Hours of manual work
Matching and preparing Excel files, certificates and documentation for every tender.
Distribution of medical devices and medicines
Automatic matching of specifications for public tenders
A module that reads an Excel file of technical requirements, automatically selects the matching products and then assembles the full tender documentation for public procurements to hospitals.
About the company
Distributor of medical devices and medicines
An international company, a distributor of medical devices and medicines, which prepares and submits over 200 public tenders to hospitals every year. (At the client's request, the name is not published.)
Industry → Medical devices and medicines
Activity → Distribution
Customers → Hospitals (public tenders)
Volume → 200+ public tenders per year
The problem
What was not working
Preparing 200+ public tenders per year to hospitals required an enormous amount of manual work — matching Excel files, certificates, prices and technical specifications, plus tracking the positions that were won.
Risk of errors
Wrong prices, incorrect products or mismatched sizes during manual assembly.
Difficult tracking
The positions won across 200+ tenders per year were hard to track.
The solution
What we built
We built a module that reads the information from Excel and, based on the technical requirements, automatically enters the products that match the brief and assembles the accompanying documentation.
- Reads the technical requirements directly from the Excel file of the tender
- Automatically suggests and enters products that match the technical brief
- Attaches the required forms, certificates and declarations
- Assembles the full tender documentation, ready for submission
Custom module
Excel parsing
Automatic matching
Document generation
PHP
PostgreSQL
The result
How it was solved in practice
Preparing the full documentation for a public tender takes several times less time, and errors from incorrect prices, products and sizes drop dramatically.
several times
shorter time to prepare documentation
fewer
errors in prices, products and sizes
200+
public tenders per year
Import from Excel
The module reads the technical requirements directly from the file of the tender.
Automatic product matching
The system suggests the products that match the technical brief.
Matching the technical specifications
The requirements are matched against the appropriate items row by row.
Assembled documentation
Forms, certificates and declarations, ready for submission.
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