After you have reviewed the brief and clicked "Create Bid". Cobrief creates a customized Bid Room for you. This serves as your central workplace for the bid, where all necessary information is gathered in one place. Here you get a complete work list with a full overview of what needs to be done, whether it's responses you need to finish writing, files to be uploaded, or documents we retrieve for you from your library.
An overview of the Bid Room
The Bid Room is divided into a Progress Plan and three folders to give you maximum overview. Let's go through them:
1. Progress Plan
The Progress Plan gives you a visual overview of all the tasks that need to be done. Here you can immediately see what the Cobrief-AI has already written a draft for, which documents it has retrieved from your Knowledge Base, and what remains.
2. Responses
In the Responses folder, you will find AI-generated drafts for all the responses the bid requires. You can jump right into the text and start polishing, adding your specialized expertise, and making it your own.
Use the AI as your personal text colleague: Need help with the wording? No problem.
Highlight the text you want to change.
An AI menu appears with suggestions such as "Make longer," "Improve writing," "Change tone," or give it direct instructions.
Choose what fits best and watch the text improve.
3. Formal Requirements
All the formal documents, such as tax certificates and credit ratings, are collected here. Cobrief AI searches your Knowledge Base and attaches what it finds. Is something missing? You can easily upload documents directly into the folder so that everything is gathered in one place.
4. Input Templates
Many bids come with templates that need to be filled out, for example for self-declarations or supplier information. In this folder, the AI does the work for you.
Important to know:
Cobrief AI automatically fills out templates in Word-format (.docx).
If the template is in another format (e.g., a locked PDF), you can easily upload it completed yourself.
Once you have reviewed and adjusted the information the AI has filled in, click "Fill out and download". Cobrief then takes the information and neatly inserts it into the original template format, ready for download.
Need a more detailed walkthrough of template filling? Check out this article
Customize AI for each bid
To give you more control over the AI-generated content, we introduce two new tools in the Bid Room: AI Basis and AI Instructions. These can be set for the bid as a whole, or per document to be submitted.
AI Basis
This section allows you to provide bid-specific information for the AI to use when generating answers.
By default, the system uses your main Knowledge Base. However, you can now upload documents that apply only to the current bid, such as partnership agreements, project-specific details, or other relevant files. When uploading a file, you can choose to use it only for the current bid or permanently save it to your Knowledge Base for future use.
NOTE:This is a Beta feature. We are continually working to improve its functionality
AI Instructions
Here, you can give the AI specific instructions on how to formulate its answers for this particular bid. This gives you direct control over the tone and content of the generated texts.
Examples of instructions:
"Highlight our experience with deliveries to the public sector."
"Make it clear that we are certified in accordance with ISO 9001."
"Mention our experience with [Client Name], as it is relevant to this bid."
By leveraging these new tools, you gain a unique advantage: the ability to set a clear, consistent narrative that the AI will maintain across the entire response.
Ready for submission? Download the bid package
Once you have reviewed all the tasks in the Progress Plan, are satisfied with the responses, and have all the necessary documents in place, you are ready for the final step.
With a single click on "Download Bid", Cobrief packages all your work for you. You receive a tidy and complete ZIP file that contains:
All the responses you have written in Cobrief, converted to Word files (.docx).
All formal requirements and attachments you have uploaded.
All completed templates, ready for use.
Now all that remains is the final polish, where you add your logo and other company-specific templates to the document. Read through and check that everything looks good before you submit.
You can find the submission link under "Overview" in the Bid Room. All competition platforms require a free user to submit the final bid, but you can easily create this before submitting.
Good luck 😊