How to Use Hello Tender
Learn how to find matching tenders, watch companies, save notices, and make the most of our platform.
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Getting Started
What is Hello Tender?
Hello Tender is an AI-powered platform that helps businesses find and track public procurement opportunities from TED (Tenders Electronic Daily), the official EU tender database. We analyze thousands of tenders daily and match them to companies based on their industry, expertise, and capabilities.
Whether you're a small business looking for your first public contract or an established company wanting to expand your government work, Hello Tender makes it easy to discover opportunities that match your profile.
Key Benefit
Stop spending hours searching through tender databases. Our AI does the work for you, delivering relevant opportunities directly to your inbox.
What Can You Do with Hello Tender?
Hello Tender offers a range of features to help you win more contracts:
- Smart Search: Find companies and see their matching tenders instantly.
- AI Matching: Our algorithms analyze tenders and match them to company profiles based on industry codes and expertise.
- Tender Analysis: Get AI-generated summaries with key requirements, deadlines, and contract values.
- Email Alerts: Receive notifications when new tenders match your watched companies.
Choose the Right Plan
Hello Tender is structured in three tiers. FREE covers monitoring, PLUS adds intelligence and document access, and PRO UNLIMITED adds preparation support.
Hello Tender FREE
- Watch up to 10 companies
- Save up to 100 tender notices
- Save up to 5 Expert Searches
- Receive notification emails for watched companies and saved searches
PLUS
- Everything in Hello Tender FREE
- Unlock AI insights and company summaries
- Download tender PDFs and summaries
- Get premium support
PRO UNLIMITED
- Everything in PLUS
- Get tender document preparation guidance
- Use preparation workflows and checklists
- Get personal onboarding and high-touch support
Searching for Tenders
How to Search
Finding tenders on Hello Tender is simple and fast. Here's how to get started:
Enter a Company Name
Type the name of any European company in the search bar. You need at least 2 characters to see suggestions.
Select from Suggestions
As you type, you'll see autocomplete suggestions showing company names, industries, and locations. Click on a company to view their profile.
View Matching Tenders
You'll be taken to the company's detail page showing all matching tenders, sorted by relevance and deadline.
Understanding Autocomplete Suggestions
The autocomplete feature helps you find the right company quickly. Each suggestion shows:
- Company name and any trading names
- Industry classification (e.g., Construction, IT Services)
- City and country code (e.g., Berlin, DE)
Pro Tip
If you're not sure of the exact company name, try searching for partial names or common industry terms. The search is designed to be flexible and forgiving.
Expert Search
Expert Search lets you find tenders directly by procurement categories (CPV codes) and keywords, without needing to search for a specific company first. It's ideal for discovering opportunities across your entire industry.
How to Use Expert Search
Follow these three steps to find tenders matching your expertise:
Select a CPV Category
Browse the category grid and select one or more procurement categories (CPV codes) that match your business. Categories are organized by industry sector for easy navigation.
Choose Keywords
After selecting a category, relevant keywords are loaded automatically. Pick the keywords that best describe your services or products. You can filter and search within the keyword list.
Set Country & Filters
Optionally narrow your results by selecting one or more countries. Toggle "Active tenders only" to see only tenders with open deadlines.
Key Features
Expert Search includes several powerful tools to help you find exactly what you need:
- Category grid with industry-organized CPV codes for intuitive browsing
- Dynamic keyword loading based on your selected categories
- Multi-country filtering to search across multiple EU member states
- Paginated results with sorting by relevance and deadline
Save Your Searches
Hello Tender FREE includes up to 5 saved Expert Searches and daily email notifications when new matching tenders are published. PLUS and PRO UNLIMITED keep the same workflow while adding deeper analysis elsewhere in the platform.
Pro Tip
Start with a broad category and then refine using keywords. This approach helps you discover opportunities you might miss with narrow search terms.
Understanding Company Profiles
When you select a company, you'll see their detailed profile page with all matching tender opportunities. Here's what you'll find:
Company Header
At the top of every company page, you'll see key information about the company:
- Company name and logo (or initials)
- Industry classification and expertise areas
- Location (city, region, and country)
- Website link (opens in a new tab)
Active vs Past Tenders
Tenders are organized into two tabs for easy navigation:
Tenders with open deadlines that you can still bid on. These are sorted by deadline, with the most urgent first.
Tenders where the deadline has passed. Useful for research and understanding the company's typical opportunities.
Understanding Deadline Colors
Each tender card shows a color-coded deadline indicator to help you prioritize:
Green (15+ days)
Plenty of time to prepare your bid. The deadline is more than 2 weeks away.
Yellow (8-14 days)
Time is getting limited. Start preparing your bid soon.
Red (0-7 days)
Urgent! The deadline is within a week. Act quickly if you want to bid.
Gray (Past)
The deadline has passed. This tender is no longer accepting bids.
Reading Tender Cards
Each tender is displayed as a card with essential information:
- Tender title and contracting authority name
- Required services description and keywords
- Location where the work will be performed
- Service period and maximum contract value
- Deadline with countdown (days/hours remaining)
Precise Matching
Precise Matching controls how tenders are matched to company profiles. You can toggle between two matching modes to see either highly targeted results or a broader set of opportunities.
Matching Modes
Hello Tender offers two matching modes that determine how tenders are paired with a company's profile:
Precise Matching
Uses exact criteria to find the most relevant tenders:
- Matches against specific CPV codes assigned to the company
- Filters by keywords derived from the company's expertise
- Considers regional NUTS codes for location-relevant results
Industry-Level Matching
Casts a wider net to surface more opportunities:
- Matches against broader CPV division codes (industry level)
- Searches across the entire country rather than specific regions
- Still applies keyword filtering to keep results relevant
How to Switch Matching Modes
Open a Company Profile
Search for and navigate to any company's detail page.
Find the Matching Toggle
Look for the "Precise Matching" toggle switch near the top of the tender results section.
Toggle the Mode
Click the toggle to switch between Precise and Industry-Level matching. The tender list will refresh automatically with the new results.
Automatic Fallback
If Precise Matching returns no results for a company, Hello Tender automatically falls back to Industry-Level Matching so you always see relevant opportunities.
Good to Know
The number of matching tenders shown in the tab badges updates when you switch modes, so you can quickly compare how many results each mode returns.
Pro Tip
Use Precise Matching when you want highly relevant results for a specific company. Switch to Industry-Level when you want to explore the full range of opportunities in a company's sector.
Watching Companies
The Watch feature lets you monitor specific companies and receive automatic notifications when new matching tenders are published. This is one of the most powerful features for staying ahead of opportunities.
Included from Hello Tender FREE
Watching companies is available on Hello Tender FREE, PLUS, and PRO UNLIMITED. Create a FREE account to start receiving automatic tender alerts.
How to Watch a Company
Find the Company
Search for and navigate to the company profile you want to monitor.
Click Watch Company
Look for the Watch Company button (with binoculars icon) in the company header. Click it to add the company to your watch list.
Confirm the Action
The button will change to "Stop Watching" (in red), confirming that you're now monitoring this company.
Watch Limits
Hello Tender FREE includes up to 10 watched companies at a time. If you reach the limit, you'll need to stop watching some companies before adding new ones. Higher plans can support higher limits depending on your setup, and you can always manage your watched companies from your account dashboard.
Managing Watched Companies
You can view and manage all your watched companies from the "Watched Companies" page in your account:
- See all companies you're currently watching
- View when you added each company
- Stop watching companies with one click
Benefits of Watching Companies
- Automatic Alerts: Receive email notifications whenever new tenders match your watched companies.
- Never Miss Opportunities: Stay informed about relevant contracts without having to check manually every day.
- Competitive Advantage: Be among the first to know about new tenders, giving you more time to prepare quality bids.
Saving Notices
The Save feature allows you to bookmark specific tender notices for easy access later. This is perfect for tenders you're considering bidding on or want to review in detail.
Included from Hello Tender FREE
Saving notices is available on Hello Tender FREE, PLUS, and PRO UNLIMITED. Start with a FREE account to build your tender shortlist.
How to Save a Notice
Find a Tender
Browse matching tenders on any company profile page.
Click the Save Button
Each tender card has a bookmark icon. Click it to save the notice to your list.
Access Your Saved Notices
View all saved notices from the "Saved Notices" page in your account.
Save Limits
Hello Tender FREE includes up to 100 saved tender notices. Once you reach the limit, you'll need to remove some saved notices before adding new ones. Expired tenders can be bulk-removed from the Past tab.
Accessing Your Saved Notices
Your saved notices are organized for easy management:
- Active tab: Shows saved tenders with open deadlines
- Past tab: Shows saved tenders with expired deadlines
- Quick actions: Remove individual notices or bulk-remove all past notices
Downloading Documents
Hello Tender allows you to download important documents to help you prepare your bids. This includes tender PDFs with full details and AI-generated company summaries.
PLUS and PRO UNLIMITED Feature
Document downloads and AI-generated company summaries are available on PLUS and PRO UNLIMITED. Upgrade when you need deeper tender intelligence and document access.
Tender PDF Downloads
Get comprehensive tender documents in PDF format. Here's how:
- Click "View Details" on any tender card to open the detail sheet
- Click the "Download PDF" button to generate and download the document
- The PDF includes all tender requirements, deadlines, and contact information
Company Summary Reports
Generate AI-powered executive summaries for any company. These reports include:
- Company profile and industry analysis
- Overview of current matching tender opportunities
- Key insights and recommendations for bidding
Pro Tip
Download tender PDFs as soon as you find interesting opportunities. This ensures you have all the information saved even if the tender is later modified or removed.
Participation Preparation
The participation preparation workflow helps you turn a promising tender into a structured preparation plan. It starts from a tender notice and, where technically possible, uses public notice data and accessible tender documents to create practical next steps for your bid team.
PRO UNLIMITED Feature
AI-guided participation preparation is available on PRO UNLIMITED. It is designed to support your preparation work; it does not submit a tender on your behalf.
How the Workflow Works
When the workflow is available for a tender, it guides you through four preparation steps:
Start from a Tender
Open a tender and click Prepare participation. If the action is not shown or cannot be started, the workflow is not available for that notice.
Collect Notice and Document Data
Hello Tender checks the public tender notice and attempts to retrieve linked tender documents that can be accessed automatically.
Analyze Requirements
The AI reviews the accessible information to identify deadlines, eligibility criteria, required forms, submission rules, evaluation criteria, and open questions.
Create a Preparation Checklist
The workflow produces a checklist with tasks, documents to prepare, risks to review, and follow-up items for your team.
What It Can Help With
Use the workflow as a faster first review and planning aid. It can help you:
- Summarize the tender requirements and the expected scope of work.
- Highlight key dates, submission deadlines, and formal delivery requirements.
- Identify certificates, declarations, forms, references, or evidence that may be required.
- Create a task-oriented checklist for internal bid preparation.
- Flag unclear requirements, missing information, and points that need manual follow-up.
Limits and Availability
The preparation workflow only works where it is technically possible. Some buyers publish documents behind login portals, manual download flows, captchas, session-based links, blocked endpoints, or formats that cannot be processed reliably. In those cases, Hello Tender may use only the notice data or may be unable to create the workflow.
- It does not submit your tender or communicate with the contracting authority.
- It does not replace your commercial, legal, technical, or compliance review.
- The checklist depends on the quality and accessibility of the public tender information.
Good to Know
Treat the workflow as preparation support. Always verify the original tender documents and authority instructions before deciding to participate or submitting a bid.
Email Notifications
Hello Tender keeps you informed with automatic email notifications. Never miss an important deadline or new opportunity again.
Types of Notifications
New Tender Match
Receive an email when new tenders are published that match one of your watched companies.
When sent: As new tenders are discovered during our daily sync (typically early morning).
Deadline Reminder
Get reminded about approaching deadlines for tenders you've saved.
When sent: A few days before the deadline, giving you time to finalize your bid.
Tender Updates
Be notified when a tender you're tracking has been modified (e.g., deadline extended, requirements changed).
When sent: As soon as we detect changes to tenders you've interacted with.
Managing Email Preferences
You have full control over your email notifications:
- Go to your Account page and find the Email Preferences section
- Toggle email notifications on or off
- Select your preferred notification language from the dropdown
Unsubscribing from Emails
If you no longer wish to receive notifications, you have two options:
- Click the unsubscribe link in any email to stop all notifications
- Visit your account settings to selectively disable notification types
Frequently Asked Questions
Quick answers to common questions. Click any question to see the answer.
Ready to Find Your Matching Tenders?
Start searching for companies and discover public procurement opportunities that match your business.
Start Searching Now