# Award Optimiser

Compare scenarios against your procurement constraints, preview the breakdown by supplier, and apply the winning split with an audit-ready justification.

URL: https://www.procureflow.ai/docs/core-features/award-optimiser



Comparing bids across dozens of suppliers and hundreds of line items by hand is slow and error-prone. **Award Optimiser** tests every combination against the constraints that reflect your procurement policies, so you can compare scenarios side by side before committing.

<Callout type="info" title="Coming soon">
  Linking Award Optimiser directly to your RFQs and Tenders, so you can build one from a live sourcing event instead of a spreadsheet, is on our roadmap.
</Callout>

<Steps>
  <Step>
    Create an Award Optimisation and Load the Bid Matrix [#create-an-award-optimisation-and-load-the-bid-matrix]

    <GuideScreenshot src="https://storage.googleapis.com/imgez/procure-flow/documentation/doc-award-scenario-load-bid-matrix.png" alt="Award Optimiser Step 1: Load the Bid Matrix" caption="Download the template, fill in your bids, and upload it to load the bid matrix" />

    A new award optimisation starts in **Draft**, empty. The template holds up to 20 supplier columns, and every problem in the filled sheet is reported at once, by cell reference, before anything is committed.
  </Step>

  <Step>
    Review the Loaded Bid Matrix [#review-the-loaded-bid-matrix]

    <GuideScreenshot src="https://storage.googleapis.com/imgez/procure-flow/documentation/doc-award-scenario-review-loaded-data.png" alt="Award Optimiser Step 2: Review the Loaded Bid Matrix" caption="The Bid Matrix: one row per line item, with every supplier's bid alongside it" />

    The award optimisation is now **Open** and the sheet has become the **Bid Matrix**. Three scenarios come ready to run:

    * **Lowest Price (Unconstrained)**: the lowest total cost, with no constraints.
    * **Lowest Price, Technically Compliant**: the lowest total cost once bids marked not technically compliant are excluded.
    * **Max 3 Suppliers, Lowest Price, Technically Compliant**: the lowest total cost across at most three suppliers, excluding bids marked not technically compliant.

    Exchange rates are pinned at upload, so every scenario converts identically. Cells stay editable for as long as the award optimisation is **Open**.

    <Callout type="warning">
      Editing the bid matrix clears every calculated scenario's result. A banner tells you how many are out of date; click **Re-run all** to recalculate.
    </Callout>
  </Step>

  <Step>
    Build a Scenario [#build-a-scenario]

    <GuideScreenshot src="https://storage.googleapis.com/imgez/procure-flow/documentation/doc-award-scenario-build-strategy.png" alt="Award Optimiser Step 3: Build a Scenario" caption="Configure supplier, commercial, product, and reserved-seat constraints" />

    The solver targets the lowest total cost while satisfying every constraint at once. A combination that cannot be satisfied comes back marked infeasible.

    You get up to 10 scenarios per award optimisation, the two defaults included.
  </Step>

  <Step>
    Preview the Award Breakdown [#preview-the-award-breakdown]

    <GuideScreenshot src="https://storage.googleapis.com/imgez/procure-flow/documentation/doc-award-scenario-preview-award-breakdown.png" alt="Award Optimiser Step 4: Preview the Award Breakdown" caption="Total award value, supplier split, and line-by-line allocation before you apply" />

    **Max lead time** is the longest awarded line, not an average.

    <GuideScreenshot src="https://storage.googleapis.com/imgez/procure-flow/documentation/doc-award-scenario-preview-bid-matrix.png" alt="Award Optimiser Step 4: Preview the Bid Matrix View" caption="Bid matrix view highlights the awarded supplier's cell for every line item" />

    The **Bid matrix** toggle shows the same result as a grid. Any line can be overridden with a reason, up until the scenario is applied.
  </Step>

  <Step>
    Compare Scenarios Side by Side [#compare-scenarios-side-by-side]

    <GuideScreenshot src="https://storage.googleapis.com/imgez/procure-flow/documentation/doc-award-scenario-compare-strategies.png" alt="Award Optimiser Step 5: Compare Scenarios Side by Side" caption="Total award value, supplier count, max lead time, and overridden lines, across every scenario" />

    Each scenario shows its gap to the cheapest, so the price of a policy is explicit. Selecting a row loads it into the builder and breakdown below, putting the trade-off in place: fewer suppliers set against a longer lead time.
  </Step>

  <Step>
    Apply Your Chosen Scenario [#apply-your-chosen-scenario]

    <GuideScreenshot src="https://storage.googleapis.com/imgez/procure-flow/documentation/doc-award-scenario-apply-choosen-strategy.png" alt="Award Optimiser Step 6: Apply Your Chosen Scenario" caption="Write a selection justification; ProcureFlow records it alongside the award" />

    When you choose to apply a scenario as the winning award, ProcureFlow asks for a **Selection justification** and records it alongside the decision. The bid matrix locks, and this scenario becomes the official award recommendation.

    You are not locked in: apply a different scenario to replace this one, or **Un-apply** to reopen the bid matrix for editing.
  </Step>

  <Step>
    Download the Award Result [#download-the-award-result]

    <GuideScreenshot src="https://storage.googleapis.com/imgez/procure-flow/documentation/doc-award-scenario-download-award-result.png" alt="Award Optimiser Step 7: Download the Award Result" caption="The award summary and Download award result button on the award optimisation header" />

    Once a scenario is applied, the full award is available as an Excel workbook, ready to share with stakeholders or file for audit.
  </Step>
</Steps>