beginner20 minutes

Platform User Guide

Learn how to navigate and use the Tenders-SA platform effectively

Platform User Guide

The Tenders-SA platform is designed to help South African businesses find relevant tenders, understand fit and readiness, prepare stronger applications, manage compliance documents, and use procurement intelligence before committing time to a bid.

Core Platform Capabilities

AI-Powered Tender Matching

Tenders-SA compares tender requirements against your company profile, industries, location, B-BBEE level, CIDB information, document readiness, and preferences. Match and readiness scores help you decide where to focus first.

Application Assistance Workspace

The application workspace helps you move from tender discovery to preparation. Use it to review eligibility, attach documents, ask tender-specific questions, generate proposal sections, plan deadlines, and track progress before submission.

Document Vault and Readiness

Store commonly required documents once, including company registration, tax compliance, B-BBEE certificates or affidavits, CIDB registration, financial documents, and reference letters. Document status and expiry information make it easier to spot gaps before applying.

Tools, Services, and Intelligence

Use the Tender Toolkit for readiness checks, calculators, planning, company lookup, and forensic analysis. Use the Services Hub when you need professional help with CSD, B-BBEE, CIDB, business registration, or tender-ready business profiles.

Getting Started

Dashboard Overview

When you first log in, you'll land on your dashboard which provides:

- Quick Stats: Overview of applications, submitted bids, drafts, awards, and active work
- Recommended Tenders: AI-powered suggestions based on your company profile and readiness
- Application Slots: Your remaining monthly application allowance based on subscription tier
- Recent Activity: Latest updates on applications, saved tenders, and documents
- Quick Actions: Shortcuts to company profile, documents, tools, services, and new applications

The main navigation menu includes:

- Dashboard: Your home base with personalized insights
- Tenders: Browse and search available tenders
- Matches: Review tenders ranked for your company profile
- Applications: Start, prepare, and track tender applications
- Documents: Manage compliance and supporting documents
- Tools: Open the Tender Toolkit, including Readiness Assessment, Company & Director Lookup, and Tender Forensic Analysis
- Services: Request professional help for compliance and business setup gaps
- Settings: Configure your profile, users, notifications, and preferences

Using the Tender Toolkit

Toolkit Overview

The Tender Toolkit combines planning, compliance, and intelligence tools. You can access it from the main navigation, homepage tools section, footer, or directly from /tools.

Tender Forensic Analysis

Use Tender Forensic Analysis when you need to screen a supplier or review a department for procurement-risk signals such as bid splitting, director conflicts, shell-company indicators, or unusual award patterns.

When to Use Supplier Audit vs Department Scan

- Supplier Audit: Best for checking one supplier before partnering, shortlisting, or escalating for due diligence
- Department Scan: Best for investigating broader award patterns across a municipality, department, or buyer

Tender Discovery

Using the Tender Search

1. Basic Search: Use the search bar to find tenders by keywords
2. Advanced Filters: Narrow results by:
- Industry categories
- Geographic location (provinces)
- BBBEE requirements
- Estimated tender value
- Closing date range

Understanding Tender Cards

Each tender card may display:
- Title and Reference Number: Unique identifier
- Organization: Issuing authority
- Closing Date: Countdown timer shows urgency
- Estimated Value: Budget range where available
- Location: Province and municipality
- Match or Readiness Signal: Fit for your profile and preparation state
- Trust or Source Evidence: Indicators that help you understand where tender data came from

Tender Details Page

Click on any tender to view:
- Full Description: Detailed scope of work
- Requirements: Eligibility criteria and documents needed
- Contact Information: Official contact details
- Related Tenders: Similar opportunities

Application Management

Starting an Application

1. Click "Apply Now" or start from the Applications area
2. Review eligibility, requirements, closing date, and required documents
3. Attach existing files from your document vault or upload missing documents
4. Use the Application Assistance workspace for proposal drafting, compliance checks, question answering, and deadline planning
5. Review everything before submitting through the required tender channel

Tracking Applications

The Applications page shows:
- Status: Draft, Submitted, Under Review, Awarded, or Rejected
- Progress: Visual indicator of completion and preparation state
- Deadlines: Remaining time for submissions
- Assistance Actions: Continue preparing, ask AI, review documents, or open the tender
- History: Notes, status changes, and submission details where available

Document Management

Uploading Documents

1. Navigate to Documents section
2. Click "Upload New Document"
3. Select document type from categories:
- Company Registration
- BBBEE Certificate
- Tax Clearance
- Financial Statements
- Reference Letters

Document Status

Documents show:
- Valid: Current and within expiry date
- Expiring Soon: Will expire within 30 days
- Expired: Needs renewal
- Pending Review: Under verification

Profile Settings

Company Profile

Complete your company profile with:
- Company Type and Basic Information: Legal entity, registration, tax, and contact details
- Industries: Primary and secondary industries, categories, and service areas
- Geographic Coverage: Provinces and municipalities where you can deliver
- Capabilities: Team size, experience, equipment, CIDB grading, and operational capacity
- Compliance: B-BBEE level, certificates, registrations, and expiry dates
- Key Personnel: People, roles, qualifications, and CVs where relevant

Notification Preferences

Configure alerts for:
- New Tenders: Matching your criteria
- Application Updates: Status changes
- Document Reminders: Expiry notifications
- System Announcements: Platform updates

Best Practices

Profile Completeness

- Aim for a complete profile: Better profile data improves matching and AI assistance
- Keep compliance current: Update B-BBEE, tax, CSD, CIDB, and other documents before they expire
- Use preferences: Set industries, locations, and tender types so alerts stay relevant
- Review readiness before applying: Strong matches still need complete documents and enough time to submit well

Application Strategy

- Early Applications: Submit well before deadlines
- Quality over Quantity: Focus on suitable tenders
- Follow Instructions: Adhere to all requirements
- Professional Presentation: Use clear, concise language

Staying Organized

- Use Favorites: Save interesting tenders
- Set Reminders: Track important deadlines
- Regular Check-ins: Log in frequently for updates

Troubleshooting

Common Issues

Can't Find Relevant Tenders
- Check and update your industry codes
- Expand geographic preferences
- Adjust BBBEE level settings

Application Won't Submit
- Verify all required documents are uploaded
- Check file formats and sizes
- Ensure all form fields are completed

Missing Notifications
- Check notification settings
- Verify email address
- Check spam/junk folders

Getting Help

- Documentation: Browse help articles
- Support Chat: Real-time assistance
- Email Support: Detailed inquiries
- Community Forum: User discussions

Help and Support

- Email Support: [email protected]
- Browse Documentation: /docs
- Contact Support Team: /support

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