Win more bids. Write fewer words.
Bid Assistant analyses your tender documents, extracts every requirement, and helps you draft compliant responses using your organisation’s own knowledge — privately.
Responding to tenders is slow, repetitive, and high-stakes. Your team re-answers the same questions, hunts for evidence across shared drives, and scrambles to meet deadlines. Bid Assistant turns weeks of work into days by combining AI-powered extraction and drafting with your curated answer library and Knowledge Vault documents.
Bid writing is broken. Everyone knows it.
Your organisation has won dozens of contracts. The knowledge to win the next one already exists. But today:
- You spend days reading tender documents to find the actual requirements
- You re-write the same answers about your ISO certs, team structure, and data handling
- Subject matter experts write their sections in isolation, creating contradictions
- You paste confidential tender content into AI tools you don’t control
- You submit and hope nothing was missed — because checking 200 requirements manually is impossible
Bid Assistant fixes this without exposing your tender content to third parties.
From tender to submission in six steps
A structured workflow that replaces the Word-and-email approach your team uses today.
Upload tender documents
Drop your PDF, DOCX, or XLSX files. Bid Assistant parses the full structure — headings, tables, appendices, numbering.
Review the compliance matrix
AI extracts every requirement, question, and scoring criterion into a structured table. You correct, split, merge, and assign owners.
Draft responses
For each item, AI generates a draft using your answer library and Knowledge Vault evidence. Choose auto-draft, library-first, or evidence-first modes.
Review and iterate
Section owners refine drafts. Reviewers approve or request changes. AI assists with rewrites — "make more concise", "add the ISO 27001 reference".
Run quality checks
Automated compliance gap analysis, word count validation, consistency checking, and evidence coverage. Fix issues before submission.
Export and submit
Generate a clean Word document or compliance matrix spreadsheet. Record your submission details for audit.
What Bid Assistant does
Purpose-built for tender response, not a generic AI chat.
Extract requirements automatically
Upload your tender documents and Bid Assistant identifies every requirement, question, and scoring criterion. No more reading through 200-page PDFs with a highlighter.
Reuse approved answers
Build a library of approved responses over time. When a similar question appears in a new tender, Bid Assistant surfaces the best match — with confidence scores and tags.
Draft responses with evidence
AI drafts each response using your answer library and Knowledge Vault documents. Every claim is traceable to a source. Your team edits and iterates, not writes from scratch.
Check compliance before you submit
Automated QA catches unanswered mandatory requirements, word count violations, contradictions across sections, and unsupported claims. Fix problems before the buyer finds them.
Coordinate across your team
Assign sections to subject matter experts. Track status from drafting through review to approval. Comments and review threads keep everyone aligned without email chains.
Keep tender content private
Tender documents often contain commercially sensitive and NDA-protected content. Bid Assistant processes everything within your encrypted workspace. The AI provider retains nothing.
Every tender makes the next one easier
The answer library is your organisation’s institutional bidding knowledge. It grows with every tender you complete.
All drafting from scratch. Library is empty.
Common questions start matching. Security, GDPR, and team structure answers are reusable.
Half your responses come from approved content. New tenders are adaptation, not creation.
The library covers most requirement areas. New joiners can draft quality responses on day one.
Answer library reuse rate — the percentage of responses drawn from approved content.
Why not just use ChatGPT or an existing bid tool?
Unlike Loopio, Responsive, or Qvidian, CloakAI never sends your tender content to a third-party SaaS platform in plaintext. Your commercially sensitive bid content stays encrypted.
Bid Assistant uses your Knowledge Vault — your actual policies, case studies, and certificates — not generic AI knowledge. Every claim can be traced to a source document.
Every completed tender enriches your library. After 20 tenders, you have years of curated, approved language. New team members can draft quality responses on day one.
CloakAI runs in UK data centres (London). For UK public sector procurement where data residency matters, this is a hard requirement competitors cannot easily meet.
NHS, defence, legal, and financial services teams respond to formal tenders constantly. They need a tool that respects NDAs and handles commercially sensitive content appropriately.
A single tender can involve hundreds of thousands of tokens across extraction, drafting, and QA. Your annual licence covers unlimited usage — no metering, no overage charges.
Who it’s for
Bid Assistant is built for organisations that respond to formal tenders and need to keep their content private.
IT services and managed services
Respond to framework call-offs and mini-competitions faster. Reuse approved security answers and SLA commitments across G-Cloud and DOS submissions.
Professional services and consultancy
Bid teams responding to 5-10 tenders per quarter. The answer library pays for itself after the third tender when half your responses come from approved content.
Defence and security
NDA-protected tender content that cannot go through US-hosted SaaS tools. Bid Assistant processes everything in your encrypted UK workspace.
Healthcare and NHS suppliers
Respond to NHS procurement frameworks with evidence drawn directly from your clinical governance documents, certifications, and case studies.
Construction and engineering
Large tenders with hundreds of technical requirements across multiple lots. The compliance matrix and section assignment keep multi-disciplinary teams coordinated.
Legal and financial services
Panel tender responses where commercially sensitive pricing and methodology content must be kept confidential and not used for AI training.
Flat annual pricing. No surprises.
A single tender can consume hundreds of thousands of AI tokens. Your licence covers unlimited usage.
Bid Assistant
From £5,000
per year
Requires CloakAI Business workspace. Knowledge Vault recommended but not required. Pricing agreed before enablement. All prices exclude VAT where applicable.
Ready to stop writing bids the hard way?
Tell us about your team and the tenders you respond to. We’ll confirm pricing and get you set up.