No more chaos or mistakes in public tenders
Client snapshot
A top medical equipment distributor, active in both public tenders and private sales.
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.
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.
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.
"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
Curious to know what results you can expect? Let's talk.
