Your company's evidence, in one place and ready for every bid

What the vault and the library hold

How it works

1. 1Add an item. Choose its kind, then upload the file, type the details, or both. A title, description or date you type is kept as you entered it.
2. 2Let Bidligence read the file. With Let Bidligence read and use the details from the file in my bids switched on, Super Intelligence reads the title, the issue and expiry dates and the key facts into the fields you left blank: for a certificate, licence or insurance its standard, issuer, number and scope; for a past project its client, country, value, years, role, scope, outcome and reference contact. Scanned pages are transcribed behind the upload, and the details appear a minute or two later.
3. 3Or extract entries from your company profile. Extract from Company Profile reads up to three of the newest company profile documents in your vault that have reading switched on, and drafts the entries of the kind you are adding. It is told to copy names, values, currencies and years exactly as the profile states them and to leave a field empty when it does not. Nothing is saved until you add it: the first entry fills the form for you to check, and the others it found can be added after it.
4. 4Fill in the company profile from your documents. Under Settings, Read from your documents proposes each profile value with the sentence it was read from. Clean, confident readings arrive ticked; unsure readings, and values that disagree with what your profile already holds, do not. Accept and save profile writes the ticked values, together with anything you changed in the form yourself, and nothing read from a document that you left unticked.
5. 5Review and mark it verified. Open any item to correct its structured details, switch on Verified by a human, and choose whether its file travels with every bid package.
6. 6Write your Bid Library. Add the answers, method statements and case studies you would submit again. A new entry starts out Approved; switch that off to keep an entry as a draft until it is ready to reuse. Each entry shows how many generated documents have cited it (Used N×), and your drafts are given the most-used approved entries first.
7. 7Keep it current. Expiry flags show what needs renewing: add the renewed certificate and delete the old one, or correct its dates. For a company profile or org chart, or a CV, project, policy, financial or other document with the same title or file name, Bidligence offers to upload the new one as updated information, which replaces the old item once the new one is stored.

What you get

• Expiry flags. Every item with an expiry date shows the days left, in amber within 60 days of expiry, and a red "expired" badge once the date has passed. A banner above the vault counts the items expired or expiring within 60 days and names the first few, and the dashboard's Evidence expiring panel lists up to five of them, earliest date first.
• A personnel register from your CV files. A staff CV file with reading switched on is read in parts into a register of the people in it: name, position, nationality, years of experience, qualifications, certifications, education, languages and project history, newest first. On the key personnel CVs in your bid, the Nominate or Replace menu picks from that register and copies the person's details from their file with no model call.
• Standard management plans. Draft any of seven plans from your company profile: GEDSI; child protection and child labour; anti-fraud, bribery and corruption; PSEAH; health, safety and environment; quality management (QA/QC); and a code of conduct. The draft is told to write any fact the profile does not give as "[CONFIRM: …]". Each one is saved as a policy tagged as generated and left unverified; edit it in place or download it as Word, revise it with colleagues and upload the result as the updated version. Your bid drafts read the plan's text as it stands, including your edits to its sections.
• Your letterhead on every export. Upload a banner image and it heads every page of every exported Word (DOCX) document; without one, exports use a branded text header.
• Standing attachments. Switch on Attach the file to every exported bid package and the file is copied into the package ZIP's company documents folder on every bid.
• No accidental duplicates. Add a company profile or org chart when one is already there, or a CV, project, policy, financial or other document with the same title or file name, and Bidligence asks whether to replace the existing one, keep both, or keep using what is there. A replacement keeps the old item's standing attachment, and its tags unless you gave new ones. Certificates, insurances, licences and plant registers, which a company holds many of, are added without the question.
• Search and filters. Filter the vault by kind and search titles, descriptions and tags; filter the Bid Library by category and search its titles and text.

How it connects to the rest of the bid desk

• Evidence-locked AI: every document generator writes from an evidence pack built from your company profile, your vault items grouped by kind with their dates (an expired item is marked as expired) and your approved Bid Library entries, which it is told to reuse and adapt to the tender. It is told to write a claim the pack cannot back as a "[CONFIRM: …]" placeholder and list it for you to check.
• On the Submission Guard you link each checklist row to the vault item that satisfies it, and the row shows that item's expiry date. Upload a missing file from a row and it goes into your vault for the next tender as well: filed as a certificate or financial document when the row is one, and under Other for anything else. That shortcut stores the file without reading it, so it spends no credits; switch reading on in the vault if you want its contents used in your drafts.
• The Bid Score reads your vault when it scores a tender against your company, and its step links straight to the vault so you can add evidence and re-score.
• Bid exports carry your letterhead on every DOCX, and the package ZIP adds your standing attachments and the vault files linked on that bid's Submission Guard.
• Hunter, the bid agent, can check what your vault holds to tell you what a draft can truthfully claim, and files the company documents you attach in its chat into the vault as company profile documents, with reading switched on.
• Every outcome you record on a bid, won, lost or withdrawn, files a lesson in the Bid Library: your score, the winning price, your BOQ total as your price, the number of bidders, and what worked, what did not and the actions for next time. Passing on a tender at the bid/no-bid stage files one too.

Its limits, and your control

• What Bidligence reads is a draft. Details read from a file, entries extracted from your company profile and generated management plans are proposals. Check them against the document and mark an item verified once someone has.
• Nothing read from a document reaches your company profile without your tick. A proposed value is dropped unless its sentence is found word for word in the document it cites and states that value, and Accept writes only the proposed values you ticked, plus whatever you typed into the form yourself.
• Expiry flags are on screen, not by e-mail. They appear on the vault, on the dashboard and on linked Submission Guard rows, and only for items with an expiry date recorded. The vault's banner covers the items loaded on the page.
• You decide what bids may use. Switch off Let Bidligence read and use the details from the file in my bids and the file is stored but not read: its contents stay out of your drafts, your Bid Score and Read from your documents in Settings, and only the title, dates and description you typed reach your drafts. Switching it off on a file that was read removes what was read from it; a file uploaded with it off is never read at all. Library entries left unapproved stay out of your drafts altogether.
• Long files are read in excerpts. Drafts carry an excerpt of each long file, with the most room given to financial statements, plant lists and company profiles, and an excerpt of each long library entry. A very large vault or library is read only in part.
• Reading uses credits. Reading a file, reading it again, building the personnel register, extracting from the company profile, reading the profile from your documents and drafting a plan draw on the workspace's credits. Storing, typing, editing and searching do not. With no credits left, the file is still stored, unread, and Bidligence tells you so; its card shows not read. Once the workspace has credits, a banner above the vault offers to read such files, and switching reading on for an item and saving it reads the file.
• Roles decide who changes it. Finance, Technical lead, Bid manager and Admin members can add, edit and delete vault items, library entries and the letterhead; Viewers and Reviewers can read them. Reading the company profile from your documents needs Bid manager or Admin.
• Deleting is permanent. Deleting an item removes its file from storage and cannot be undone. A Submission Guard row linked to it loses that evidence but keeps its status, so link a replacement and check the row.

Which plans include it

Questions

Will Bidligence e-mail me before a certificate expires?

No. Expiry alerts are on screen: each vault item shows the days left, in amber within 60 days and in red once expired; a banner above the vault and the dashboard's Evidence expiring panel list them; and a Submission Guard row shows the expiry date of the evidence linked to it. Bidligence's deadline reminder e-mails are about bids, not vault items.

Will Bidligence change my company details without asking?

No. Read from your documents proposes each value with the sentence it was read from, drops any value that sentence does not state, never pre-ticks a value that disagrees with your profile, and saves only the proposed values you tick. When Bidligence reads a file you upload to the vault, it fills only that item's fields you left blank.

What is the difference between the Company Vault and the Bid Library?

The vault holds your evidence: certificates, insurances, licences, past projects, CVs, policies, financial statements, plant registers and org charts, with their dates and files. The Bid Library holds reusable text, such as approved answers, method statements, case studies, policies and boilerplate, plus the lessons from your recorded outcomes.

All our staff CVs are in one file. Do I need to split it?

No. Upload it as a Staff CV with reading switched on and Bidligence reads the people in it into a personnel register, part by part; a very long file is read only up to a limit. On the key personnel CVs in your bid, the Nominate or Replace menu lets you put anyone on that register into a position.

Can I keep a document in the vault but out of my bids?

Yes. Switch off Let Bidligence read and use the details from the file in my bids on that item: the file stays stored, its contents stay out of your drafts and your Bid Score, and only the title, dates and description you typed reach them. Read from your documents in Settings can still quote it when proposing company profile values, but nothing it proposes is saved unless you tick it. For the Bid Library, leave an entry unapproved.

Can I use the Company Vault on the free plan?

Yes. The vault and the Bid Library are part of every plan. The 500 welcome credits, granted once your e-mail is confirmed, pay for reading your files as well as a tender's analysis; generating bid documents from the vault needs Starter or Pro, each with a 3-day free trial.