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Know what is at stake before you bid.

Liquidated damages sometimes come to light after lodgement. The agents read the whole tender.

In brief

A tender is often read for its conditions and its price; liquidated damages are sometimes found only after lodgement. ITHA sets up AI agents that read the whole tender and check it against your references and documents. Deciding to bid, setting the price and lodging stay with you. For a firm that responds to at least three tenders a year.

Example · a 120-page tender

  1. Every requirement listed, with its page.
  2. Every document checked against the closing date.
  3. A one-page note to decide whether to bid.

Received in Outlook Checked with SharePoint HubSpot

Examples of software your agents can work in. Access, possible actions and your subscription are checked in the feasibility check. Software names and logos belong to their owners. No partnership is implied.

A council

Request for tender

Depot logistics review

  • $240,000 ex GST
  • Closes 06/11/2026, 12:00 pm
  • 120 pages
Bid/no-bid note prepared40 of 42requirements coveredDecision pending
Example · fictional data.

One tender, from the documents received to the bid/no-bid note.

120 pages

The tender arrives

A tender alert arrives: 120 pages, closing in three weeks.

Read in Outlook

Today, the alert arrives by email and someone skims the documents between meetings: the conditions of tendering, the price, the closing date. Your references sit in your CRM, your certificates in a shared folder, your team’s calendar somewhere else; no one checks them against the documents page by page. Liquidated damages or an expired certificate sometimes surface late.

Here is the same tender, with the agents. An AI agent reads the alert you already receive and the documents your team downloads, runs the checks and prepares the work, then hands it to your team.

Tender alert · buy.nsw

A council · $240,000 ex GST

Closes 06/11/2026

A council

Request for tender

Depot logistics review

  • $240,000 ex GST
  • Closes 06/11/2026, 12:00 pmIn 22 days
  • 120 pages

120 pages

Read in full

Short of time, people read the conditions and the price. The rest is sometimes found after lodgement.

The agent reads all four parts in full and lists the 42 requirements, page by page.

  1. Conditions of tenderingTendering

    Part A

    14 pp.

    12 requirements

  2. Conditions of contractContract

    Part B

    38 pp.

    9 requirements

  3. Specification

    Part C

    52 pp.

    17 requirements

  4. Pricing and schedulesPricing

    Part D

    16 pp.

    4 requirements

42 requirements

The four parts of the tender

Part A: conditions of tendering. Part B: conditions of contract. Part C: specification. Part D: pricing and returnable schedules.

42 requirements

Your evidence

The agent checks each requirement against your references and documents: 40 of 42 are covered.

Checked with SharePoint HubSpot

Three references for similar projectsPart A, p. 6 · Covered

Example · fictional data

Requirements register · Example · fictional data

Requirements register · 42 lines

RequirementWhereYour evidenceStatus
Three references for similar projectsPart A, p. 63 engagements, 2023 to 2025Covered
Dedicated team, profiles and CVsPart A, p. 74 current CVsCovered
Twelve-week schedulePart C, p. 41Schedule templateCovered
Professional indemnity certificate of currencyPart A, p. 8Valid until 31/10/2026Check
Liquidated damagesPart B, p. 231% a dayCheck

37 other requirements covered

40 of 42

Each requirement points to its page and to your document.

The agent flags two risks before closing.

2 risks

The certificate that expires

Your certificate of currency expires six days before the closing date.

Checked with SharePoint Outlook

October · November 2026

Certificate validity and closing date
Monday 26/10/2026: certificate valid.Tuesday 27/10/2026: certificate valid.Wednesday 28/10/2026: certificate valid.Thursday 29/10/2026: certificate valid.Friday 30/10/2026: certificate valid.Saturday 31/10/2026: certificate expires.Sunday 01/11/2026: no current certificate.Monday 02/11/2026: no current certificate.Tuesday 03/11/2026: no current certificate.Wednesday 04/11/2026: no current certificate.Thursday 05/11/2026: no current certificate.Friday 06/11/2026: tender closes at 12:00 pm, no current certificate.Saturday 07/11/2026.Sunday 08/11/2026.
Request drafted for your broker

A request for an updated certificate of currency is drafted for your broker. Your team sends it.

To your broker, draftReady to send

Agreed rule: no document out of date on the closing date.

Agreed rule: no document out of date on the closing date.

2 risks

The clause that commits you

$2,400

in liquidated damages for each day of delay. Ten days would cost $24,000.

Conditions of contract, p. 23 · Example · fictional data

One clause commits your firm: $2,400 for each day of delay.

Read in Conditions of contract, p. 23

Clause 9.2, in full

Conditions of contract · p. 23

Clause 9.2. Liquidated damages.

If the Contractor fails to complete the Services by the Date for Completion, the Contractor must pay the Principal liquidated damages of 1% of the Contract Price for each day of delay.

$240,000 ex GST × 1%

= $2,400 a day

× 10 days = $24,000

Liquidated damages$2,400 a day

Ten days of delay would cost $24,000, a tenth of the contract.

1 page

The bid/no-bid note

120 pages read by the agent, one page for you to read: the bid/no-bid note.

120 pages read

AdviceBid, if the certificate arrives before closing.

Bid/no-bid note · a council’s tender

$240,000 ex GST · closes 06/11/2026

Requirements
40 of 42 covered, each with its page.
Document
Certificate of currency: request drafted for your broker.
Clause
$2,400 for each day of delay, cl. 9.2.
Team
Two consultants available across the twelve weeks.
Advice
Bid, if the certificate arrives before closing.

Decision pending

  • Bid
  • Do not bid

Deciding to bid, setting the price and lodging stay with you.

Example · fictional data

Bid/no-bid note · Example · fictional data

A council’s tender, from the documents received to the bid/no-bid note. Example · fictional data.

What your software does not do

What your software does not do

Your CRM tracks the opportunity. It does not read the tender documents, or check their requirements against your documents and their dates.

See the response outline

If you decide to bid, the agent prepares a response outline: need, method, references, schedule, price. Each part lists the requirements it covers, with their page. Your team writes the response, sets the price and lodges it.

A price outside your rate card, then terms that change.

When a client asks for a proposal, the agent drafts it in your template, at your rates, with the duration of your closest past engagement. Then it reads what the client asks for: a rate that is no longer yours, a purchase order that changes the payment terms.

The client asks for last year’s rate.

2026 rate card$20,700

2025 rate requested$19,200

$1,500 ex GST below your 2026 rate card.

Amounts ex GST · Example · fictional data

Proposal · Example · fictional data

Proposal · a logistics firm, 85 staff

Could you send us a proposal? 85 staff, three shifts, starting in November. At last year’s rate, if possible.

LineSourceAmount
12 consulting daysClosest past engagement, 2025
Fixed fee at 2026 rates, $1,725 a day2026 rate card, p. 2$20,700 ex GST
Fixed fee at 2025 rates, $1,600 a day2025 rate card, p. 2$19,200 ex GST
Difference$1,500 ex GST

CheckThe rate requested is outside your 2026 rate card.

Decision pending

$1,500 ex GST below your 2026 rate card.

Agreed rule: no price outside your rate card goes out without you.

  • Keep the 2026 rates
  • Grant the 2025 rates
  • Offer another concession

Example · fictional data.

See the full document

Proposal drafted in your template, sent by your team

Draft reply: please find attached our proposal, 6 pages: 12 consulting days over six weeks, from 04/11/2026.

  • Review of the three shifts: 4 days.
  • Workshops and action plan: 6 days.
  • Presentation to management: 2 days.

Fixed fee for 12 days at 2026 rates, $1,725 a day: $20,700 ex GST.

What your software does not do: your quoting software applies the rates it is given. It does not see that a client’s request contradicts them.

The purchase order extends the payment terms.

Signed proposal30 days

Purchase order90 days

90 days from end of month: longer than your signed proposal.

Example · fictional data

Order · Example · fictional data

Order from the logistics firm · $20,700 ex GST

DocumentPayment terms
Your proposal, signed 12/10/202630 days
Client’s purchase order, received 14/10/202690 days from end of month

Check90 days from end of month: longer than your signed proposal.

Decision pending

90 days from end of month, instead of the 30 days signed.

Agreed rule: any term that differs from the signed proposal comes to you.

  • Accept
  • Restate the signed terms
  • Decline

Example · fictional data.

See the full document

Reply drafted, for your team to send

“Your purchase order states payment at 90 days from end of month. Our proposal, signed on 12/10/2026, provides for 30 days. Could you please confirm?”

What your software does not do: your CRM records the signed proposal. It does not compare the client’s purchase order with it.

Invoices and payments

What the agent does on its own is up to you.

One level per action. Runs on its own: the agent acts within what you have allowed, sends nothing, and it is logged. You decide: it prepares, your team reviews and decides. Never alone: it prepares, a person acts, and the setting is locked. A price outside your rate card and lodging a response are always set to Never alone.A price outside your rate card and lodging a response stay with you, always.

See the control panel

  • Runs on its ownAsking for a missing document
  • You decideA proposal within your rate card
  • Never aloneA price outside your rate card
The six actions, one by one

Runs on its own: the agent acts within what you have allowed, sends nothing, and it is logged. You decide: it prepares, your team reviews and decides. Never alone: it prepares, a person acts, and the setting is locked.

Tenders and proposals

  • Asking your team for a missing documentThe tender
    Runs on its own
  • Drafting a certificate request for your brokerThe tender
    Runs on its own
  • Preparing a proposal within your rate cardThe proposal
    You decide
  • Drafting a reply to an order that changes your termsThe order
    You decide
  • A price outside your rate cardThe proposal
    Never alone, setting lockedNever alone
  • Lodging a tender responseThe tender
    Never alone, setting lockedNever alone

Runs on its own: the agent acts within what you have allowed, sends nothing, and it is logged. Illustrative screen.

What your software already does is not redone.

  • HubSpotTracking deals and following up quotes.
  • SalesforceAccounts, opportunities and their history.
  • DocusignSigning proposals and contracts.

Examples, depending on your subscriptions. Software names and logos belong to their owners. No partnership is implied.

Not useful yetFor a firm that responds to fewer than three tenders a year.

Questions

Before you hand over your tenders.

Does the agent decide whether to bid?

No. It reads the tender and gives you a reasoned view. Deciding to bid, setting the price and lodging stay with you.

What if something is missing from our documents?

The agent says so: “not found in your documents”, with the page of the requirement. It never fills a gap.

Doesn’t our CRM already do this?

It tracks your deals and follows up your quotes. It does not read tender documents or compare a purchase order with your proposal.

  • HubSpot: tracking deals and following up quotes.
  • Salesforce: accounts, opportunities and their history.
  • Docusign: signing proposals and contracts.

ITHA is not yet useful to a firm that responds to fewer than three tenders a year.

Does the agent lodge our response on AusTender or buy.nsw?

No. It reads the tender alerts you already receive from AusTender or buy.nsw, and the documents your team downloads. Your team lodges every response.

A first conversation about your tenders and proposals.

Thirty minutes to look at the tenders and proposal requests you receive, how they are read, and what can be checked before each one goes out.

Thirty free minutes, at a time that suits you. You leave with a reasoned view.

Length
30 minutes, at a time that suits you
Cost
Free, no documents needed
Outcome
A reasoned view: automate, or not
Email us
Mélanie Revellat
melanie.revellat@itha.io
Romain Danielant
romain.danielant@itha.io

Then, if you decide: a feasibility check on your tenders and proposals, followed by a fixed-price proposal.