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Tender Writing AI: Lower Costs, Better Answers

A review of a tender writing platform's AI that cut its running costs significantly and made its answers more accurate and consistent.

Completed February 2026

Key features

Lower AI running costsMore consistent answersQuality measurementTechnical auditTesting the team can reuse

A tender writing platform relied on AI to produce its answers. It worked, but it cost too much to run and the quality of its answers varied from one to the next.

The causes were technical. The effects were business ones: bills that were too high, and answers that were hard to rely on.

What we did

First, we met the team to understand their setup, their problems and their business constraints. Then we went through their code to see how the AI actually found and used their documents.

From there, we gave them a list of changes, ranked by impact and effort:

  • Smarter document handling: Documents are split by meaning rather than into fixed-size pieces, so the AI keeps the context it needs.
  • A way to measure quality: A system that scores answers for quality, relevance and consistency, instead of judging them by eye.
  • The right model for each job: Different types of question go to different AI models, cutting cost without losing quality.
  • Better search and instructions: The AI finds more relevant material and is given clearer instructions.
  • Testing the team can keep using: A repeatable way to prove each change works, so they can keep improving after we finished.
  • What changed

    Running costs dropped significantly, and answers became more accurate and consistent. The team can now measure the effect of every change they make, so they can keep improving it after the engagement.

    Built with

    Retrieval-augmented generation (RAG), large language models, vector databases, document processing and evaluation frameworks.

    About us

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    A team of product engineers based in Queenstown, NZ. We work with you to understand the problem first, then build the right thing — not just the possible thing.

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