The automation of calls for tenders represents today an essential lever for companies wishing to improve efficiency and strengthen the transparency of their procurement. E-RFx (electronic request for...) refers to all the digital tools that enable the structuring, distribution, collection and analysis of tender responses in a standardised and automated manner. This digitalisation facilitates the management of all stages of the process, from drafting the response file to evaluating technical and financial criteria.
By providing greater visibility to procurement teams and accelerating decision-making, AI (artificial intelligence) is becoming a strategic component to improve the quality of procurement overall, optimise contracts and strengthen the compliance expected in both public and private tenders.
Why automate calls for tenders?
Automation brings immediate value to buyers and procurement departments: acceleration, risk reduction, standardisation of document management – the benefits cover the entire procurement cycle.
E-RFx profoundly transforms the way companies manage their calls for tenders. The first added value lies in reducing timeframes. By automating repetitive tasks – extracting information, classifying documents, follow-ups, compliance verification – buyers can focus their time on high-value analysis.
This dynamic echoes the words of Quentin Burès, Client Procurement Optimisation Manager at Manutan Group, who emphasises: "It is imperative to improve purchasing and procurement processes to boost the operational efficiency of procurement departments. It should be noted that buyers still spend nearly three quarters of their time on purely transactional or operational activities. They must therefore initiate rationalisation and automation strategies to improve efficiency and ultimately focus on more strategic tasks."
Automation also strengthens traceability: every call, every response, every modification is recorded. Teams can access the latest version of a document, exchanges or internal decisions with a single click. This transparency facilitates audits, particularly in public tenders or procedures involving strict rules.
Lastly, compliance is improved through automatic completeness checks, predefined templates and alignment with procurement requirements. Error risks decrease, ensuring faster and more efficient responses to public or private market expectations.
To support these challenges, Manutan supports companies through its service that handles integrations (ERP, e-procurement), with rapid connection, training and dedicated assistance to optimise procurement and improve efficiency (available in Belgium, Czech Republic, Denmark, Sweden, Finland, France, Germany, Hungary, Italy, Netherlands, Norway, Poland, Slovakia, Spain, Switzerland, United Kingdom, Portugal, on the date of content publication). This service facilitates the connection between the procurement information system and the supplier ecosystem, enabling improved efficiency and accelerated digitalisation of transactions.
How does automation improve the quality of tender responses?
Preparing a response file can mobilise many teams. Between technical submissions, administrative documents, document management and content customisation, quality often depends on available time.
Automation simplifies drafting through libraries of validated content, pre-filled fields, standardised templates and suggested responses. Information is consistent, the risks of omissions decrease and the quality of tender responses improves significantly.
For companies wishing to increase their chances of success, this advantage is decisive. The ability to deliver a clear, compliant, consistent and complete file becomes a genuine differentiator in the market.
How to choose an automation of calls for tenders platform?
Digital solutions are numerous and not all meet the same needs. Before selecting software, it is necessary to evaluate its user-friendliness, functionalities, integration with the information system and the relevance of its analysis tools.
Interfaces, user-friendliness and document management
A clear and intuitive interface facilitates adoption by teams. An efficient platform must:
- Centralise all file documents;
- Provide a versioning system;
- Enable rapid analysis and information extraction;
- Automate the management of sensitive documents.
These elements directly support the quality of responses and the fluidity of the tender process.
ERP integration and connectivity to the procurement ecosystem
The choice of solution must be based on its ability to communicate with the ERP or e-procurement tool. The automation of calls for tenders is fully effective when it integrates with the rest of the procurement chain.
Thanks to its expertise in ERP integration, Manutan helps companies harmonise their flows, secure their data and simplify information circulation. This type of support accelerates digital transformation and guarantees optimal use of the response software.
Essential functionalities of automation software
A mature platform must offer at minimum:
- Analysis of supplier responses;
- Automated scoring of technical and financial criteria;
- Automation of low-value tasks;
- Dashboards to manage RFx KPIs;
- TCO calculation tools.
These elements facilitate the comparison of proposals and improve decision-making.
Effectively configuring your tender templates and workflows
An automated solution cannot deliver its full potential without proper configuration. Standardisation and automation of internal work play a major role in performance.
Standardisation of templates to strengthen quality and compliance
Templates apply to technical submissions as well as selection criteria, pricing frameworks or contractual documents. Their proper configuration guarantees consistency between calls, whilst reducing preparation time.
By standardising the structure of the response file, companies secure compliance, particularly in procedures involving public tenders, where rigour is essential.
Workflow automation to streamline the process
Workflows define the validation workflow: list of contributors, team role, deadlines, and mandatory stages. Well-calibrated automation:
- Reduces validation timeframes;
- Limits errors;
- Improves collaboration between technical and procurement teams.
This enables each team to focus on high-value contributions, rather than on administrative follow-up.
Supplier response management and automated scoring
Supplier responses are often voluminous and heterogeneous. Automation facilitates their analysis and supports decision-making.
How to improve the evaluation of tender responses?
The platform groups responses, eliminates duplicates and highlights deviations from requirements. Comparison becomes simpler, faster and more objective.
Buyers benefit from a precise vision, which improves their chances of success and strengthens the quality of responses.
Automated scoring: a lever to maximise your chances
Through an algorithm based on company criteria, scoring provides reliable and transparent evaluation. It eliminates human bias and guarantees fairness between suppliers, particularly when analysing technical aspects.
This structured approach contributes to improving efficiency in tender processing, whilst offering significant visibility to stakeholders.
Management and reporting: monitoring tender performance
Measuring performance is essential to optimise procurement approaches and identify areas for improvement.
RFx KPIs: indicators to monitor
Automation provides rapid access to indicators such as:
- The number of calls for tenders processed;
- Average response time;
- Compliance rates;
- Savings achieved;
- Supplier response performance.
This data facilitates contract management and guides improvement plans.
TCO analysis to strengthen procurement decisions
TCO (Total Cost of Ownership) goes beyond simple purchase price. It takes into account:
- Operating costs;
- Logistics costs;
- Usage and end-of-life costs.
An automated TCO analysis tool helps companies select the most sustainable, efficient and suitable offer for actual needs.
The automation of calls for tenders is establishing itself as an essential AI solution to modernise procurement practices, improve performance and strengthen transparency. Through rigorous structuring, more reliable comparison and reduction of repetitive tasks, procurement teams increase their chances of success whilst developing a more precise vision of their contracts.
