Book a demo

Reading tenders – from the deadline to the last item

Tender documents run to dozens of pages: conditions of participation, lots, suitability criteria and a bill of quantities with hundreds of items. Excalitract extracts deadlines, lots, requirements and bill items with quantity and unit according to your schema. Your estimating tool and your bid team start with an evidenced data basis instead of a highlighter.

Book a demoHow Excalitract works

From tender documents to the estimate

From tender documents to the estimate
1 / 3Tenders and bills of quantities

Tender documents with conditions of participation, lots and a bill of quantities – often dozens of pages long.

The bid deadline is already running

Every day spent retyping and cross-reading is a day missing from the estimate. Excalitract delivers items and deadlines in structured form, your team checks them against the original and starts calculating sooner.

Dates scattered across the document

Submission deadline, deadline for bidder questions, bid validity period and execution period sit in different places. Excalitract captures them as date fields – each with its source location.

Hundreds of items, clearly structured

Item number, short text, quantity and unit per item: Excalitract maps the bill of quantities as a nested list, structured by lots and sections.

Explained briefly

Tenders and bills of quantities in one minute

From bill of quantities to estimate

The bill of quantities as a table for your estimate

A bill of quantities is nested: lots contain sections, sections contain items with item number, short text, quantity and unit. Excalitract maps this structure in the schema and exports it with one Excel® sheet per level. Prices and the estimate are then produced in your estimating tool.

  • Lots, sections, items The structure of the bill of quantities is kept as a nested list.
  • Excel® for estimating Each structural level as a separate sheet, linked by IDs.
  • Deadlines as date fields Submission, question and validity deadlines are validated against the schema.
  • Costs before the run Before every run you see a cost estimate – even for extensive tender documents.
A tender document becomes an estimating basisMarked passages of a tender document become fields with source locations and land as bill items in a table for estimating. The bid validity period is missing and flagged for review.Submission deadline14 Nov 2025, 10:00LotLot 2 · Shell worksItem number02.03.0040Bid validity periodnot foundItems in the estimating tool02.03.0010 Excavation1,250 m³02.03.0020 Formwork860 m²02.03.0040 Concrete C30/37415 m³Bid validity periodopenBid validity missing: required field open, approval blocked

Every deadline with its source location

A wrongly transferred date can cost the whole bid. With the source location you check every deadline against the tender documents in seconds.

Extracting a value with its source locationIn the original document, the location of a value is highlighted. A line connects the highlight to the extracted field “Consumption 2025: 48,210 kWh”, which carries the source location page 2, line 14.Page 2Field: Consumption 202548,210 kWhSource: p. 2, line 14From value to sourceHighlighted in the originalExtracting a value with its source locationIn the original document, the location of a value is highlighted. A line connects the highlight to the extracted field “Consumption 2025: 48,210 kWh”, which carries the source location page 2, line 14.Page 2Field: Consumption 202548,210 kWhSource: p. 2, line 14From value to sourceHighlighted in the original

No date is invented

If a bid validity period is not in the documents, the field stays open and goes to review. That turns a gap into a bidder question – not a guessed date.

“Not found” never becomes zeroA field that is not in the document is not filled with 0. The zero is crossed out, the field visibly stays open and is marked “Required value missing”. The document goes to review, and approval is only possible once the value has been resolved.no entryField: Meter number0— not foundRequired value missing→ to a human for reviewApproval blocked until the value is resolved“Not found” never becomes zeroA field that is not in the document is not filled with 0. The zero is crossed out, the field visibly stays open and is marked “Required value missing”. The document goes to review, and approval is only possible once the value has been resolved.no entryField: Meter number0— not foundRequired value missing→ to a human for reviewApproval blocked until the value is resolved
Typical fields

These are the values Excalitract extracts for you

Examples – you define exactly which fields are extracted in the schema.

  • Contracting authority, reference number and procedure type
  • Submission deadline, deadline for bidder questions and bid validity
  • Lots with title and execution period
  • Suitability and award criteria
  • Bill items with item number, short text, quantity and unit
  • Required evidence and documents

Your result

  • More time for estimating and bidding instead of retyping items
  • Bill items with quantity and unit as Excel® or JSON for your estimating tool
  • Every deadline evidenced, missing details visibly open
More use cases

The same principle for other document types

Delivery notes and goods receipt Line items, quantities, order references and batches from delivery notes – structured for ERP and purchasing. Freight and customs documents Shippers, packages, weights and HS codes from freight documents – structured for TMS and customs. Invoices and billing statements Line items, periods and amounts from invoices and billing statements – structured, detailed and evidenced.

See all 13 use cases →

Demo

See Excalitract with your documents

No standard show: we prepare the demo for your documents and fields. Afterwards, you will know how Excalitract handles your document collection – and how you can measure it on a test set of your documents.

Book a demoSee features