Working with documents
Uploading, parsing, and organizing your RFP and bid documents.
Documents are the foundation of everything. The better your uploads, the better the analysis.
RFP documents
These are your requirements - the documents describing what you're looking for. Upload everything that's relevant:
- The main RFP document
- Technical specifications
- Contract terms and conditions
- Evaluation methodology
- Appendices and annexes
- Standard forms and templates
The more complete your RFP upload, the more thorough the analysis. If the AI doesn't know about a requirement, it can't check whether the vendor meets it.
Bid documents
For each vendor, you create a bid entry (give it the vendor's name) and then upload their submission:
- The main proposal
- Technical response
- Financial offer
- CVs of proposed team members
- Certificates, licenses, references
- Any other supporting documents
A common mistake
Make sure you upload RFP documents to the RFP section and bid documents to the bid section. Mixing these up means the AI treats requirements as a vendor's response (or vice versa), and the results won't make sense.
Uploading files
Drag files onto the upload area or click to browse. You can upload multiple files at once.
Supported formats
| Format | Extensions | Notes |
|---|---|---|
| Native PDFs work best. Scanned documents work too, but quality depends on scan clarity. | ||
| Microsoft Word | .doc, .docx | Both old and new format. |
| Microsoft Excel | .xls, .xlsx | Good for pricing tables, technical matrices. |
| Microsoft PowerPoint | .ppt, .pptx | For presentation-format proposals. |
| Markdown | .md | Plain text with formatting. |
| EDOC archives | .edoc | Latvia-specific. The system extracts and processes all files inside the archive automatically. |
File size
Files up to 100MB each. If you have something larger, try splitting it or removing unnecessary pages (cover sheets, blank pages, large images that aren't relevant).
Parsing
After upload, each file goes through parsing - the system converts it from a visual format (like PDF) into structured text the AI can actually read.
You'll see a status next to each file:
| Status | Meaning |
|---|---|
| Pending | Queued, waiting to be processed |
| Parsing | Being processed right now - you'll see a progress indicator |
| Completed | Done, ready for analysis |
| Failed | Something went wrong |
Don't start an analysis while documents are still parsing. The AI would work with incomplete information. Wait until every file shows "Completed".
When parsing fails
The most common reasons:
- Password-protected files - remove the password and re-upload
- Corrupted files - try re-exporting from the source application
- Very poor scans - the text recognition can't read blurry or faded text
- Unsupported format - check the supported formats table above
You can retry parsing for any failed file. If it keeps failing, try converting the file to a different format (e.g., Word to PDF) and re-uploading.
Organizing documents
For complex procurements with many files, you can organize documents into folders. This doesn't affect the analysis - the AI reads everything regardless - but it helps you keep track of what's what.
Replacing documents
If a vendor sends an updated proposal, or you realize you uploaded the wrong version of a specification:
- Upload the new version
- Wait for it to parse
- Remove the old version if you don't need it
- Re-run the analysis to get updated results
Note that re-running analysis costs additional credits. See refining analysis for more on when this makes sense.