beginner20 minutes
Your First Application
Step-by-step walkthrough of submitting your first tender application
Overview
This guide walks you through submitting your first tender application using Tenders-SA's AI-powered platform. We'll cover finding tenders, using AI assistance, and submitting your application.
Before You Start
Ensure you have:
- ✅ Completed your company profile
- ✅ Uploaded all required documents
- ✅ Verified your email address
- ✅ Active subscription plan
- ✅ Completed your company profile
- ✅ Uploaded all required documents
- ✅ Verified your email address
- ✅ Active subscription plan
Step 1: Find a Tender
Option A: From Your Dashboard
1
Log In
Log in to your account
2
Navigate
Navigate to "Matched Tenders"
3
Review Matches
Review tenders with high match scores (70%+)
4
View Details
Click "View Details" on interested tenders
Option B: Browse All Tenders
1
Browse
Go to "Browse Tenders"
2
Filter
Use filters to narrow down:
- Industry
- Province
- BBBEE requirements
- Closing date
3
Select
Click on tender titles to view details
Understanding Match Scores
- 90-100%: Perfect match - apply immediately
- 70-89%: Good match - strong consideration
- 50-69%: Possible match - review requirements
- Below 50%: Poor match - likely not suitable
- 70-89%: Good match - strong consideration
- 50-69%: Possible match - review requirements
- Below 50%: Poor match - likely not suitable
Step 2: Review Tender Details
Key Information to Check
- Closing Date: Ensure you have enough time
- Requirements: Can you meet all criteria?
- Documents Needed: Do you have them?
- BBBEE Level: Do you qualify?
- Location: Can you service this area?
- Requirements: Can you meet all criteria?
- Documents Needed: Do you have them?
- BBBEE Level: Do you qualify?
- Location: Can you service this area?
Red Flags to Watch For
- Very short turnaround time
- Unusually high security requirements
- Requirements outside your expertise
- Geographic limitations
- Unusually high security requirements
- Requirements outside your expertise
- Geographic limitations
Step 3: Start Your Application
1
Apply
Click "Apply Now" on the tender page
2
Review
Review the application overview
3
Start
Click "Start Application"
Step 4: AI Pre-filling
Automatic Information
Our AI will pre-fill:
- Company details from your profile
- Contact information
- BBBEE certificate details
- Tax clearance information
- Company details from your profile
- Contact information
- BBBEE certificate details
- Tax clearance information
Review Pre-filled Data
- Check all pre-filled information
- Update any outdated details
- Add missing information where needed
- Update any outdated details
- Add missing information where needed
Step 5: Complete Application Sections
Section 1: Company Information
- Verify company details
- Confirm BBBEE level
- Add specific experience relevant to tender
- Confirm BBBEE level
- Add specific experience relevant to tender
Section 2: Technical Proposal
Use AI Assistant for help:
- Click "Generate with AI" for initial draft
- Edit to match your company's voice
- Add specific examples of past work
- Include relevant certifications
AI Prompts to Try:
- "Help me write about our experience in road construction"
- "Generate a proposal for IT infrastructure services"
- "Explain our BBBEE compliance"
- Click "Generate with AI" for initial draft
- Edit to match your company's voice
- Add specific examples of past work
- Include relevant certifications
AI Prompts to Try:
- "Help me write about our experience in road construction"
- "Generate a proposal for IT infrastructure services"
- "Explain our BBBEE compliance"
Section 3: Pricing
- Enter your pricing structure
- Break down costs if required
- Include VAT (15%)
- Check for pricing formats in requirements
- Break down costs if required
- Include VAT (15%)
- Check for pricing formats in requirements
Section 4: Documents
Required Documents Checklist:
- ☐ Tax clearance certificate
- ☐ BBBEE certificate
- ☐ CIPC registration
- ☐ Director IDs
- ☐ Company profile
- ☐ Relevant certifications
- ☐ Past project references
Upload Tips:
- Use clear, readable PDFs
- Name files descriptively
- Check file size limits (max 10MB)
- Ensure all documents are current
- ☐ Tax clearance certificate
- ☐ BBBEE certificate
- ☐ CIPC registration
- ☐ Director IDs
- ☐ Company profile
- ☐ Relevant certifications
- ☐ Past project references
Upload Tips:
- Use clear, readable PDFs
- Name files descriptively
- Check file size limits (max 10MB)
- Ensure all documents are current
Step 6: Compliance Check
Our AI will check:
- All required fields completed
- Documents attached and valid
- Eligibility criteria met
- BBBEE requirements satisfied
- All required fields completed
- Documents attached and valid
- Eligibility criteria met
- BBBEE requirements satisfied
Fixing Compliance Issues
- Red items: Must be fixed before submission
- Yellow items: Recommended improvements
- Green items: All good to proceed
- Yellow items: Recommended improvements
- Green items: All good to proceed
Step 7: Review and Submit
Final Review Checklist
- ☐ All sections completed
- ☐ No spelling errors
- ☐ Pricing correct
- ☐ Documents uploaded
- ☐ Compliance check passed
- ☐ Contact information accurate
- ☐ No spelling errors
- ☐ Pricing correct
- ☐ Documents uploaded
- ☐ Compliance check passed
- ☐ Contact information accurate
Submit Your Application
1
Review
Click "Review Application"
2
Check Summary
Check the summary page
3
Submit
Click "Submit Application"
4
Confirmation
Wait for confirmation message
After Submission
What Happens Next
1
Immediate Confirmation
Email receipt with application number
2
Under Review
Tender issuer reviews your application
3
Clarification Requests
Respond promptly if contacted
4
Decision
Awarded, rejected, or shortlisted
Tracking Your Application
- Go to "My Applications" in dashboard
- Check status updates
- View communication history
- Download submitted application
- Check status updates
- View communication history
- Download submitted application
Tips for Success
1. Start Early
- Begin applications well before closing date
- Allow time for document gathering
- Account for potential technical issues
- Allow time for document gathering
- Account for potential technical issues
2. Use AI Wisely
- Use AI for first drafts, not final copies
- Personalize AI-generated content
- Add company-specific examples
- Personalize AI-generated content
- Add company-specific examples
3. Follow Instructions
- Read requirements carefully
- Follow formatting guidelines
- Submit all requested documents
- Follow formatting guidelines
- Submit all requested documents
4. Keep Professional
- Use professional language
- Check spelling and grammar
- Ensure contact details are correct
- Check spelling and grammar
- Ensure contact details are correct
Common Mistakes to Avoid
Documentation Errors
- Expired certificates
- Missing signatures
- Illegible copies
- Wrong file formats
- Missing signatures
- Illegible copies
- Wrong file formats
Content Issues
- Generic proposals
- Spelling mistakes
- Incorrect pricing
- Missing requirements
- Spelling mistakes
- Incorrect pricing
- Missing requirements
Technical Problems
- Last-minute submissions
- Browser compatibility issues
- File upload failures
- Internet connectivity
- Browser compatibility issues
- File upload failures
- Internet connectivity
Getting Help
During Application
- Use the AI chat assistant (bottom right)
- Check the help documentation
- Contact support for urgent issues
- Check the help documentation
- Contact support for urgent issues
After Submission
- Monitor your email for updates
- Respond quickly to clarification requests
- Keep records of all communications
- Respond quickly to clarification requests
- Keep records of all communications
Next Steps
After submitting your first application:
1
Monitor Status
[Monitor application status](/documentation/user-guides/applications/tracking)
2
Learn AI Matching
[Learn about AI matching](/documentation/features/ai-matching)
3
Explore Features
[Explore advanced features](/documentation/features/overview)
4
Join Community
[Join the community forum](https://community.tenders-sa.org)
Video Tutorial
For a visual walkthrough, watch our First Application Tutorial.
Troubleshooting
Application Won't Submit
- Check all required fields
- Verify document uploads
- Try a different browser
- Clear browser cache
- Verify document uploads
- Try a different browser
- Clear browser cache
Document Upload Fails
- Check file size (max 10MB)
- Ensure PDF format
- Check internet connection
- Try smaller file sizes
- Ensure PDF format
- Check internet connection
- Try smaller file sizes
AI Assistant Not Working
- Refresh the page
- Check internet connection
- Try a different browser
- Contact support if issue persists
- Check internet connection
- Try a different browser
- Contact support if issue persists