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AI & data

AI tender document summaries with Gemini and Airtable

Tender summary automation reads the documents in a tender pack and pulls the deadlines, requirements, scoring criteria and contract terms into a consistent summary. It compares the requirements with your own records and files the summary in Airtable, where your team makes the bid decision.

An example of how the studio would build it. No live services are connected.

From a long tender pack to a summary you can decide on.

  1. Step 01

    Pack received

    Tender documents arrive in a dedicated Gmail inbox, or are saved there by a person after downloading them from the buyer’s portal.

  2. Step 02

    Details extracted

    Gemini reads the documents and lists the deadlines, contract length, value where stated, requirements and scoring criteria.

  3. Step 03

    Requirements checked

    Each requirement is compared with your own records, such as insurance levels, accreditations and turnover, and marked as met, not met or unclear.

  4. Step 04

    Summary filed

    A summary with page references is added to the bid list in Airtable, linked to the original documents.

  5. Step 05

    Bid decided

    Your team reviews the summary, checks anything unclear against the source and records a bid or no-bid decision.

The result

More time for the bids worth winning.

The summary is a starting point, never the decision. Every extracted date and requirement carries a page reference for a person to check, and nothing is ever submitted to a buyer automatically.

Before we connect it.

Where this is useful

Useful for building contractors, cleaning and facilities firms, consultancies and other suppliers who bid for public or corporate work and spend hours reading packs they then decline. A sensible first version produces the summary and a requirements checklist for each pack, leaving the written bid entirely to your team.

What we need to connect

  1. 01A dedicated inbox or folder where tender documents are saved, because many buyer portals require a person to sign in and download them.
  2. 02Google Gemini API access and an Airtable base for the bid list, with fields for dates, value, status and the decision.
  3. 03Your current insurance levels, accreditations and financial figures, and the kinds of work you will and won’t bid for.

What needs careful handling

Buyers often issue clarifications and amended documents later, so a new document for an existing tender updates its summary and highlights what changed. Requirements can be phrased in many ways, and the model can miss one or misjudge whether you meet it, so anything marked unclear is checked by a person against the page reference. Some buyers restrict how tender documents may be shared or processed, so their terms are checked before any documents are sent to an AI service.

Questions people ask.

Will it write the bid for us?

Not in this design. It saves time on reading and deciding, which is where much of the effort goes on bids you won’t pursue. Drafting answers could be a later step, with your team writing and approving every response.

Can it watch the tender portals for us?

Some portals offer email alerts or published data feeds, such as the UK government’s Find a Tender service, and those can start the process. Where a portal only works through a login, a person downloads the pack and saves it to the inbox.

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