We designed and implemented an end-to-end workflow automation that streamlined how the company receives, processes, and manages new tender enquiries. Using Zapier as the core automation engine, We built a system that monitors the company’s tender inbox in real time and intelligently identifies whether incoming emails are new tender enquiries, follow-ups, or general correspondence. This removed the need for manual sorting and ensured that every genuine opportunity was captured instantly and accurately.

When a new tender enquiry is detected, the automation extracts all relevant project information directly from the email, including client details, project scope, deadlines, and attachments. It then automatically creates a structured job entry within Monday.com, allowing estimators to review and begin the quoting process without delay. At the same time, a professional acknowledgement email is sent to the client confirming receipt of their enquiry and setting clear expectations for next steps, improving response time and overall client experience.

To complete the workflow, the system automatically generates organised client and job folders within Dropbox, ensuring all documents and communications are stored in a consistent and accessible location from the very beginning. The entire process — from email receipt to job creation, client response, and file structure setup — is completed in under one minute without human intervention. This automation significantly reduced administrative workload, saving around 10-15 hours every week, and eliminated manual data entry, creating a more reliable tender management process for the team.