No more chaos or mistakes in public tenders

Client snapshot

A top medical equipment distributor, active in both public tenders and private sales.

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The challenge

Information about public tenders, client contracts, private deals, and serviced equipment was scattered across spreadsheets, files, and even in employees’ heads. This led to lost time, mistakes, and missing important deadlines - putting tender wins at risk and lowering team efficiency.

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What we did

• Talked to all departments to understand how they work and what they need. A typical CRM didn’t fit - what they needed was a simple, central system to keep data clean and easy to use.
  
• Set up Airtable, a flexible platform that’s intuitive to use without training and easy to adapt.
  
• Built a shared database with separate sections for public tenders, proposals, contracts, and service data.
  
• Automated over 40 tasks: deadline reminders, approval flows, template document creation, data entry, and inter-department notifications.
  
• Cleaned and moved all old data into the new system.
  
• Created a simple KPI dashboard showing why tenders are won or lost, by department, product group, profit margin, tender size, and more.

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Results

• Less manual work: Each employee saves a few hours every month thanks to automation and easier access to information.
  
• Fewer mistakes: Clear process, reminders, and structure reduced errors dramatically.
• ‍Smarter decisions: Real-time data helps the company understand what's working and what’s not.

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"Maven Labs helped us combine the needs, workflows, and data of multiple departments into one system. Their recommended no-code platform saved us about 3x compared to other vendors on the market." – Tomas Godelis, Executive Director, Ilsanta

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Selected Tools

• Airtable - allows you to create your own CRM or other system according to your needs without programmers. Suitable for companies with non-standard processes that require flexibility. Try for free →
• Make - powerful automation platform with low operation costs. Suitable when you need to connect many systems or complex processes. Try for free →

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