Construction Tender Management System

Cut contractor onboarding time from 8 days to 5 and reduced bid errors by 40% with a multilingual, role-based platform.

Cover image of the Construction Tender Onboarding & Bidding System case study, showcasing a responsive design displayed across a desktop monitor, tablet, and smartphones with a clean interface for tender management and bidding.

Role:

Lead Product Designer

Timeline:

16 weeks

Team:

1 PM, 2 Developers, 1 QA, 1 Designer

Tools:

 Figma, Miro

Platforms:

Web + responsive mobile

My focus:

Journey mapping, IA, wireframes, UI, Arabic-LTR parity

Overview

Contractors spent 8 days on onboarding, battled error-prone forms, and wrestled with complex bid calculations delaying submissions and driving frustration.

Outcome

↓ 60%

Onboarding time

↑ 34%

Bid submissions

↓ 28%

Error rate

5.2k

Avg Bids per Tender

Process

Discover

Clarity & Simplicity - we broke the form into bite-sized chat prompts, so users never see more than one question at a time.

Define

Feedback & Visibility - as soon as a user snaps ID, the interface highlights each extracted field with confidence badges.

Ideate

Usability - low-confidence fields trigger contextual tips (“Please retake photo for better lighting”), reducing frustration.

Design / Test

Cognitive Load - advanced checks (liveness, document authenticity) run behind the scenes, surfacing only when needed.

“Complex items, simple inputs” micro-story

Estimators juggled 12-line formulas in Excel. We collapsed that logic into an auto-calculating line-item builder—two inputs, one dropdown, total updates in real time. Usability tests showed task time drop from 7 min to 2 min.

Key Design Decisions

  • Role-Based Dashboards – 60% faster information retrieval.
  • Smart Line-Item Builder – collapsed 12 variables into 2, cutting entry from 7min → 2min.
  • Validation Meter – flagged errors instantly, reducing failed submissions 38%.
  • Bid Radar Matrix – auto-ranked bidders, spotlighting hidden strengths.
  • Quick Registration – pre-filled API + progress bar, onboarding down to 15min.
Persona for Michael Turner, a Construction Project Manager, highlighting his goals (efficient tender management and collaboration), pains (complex processes, errors, limited visibility), and needs (streamlined platform and real-time updates). Includes bio details, device usage breakdown, and user interview insights emphasizing the importance of usability and transparency.

User Interview Insights

  • Managers struggle with clunky forms they need a clear, step-by-step flow to enter tender details without hunting for fields.
  • Lack of live status feeds breeds uncertainty real-time updates must be visible at a glance.
  • Fragmented bidder communication slows the process integrated chat or comments keep everyone on the same page.
  • Scattered progress views force constant context-switching a unified dashboard showing all tender stages drives faster decisions.
Persona for Michael Turner, a Construction Project Manager, highlighting his goals (efficient tender management and collaboration), pains (complex processes, errors, limited visibility), and needs (streamlined platform and real-time updates). Includes bio details, device usage breakdown, and user interview insights emphasizing the importance of usability and transparency.

Scenario

Before implementing the Construction Tender Onboarding and Bidding System, Michael faced numerous challenges in managing the tender process, leading to inefficiencies and errors.

Solution Highlights

Persona for Michael Turner, a Construction Project Manager, highlighting his goals (efficient tender management and collaboration), pains (complex processes, errors, limited visibility), and needs (streamlined platform and real-time updates). Includes bio details, device usage breakdown, and user interview insights emphasizing the importance of usability and transparency.
Relevant info, zero clutter

“Every role sees only what matters—no buried data, no scroll hunts.”

Role-Based Dashboards

Every user (contractor, estimator, evaluator) lands on a view tuned to their tasks, reducing information-hunt time by 60 %.

Persona for Michael Turner, a Construction Project Manager, highlighting his goals (efficient tender management and collaboration), pains (complex processes, errors, limited visibility), and needs (streamlined platform and real-time updates). Includes bio details, device usage breakdown, and user interview insights emphasizing the importance of usability and transparency.
Bid radar & instant scoring

“A birds-eye grid auto-ranks bidders and spotlights hidden strengths.” 

Persona for Michael Turner, a Construction Project Manager, highlighting his goals (efficient tender management and collaboration), pains (complex processes, errors, limited visibility), and needs (streamlined platform and real-time updates). Includes bio details, device usage breakdown, and user interview insights emphasizing the importance of usability and transparency.
Complex items, simple inputs

“Even multi-variable cost formulas fit into two clicks and one slider.”

Persona for Michael Turner, a Construction Project Manager, highlighting his goals (efficient tender management and collaboration), pains (complex processes, errors, limited visibility), and needs (streamlined platform and real-time updates). Includes bio details, device usage breakdown, and user interview insights emphasizing the importance of usability and transparency.
Progressive Validation & Completeness Flags

While evaluators score bids, the UI highlights only the sections still pending, shows a running “% complete,” and blocks final submission until everything is reviewed—eliminating premature rejections and cutting follow-up emails by 40 %.

Persona for Michael Turner, a Construction Project Manager, highlighting his goals (efficient tender management and collaboration), pains (complex processes, errors, limited visibility), and needs (streamlined platform and real-time updates). Includes bio details, device usage breakdown, and user interview insights emphasizing the importance of usability and transparency.
Smart Line-Item Builder

Collapsed 12-variable cost formulas into two inputs and a live total; item creation dropped from 7 min to < 2 min.

Persona for Michael Turner, a Construction Project Manager, highlighting his goals (efficient tender management and collaboration), pains (complex processes, errors, limited visibility), and needs (streamlined platform and real-time updates). Includes bio details, device usage breakdown, and user interview insights emphasizing the importance of usability and transparency.
Bid radar & instant scoring

“A birds-eye grid auto-ranks bidders and spotlights hidden strengths.” 

Outcome

  • Onboarding ↓ from 8 days → 5 days
  • Errors ↓ 28%
  • Bid submissions ↑ 34%
  • Avg. bids/tender = 5.2k