Virtual Bid Team

Discover More, Win More – in 70% Less Time.

Virtual Bid Team combines BidVault’s innovative tools with leading Amazon AI technology, giving your team one single platform to uncover opportunities and create winning bids in a fraction of the usual time — even if you're already using generative AI.

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SmartContent is the future.

We created Virtual Bid Team (VBT) because, for most businesses, time is the enemy of all bids. Even with generative AI, quickly crafting quality bids is tough.

Why? The challenge isn’t just creating content—it’s managing and maximising what’s already there.

Through our BidVault services, we’ve audited bid libraries for customers across healthcare, construction, and IT. Some use bid management software, others still rely on OneDrive, SharePoint, or local files. Regardless, there’s always that wince before they share their screen to show us their library. ‘We’ve not managed to update this in a while’. ‘We’ve had a busy few months, so it’s a bit out of date’. ‘We haven’t really fully built it yet…’.

Why does it matter?

Underused content = wasted time: Valuable content gets buried in folders, old libraries, or past bids.

Inefficient libraries: Without central organisation, it’s hard to confidently retrieve and reuse material.

Not AI-ready: AI tools need up-to-date content to be effective—most companies aren’t there yet.

Designed by Industry Experts for Real-World Results

As one of the UK’s leading bid consultancies, we’ve tried every tool out there – from bid automation platforms to the latest generative AI. But none of them truly tackled the real challenges facing bid teams: how to keep top-quality content organised and instantly accessible without the constant burden of manual builds and updates.

Solving Real Problems Other Platforms Miss

Unlike conventional automation tools, which often require constant upkeep or churn out generic content, Virtual Bid Team is a self-organising system. Simply upload your existing bid documents, proposals, marketing materials—whatever you like—in one go to build your library. Our advanced AI segments, tags, and indexes everything automatically, so your best content is always well-organised and ready to use, without the upkeep.

Fast, Relevant Content Retrieval—The Best of Yours, with the Best of Ours

When it’s time to start a bid, Virtual Bid Team’s powerful search technology quickly pulls up the most relevant, ranked content in seconds. It’s designed to help anyone on your team, whether seasoned or new, draft strong, on-point content without needing deep inside knowledge of your products or file structure.

And while your content is the heart of your library, Virtual Bid Team also comes pre-loaded with KnowledgeVault—a supplementary library built by our bid writing team at Bidding Limited. With over 200,000 words of expert-written content on complex areas like Social Value and Mobilisation, KnowledgeVault fills the gaps left by your own resources, making sure you’ve got comprehensive support for any bid, without overshadowing what you already do best.

Faster First Drafts, Greater Efficiency

Virtual Bid Team streamlines initial drafts by bringing together the best of your content, backed by KnowledgeVault’s high-quality supplementary material. This enables your team to create strong first drafts quickly, freeing up senior staff free to focus on the finer points rather than groundwork, saving on expensive external consultant costs and making your business more competitive without breaking the bank.

You need Virtual Bid Team if you want to…

The challenge in reusing your existing content is two fold;

  1. Building a library in the first place – it takes expertise and it takes time.
  2. Managing that content on an ongoing basis

Virtual Bid Team automatically organises, indexes, and ranks your bid library, so your best content is always at your fingertips. Simply drag and drop your documents into the system, and you’ll be on the road to building a brilliant, automatically managed bid library.

For many businesses, keeping a bid library up to date is a constant struggle. With VBT, maintenance is effortless—just add new content, and the system segments and ranks it alongside your existing library, so it’s always fresh and ready to use.

 

Our AI-powered search delivers precise, contextually relevant content—not just keyword matches. You’ll find what you’re looking for faster, from your library or from KnowledgeVault, our pre-loaded expert content library. Pre-populating first drafts takes minutes, rather than days.

Built right into Virtual Bid Team is our continually updated KnowledgeVault. Pre-loaded with over 200,000 words of expertly crafted content—written by our team of bid professionals—it’s a resource that gives you the foundation you need to tackle key areas like Social Value, Information Governance, and more. Plus, the KnowledgeVault is updated daily, so your team always has access to the most relevant, compliant content.

 

Start here, evolve when ready: For many businesses, Virtual Bid Team will be the only step needed to transform their bid process. It’s designed to help you streamline your workflow, eliminate inefficiencies, and empower your team to respond faster, with better content. But for those looking to take things further, VBT lays the foundation for future AI integration. Once your library is up to date, you’ll be in a prime position to layer in Generative AI tools to add even more efficiency.

Virtual Bid Team is the solution of choice for organisations of all sizes…

As a startup or small business, the bidding process can feel daunting. You might not have a dedicated bid team, and building your first bid library from scratch takes time, effort, and expertise that you simply may not have yet. You know you need to respond quickly to new opportunities, but without an organised system in place, you risk wasting valuable time or missing out on key contracts altogether.

The Problem: Limited Resources and No Existing Bid Library

Many small businesses face the same challenge: they have no centralised bid library to draw from, which means they’re often starting from scratch every time they respond to a bid. This is time-consuming, inefficient, and puts a huge strain on limited resources. Without bid-specific expertise, the process of crafting responses can feel overwhelming and disorganised. They’re also not experts in areas like Social Value, and these responses can feel daunting; sometimes leading to ‘no bid’ decisions.

How Virtual Bid Team Helps

Virtual Bid Team is the perfect solution for small businesses looking to build their first bid library quickly and easily. With Virtual Bid Team, you can:

  • Easily Create and Grow Your First Bid Library: The process is as simple as dragging and dropping your existing documents into the platform. This can be existing sales proposals marketing documents and – if you have them – past bids. Virtual Bid Team automatically segments, indexes, and ranks your content, so your bid library is organised and ready to use from day one.
  • Build with Expert Support: As a small business, you might not have all the answers, especially when it comes to complex areas like social value or policy writing. That’s where the Knowledge Vault comes in. Pre-loaded with over 200,000 words of expert-written content, the Knowledge Vault helps fill in the gaps, giving you a strong foundation to grow your library.
  • Affordability: Outsourcing even one bid can be costly, but with Virtual Bid Team, you’ll have a tool that costs less than one outsourced project per month, and you’ll be empowered to manage bids in-house—saving you both time and money.
  • Consultancy When You Need It: As a bonus, all Virtual Bid Team customers receive 20% off any consultancy services from Bidding Ltd. If you ever need additional support or professional writing for complex bids, our expert team is always available to step in, ensuring your bids are as strong as possible.

The Result: Confident Bidding, Every Time

With Virtual Bid Team, you’re not just building a bid library—you’re building confidence. You’ll be able to quickly create, grow, and organise a bid library that helps you respond faster, more efficiently, and with less stress. And when you need expert help, Bidding Ltd is always there to provide content and guidance, ensuring you never miss a beat.

As a mid-sized business, you likely have some bid experience under your belt. You might have a bid coordinator or manager overseeing your processes, but the reality is, every bid requires a lot of input from across the business – and your ‘bid person’ ends up being a project manager. Because of that, creation can be time-consuming, with senior team members needing to review content and provide input at every stage. This bottleneck slows down the process, stretching resources thin and reducing your efficiency.

The Problem: Overburdened Bid Staff and Too Much Internal Input Required On Each Bid

For mid-sized companies, the bid manager or coordinator is often expected to manage multiple tasks—overseeing bid submissions, bringing members of sales, technical and leadership teams in on every bid, whilst ensuring that each bid meets quality standards. Senior staff often have to step in and review every draft, providing guidance, editing content, and making sure the bid is on track, which can be a challenge with so many inputs at each stage. This slows down the entire process, and it puts unnecessary strain on your team’s resources.

How Virtual Bid Team Helps

Virtual Bid Team provides mid-sized businesses with the perfect balance of automation and expert support, enabling your team to work smarter—not harder. Here’s how it transforms your bid process:

  • Empower Your Junior Team Members: With Virtual Bid Team, even your less experienced team members can pre-populate bids using your existing content library. The platform’s AI-powered search ensures that the most relevant content is automatically pulled, so junior staff can handle initial drafts with ease.
  • Reduce Senior Involvement: Senior experts in the business no longer need to be involved in every single stage of the bid creation process. Virtual Bid Team allows junior staff to handle V1 of the bid independently, drastically reducing the need for senior input until the final review.
  • Effortless Library Maintenance: Updating and maintaining your bid library is as easy as dragging and dropping new documents into the platform. Virtual Bid Team takes care of the rest—segmenting and indexing new content automatically, so your library is always current and organised.
  • Build with Expert Support: Even as an experienced bidder, you might not have all the answers, especially when it comes to complex areas like social value or policy writing. That’s where the Knowledge Vault comes in. Pre-loaded with over 200,000 words of expert-written content, the Knowledge Vault helps fill in the gaps, giving you a strong foundation to grow your library.

The Result: A Streamlined, Efficient Bid Process

With Virtual Bid Team, you’re empowering your team to take ownership of the bid process, enabling them to work more efficiently while reducing the burden on senior staff. The platform ensures that your bid content is always up to date, organised, and easily accessible, allowing your team to respond to opportunities faster than ever before.

Larger organisations often have multiple departments or bid teams, each working on their own submissions. While this structure can increase output, it also introduces inefficiencies—like silos of information and a lack of sharing the best content across teams. Maintaining a central bid library becomes a challenge, and bid managers often find themselves playing a game of “hot potato,” with no one taking clear responsibility for managing and organising the library.

The Problem: Lack of Collaboration and Centralised Control

In large teams, bid content can end up scattered across different departments, locked away in individual folders, and unavailable to the wider team. This lack of shared resources not only leads to inefficiencies but also prevents the entire organisation from accessing the very best content. Managing a central bid library often falls to one person or team, creating bottlenecks and slowing down the process.

How Virtual Bid Team Helps

Virtual Bid Team is designed to democratise content across large teams, making it easier for everyone to access, share, and contribute to the bid library. Here’s how it transforms your process:

  • Democratised Access: With Virtual Bid Team, your best bid content is available to everyone, regardless of which department or team they’re on. The platform’s AI-powered search ensures that anyone can quickly find and use the most relevant content, breaking down silos and encouraging collaboration across the organisation.
  • No More Bottlenecks: Virtual Bid Team removes the need for a central bid manager to oversee the library. Instead, the platform automatically segments and indexes content, making it easy for anyone to contribute new material and retrieve the best existing content, without the need for manual organisation.
  • Sharing the Best Content: The platform’s ranking system ensures that your best bid content is always surfaced, meaning every bid manager and team can access the highest quality responses, reducing duplication of effort and improving the quality of submissions across the board.
  • On-Demand Expertise: Even in larger teams, there are always times when additional support is needed. Whether it’s writing specific sections or reviewing final drafts, Bidding Ltd’s consultants are on hand to help, and Virtual Bid Team users receive 20% off consultancy services to make this expert assistance even more accessible.

The Result: Seamless Collaboration and Improved Efficiency
Virtual Bid Team makes it easy for large organisations to collaborate seamlessly, ensuring that the best content is available to every team member and reducing the bottlenecks that often arise when managing a central bid library. With everyone able to access, share, and contribute to bid content, your team can work more efficiently and deliver higher-quality submissions, faster.

Proof of our success

10000
Bids written and counting.
86%
Overall win rate underpinning our content.
52
Weeks a year. We update the KnowledgeVault library constantly.
200000
Words worth of Bid Director level content, available to everyone.

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"We've written plenty of bids before, but every time we were relying on my time to put the initial drafts together - because only I knew where the right information was. With Virtual Bid Team, I've now been able to delegate the drafting to a more junior member of the team. The way it links new questions to existing content is unbelievable."