# Bid Analysis

Compare award 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/bid-analysis



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

<Callout type="info" title="Coming soon">
  Linking Bid Analysis 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 a Bid Analysis and Load the Bid Matrix [#create-a-bid-analysis-and-load-the-bid-matrix]

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

    A new bid analysis 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 Analysis [#review-the-loaded-bid-analysis]

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

    The bid analysis is now **Open** and the sheet has become the **Bid Matrix**. Two award scenarios come ready to run: **Cheapest**, and **Cheapest (Max 3 Suppliers)**.

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

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 A banner tells you how many are out of date; click **Re-run all** to recalculate.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

  <Step>
    Build an Award Scenario [#build-an-award-scenario]

    <GuideScreenshot src="https://storage.googleapis.com/imgez/procure-flow/documentation/doc-award-scenario-build-strategy.png" alt="Bid Analysis Step 3: Build an Award 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 award scenarios per bid analysis, 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="Bid Analysis 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="Bid Analysis 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 award scenario is applied.
  </Step>

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

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

    Each award 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 Award Scenario [#apply-your-chosen-award-scenario]

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

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

    You are not locked in: apply a different award 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="Bid Analysis Step 7: Download the Award Result" caption="The award summary and Download award result button on the bid analysis header" />

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