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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

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

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?

Red Flags to Watch For

- Very short turnaround time
- Unusually high security requirements
- Requirements outside your expertise
- Geographic limitations

Step 3: Start Your Application

Click "Apply Now" to open the Application Assistance interface — a multi-tab workspace designed to guide you through every aspect of your tender submission.
1

Apply

Click "Apply Now" on the tender page
2

Review Requirements

The first tab shows a requirements checklist and tender details
3

Navigate Tabs

Use the tab navigation to move between Proposal, Documents, Pricing, and Review sections

Step 4: AI Proposal Generation

The Application Assistance feature uses AI to help you write professional proposals. It draws from our blog knowledge base to provide context-aware guidance.

Generating Your Proposal


1

Open Proposal Tab

Navigate to the Proposal section in the application interface
2

Generate with AI

Click "Generate Proposal" — AI creates an initial draft based on your company profile and tender requirements
3

Review and Edit

Review the AI-generated content. Add company-specific examples and personalize the language
4

Knowledge Base Context

The AI draws from our blog articles and tender guides to provide relevant context and best practices
AI Tips: Use AI for first drafts, not final copies. Always personalize the content with your company's specific experience and achievements.

Step 5: Complete Application Sections

The multi-tab interface guides you through each section:

Tab 1: Requirements

- Review tender requirements checklist
- Check eligibility criteria
- Note document requirements
- Verify BBBEE level requirements

Tab 2: Proposal

- Technical proposal (AI-assisted)
- Company capability statement
- Relevant experience and past projects
- Approach and methodology

Tab 3: Documents

- Upload required documents from your vault
- Attach certificates and registrations
- Add project references and portfolio
- Compliance document checklist

Tab 4: Pricing

- Enter your pricing structure
- Break down costs if required
- Include VAT (15%)
- Check for pricing formats in requirements

Tab 5: Review & Submit

- Final compliance check
- Review all sections
- Submit application

Step 6: Compliance Check

The Review & Submit tab runs an automatic compliance check:
- 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

Step 7: Review and Submit


Final Review Checklist

- ☐ All sections completed
- ☐ 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

Tips for Success


1. Start Early

- Begin applications well before closing date
- 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

3. Follow Instructions

- Read requirements carefully
- Follow formatting guidelines
- Submit all requested documents

4. Keep Professional

- Use professional language
- Check spelling and grammar
- Ensure contact details are correct

Common Mistakes to Avoid


Documentation Errors

- Expired certificates
- Missing signatures
- Illegible copies
- Wrong file formats

Content Issues

- Generic proposals
- Spelling mistakes
- Incorrect pricing
- Missing requirements

Technical Problems

- Last-minute submissions
- 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

After Submission

- Monitor your email for updates
- 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/tender-application-guide)
2

Learn AI Matching

[Learn about AI matching](/documentation/user-guides/matching-system)
3

Explore Features

[Explore advanced features](/documentation/user-guides/platform-user-guide)
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

Document Upload Fails

- Check file size (max 10MB)
- 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
← Company ProfileAI Assistant Guide →