Tender discovery and approval-gated outreach
Finds public tenders daily, scores them, and drafts outreach that waits for your approval.
The challenge
Winning security contracts means watching several tender portals every day and also building relationships with the companies that subcontract work. Both jobs are repetitive, easy to postpone, and easy to do inconsistently.
The solution
A business-development system for a UK security services company. It searches public tender portals on a schedule, removes duplicates and scores each tender for fit, value, location and deadline. A second pipeline finds target companies, drafts personalised outreach and runs a short follow-up sequence, with cooldowns between cycles.
Nothing is sent until a person approves it on the dashboard. Tender bids stay manual.
What it does
- Daily tender search across public feeds, AI-scored
- Approve or reject every outreach draft before it goes
- Pause and resume outreach without stopping tender monitoring
- One dashboard for tenders, outreach, meetings and contracts
How it works
- SearchSearches run daily across public procurement portals using keyword and category rules.
- Clean and scoreDuplicates are removed. Each tender is scored for fit, value, location and deadline, so the shortlist is ranked instead of raw.
- Find and draftA second pipeline discovers target companies in waves, finds decision-makers and drafts a personalised first email.
- ApproveEvery draft waits on the dashboard. A person approves or rejects it. Nothing is sent without that click.
- Send and follow upApproved drafts are picked up within about 30 minutes. A short follow-up sequence of up to three emails runs if there is no reply.
- Cool downAfter a sequence with no reply, the company rests for one month the first time and two months after that, then becomes eligible again.
Design decisions
Approval is built into the flow
The send step cannot run on a draft that has not been approved. The control is part of the design, not a setting someone can forget.
Pause without blind spots
Outreach can be paused and resumed in one click, while tender monitoring keeps running, so a pause never means missing a deadline.
Replies stop the machine
As soon as a reply is detected, the sequence stops and a person takes over the conversation.
Bids stay human
The system finds and ranks tenders. Submitting a bid and logging a won contract remain manual actions, on purpose.
Built with
n8n workflows for scheduling, collecting public tender feeds, scoring and sending. A shared CRM keeps records, status changes and an activity log. A web dashboard handles approvals, meetings, contracts and weekly reporting.
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Images are system design diagrams, not screenshots of client systems.