Embedded directly into the tender team’s workflow, ensuring a seamless user experience within the existing Office 365 environment.

Results

The solution significantly improved the tender preparation process by:

  • Reducing manual effort in product description preparation by automating data extraction and summarization.
  • Enhancing accuracy and consistency, ensuring all product descriptions aligned with tender requirements and expected formats.
  • Accelerating translation workflows, allowing tender teams to quickly generate multilingual descriptions with domain-specific precision.

Future Plans

To further enhance the system’s capabilities, upcoming developments include:

  • Automated product selection based on tender requirements, using AI to match relevant products to the specifications outlined in the tender.
  • Improved translation adaptability, refining the AI’s ability to adjust based on evolving industry terminology and tender-specific language nuances.

Team Expertise

The solution was created by a Data Scientist (AI Engineering) with expertise in:

  • Azure
  • Web scraping
  • OpenAI models
  • Structuring LLM-generated outputs to fit workflow needs within Office 365

The project was developed in close collaboration with tender specialists, who provided:

  • Domain knowledge on industry-specific translations
  • Relevant information extraction
  • Structuring outputs to align with tender expectations