Anyone who regularly participates in public tenders knows the problem: keeping track of deadlines, compiling documents, calculating bids, coordinating submissions. Without the right tools, it quickly becomes chaotic. This article shows which software helps – and why Tender Management has become its own profession.

Why Software Is Indispensable in Tender Business

Imagine: You're monitoring 50 tenders simultaneously. Each has different deadlines, requirements, and contacts. You're working on 5 bids in parallel. And meanwhile, 3 active projects from won contracts are running.

Without a system, you drown in chaos. With the right software, you maintain oversight.

What Tender Software Should Deliver

Tender Search and Monitoring

The problem: Finding relevant tenders before it's too late.

The solution: Software that automatically searches according to your criteria:

  • By CPV codes
  • By regions
  • By contracting authorities
  • By keywords

The best tools search multiple platforms simultaneously – from TED through state portals to municipal publications.

Deadline Management

The problem: A missed deadline means exclusion. No exceptions.

The solution: Automatic reminders, calendar integration, overviews of all upcoming dates.

Document Management

The problem: For every bid, you need dozens of documents – eligibility certificates, references, calculations, forms.

The solution: Central storage, version control, reuse of standard documents.

Bid Calculation

The problem: Correct calculation is the foundation of every bid. Errors cost margin – or the contract.

The solution: Calculation tools tailored to your industry. Especially established in construction (AVA software).

Workflow and Collaboration

The problem: Multiple people often work on a bid – sales, technical experts, calculation, management.

The solution: Defined workflows, task assignment, approval processes.

Software Categories

AVA Software (Tendering, Awarding, Billing)

Developed specifically for the construction industry. These programs cover the entire process:

  • Creating specifications
  • Calculating bids
  • Conducting awards (for contracting authorities)
  • Creating invoices

Well-known solutions: ORCA AVA, California, ARRIBA, iTWO

Tender Management Platforms

Comprehensive solutions for complete tender management:

  • Tender research
  • Bid management
  • Deadline monitoring
  • Reporting and analysis

These tools are industry-independent and target companies that regularly participate in procurements.

Specialized Search Tools

Pure research tools that aggregate tenders from various sources. They solve one problem: not having to manually search all platforms.

CRM with Tender Focus

Customer Relationship Management adapted for the public sector:

  • Maintaining contacts with procurement offices
  • Documenting application history
  • Pipeline management for ongoing tenders

What to Consider When Choosing

1. Fit for Your Industry

AVA software is perfect for construction companies – but useless for IT service providers. Choose a tool that supports your way of working.

2. Integration with Tender Platforms

The software should be able to communicate with the platforms you use. Ideal: direct import of tender data.

3. User-Friendliness

The best tool is useless if nobody uses it. Look for intuitive operation and good support.

4. Scalability

Today you're processing 10 bids per year, tomorrow maybe 100. The software should be able to grow with you.

5. Cost-Benefit Ratio

Calculate: What does a missed deadline cost? What does inefficient research cost? Against this stand the software costs.

Free vs. Paid Solutions

Free Options

  • Excel/Sheets: For starting out, a well-structured spreadsheet can suffice
  • Calendar apps: For deadline management
  • Free basic features of tender platforms

Limits: With growing volume, you quickly hit limits. Manual processes are error-prone.

Paid Solutions

  • Cloud-based platforms: Monthly or annual fees
  • License models: One-time payment plus maintenance
  • By usage: Costs per tender or user

When is the investment worthwhile? Once you're processing more than 10-20 tenders per year, professional software usually pays for itself quickly.

The Person Behind the Software: Tender Management as a Profession

With the professionalization of tender business, a career path has emerged: the Tender Manager.

What Does a Tender Manager Do?

  • Identifies relevant tenders
  • Coordinates bid preparation
  • Ensures deadlines and formalities are met
  • Communicates with contracting authorities (bidder questions)
  • Analyzes won and lost bids
  • Optimizes processes

Where Do Tender Managers Work?

  • In companies: As part of sales, business development, or a dedicated department
  • In consultancies: As external support for companies
  • At contracting authorities: In procurement offices (other side of the table)

What Qualifications Are Needed?

  • Business understanding: Calculation, contract law
  • Organizational talent: Coordinating many parallel projects
  • Communication skills: Internal and external
  • Procurement law knowledge: Understanding VOB, VGV, UVGO
  • Industry knowledge: Depending on employer

Career Paths

Entry: Often as clerk or junior position in sales/bidding

Development: Tender Manager -> Senior Tender Manager -> Head of Tender Management

Alternatives: Switch to contracting authority side (procurement office) or consulting

The Job Market

Tender Manager jobs are in demand. Digitalization and increasing complexity of procurement law drive demand. Specialists are sought especially in industries with high public contract share (construction, IT, consulting).

The Future: AI in Tender Management

Artificial intelligence is entering tender management:

  • Automatic classification of tenders
  • Matching between company profile and tenders
  • Text generation for standard passages in bids
  • Analysis of award decisions and competitors

The technology is still young, but development is rapid. Those who work with it early gain advantages.

Practical Tips for Getting Started

If You're Just Starting

  1. Start simple: Excel spreadsheet for tenders, calendar for deadlines
  2. Document everything: What works? What doesn't?
  3. Identify pain points: Where do you lose time? Where do errors happen?
  4. Evaluate software: Use trial versions before buying

When You're Growing

  1. Invest in a professional tool: Time for manual processes becomes too expensive
  2. Define processes: Who does what when?
  3. Measure success: Win rate, time-to-submission, cost per bid
  4. Learn from losses: Why didn't you win?

Conclusion: Tools Are Means to an End

The best software doesn't replace a good bid. But it helps you create more good bids – faster, with fewer errors, more systematically.

Invest in the right tools. And as your tender business grows: Invest in the right people. Tender Management is a craft that can be learned – and that pays off.

This article concludes our series on German procurement law and successful participation in public tenders. You now have the foundation: From the laws through platforms, thresholds, and procedures to contracting authorities, regions, industries, and tools. The rest is practice. Good luck!