Opportunity pipeline

This guide walks through setting up and running opportunities, from creating a pipeline to moving a qualified opportunity into drafting.

Set up the pipeline

Step 1: Navigate to the opportunity pipeline

• In the platform, find the section labeled “Opportunity Pipeline” on the left-hand side. It contains two main headings: Opportunities (where you search for new opportunities) and pipelines (your bid/no-bid backlog and decision tracker).

Step 2: Create a pipeline profile

• Click + Pipeline to create a new pipeline.
• Name the pipeline based on however your team wants to divide work — by geography, contract size/revenue, or business unit. There's no fixed structure; use whatever mirrors how your team already divides ownership.

Step 3: Manage members and permissions

• Click the “Manage members” button on a pipeline profile to control who has access.
• Add team members by entering their email addresses.
• You can restrict access to a few owners (for accountability) or open it to everyone — permissions are fully configurable for security purposes.

Step 4: Select sources

• In the pipeline's sources area, select which tender/bid portals the system should scrape (examples include CF Notices, Intend, Find a Tender, UKRI Grants, Atamis, and Bravo — 30+ sources are currently supported).
• If a source you use isn't listed, you can request it — customer feedback drives the capture roadmap, so it's worth flagging any gaps.

Step 5: Set filtering criteria

• Countries/regions
• Currency and language (optional, can be left blank)
• Contract value (e.g. different thresholds for different account tiers)
• Deadline window (e.g. opportunities due within 3 days, 1 week, or 1 month)
• Contract type (planning vs. open tender)
• Status

Step 6: Build a Boolean search

• Create a Boolean search with keywords relevant to your business — see the example structure at the end of this guide.
• Each capture manager can maintain their own search string tailored to their focus area.

Work the pipeline

Step 7: Review matched opportunities

• Matched opportunities populate automatically based on your Boolean search criteria.
• Review each result for relevance before deciding whether to progress it.

Step 8: Add relevant opportunities to the pipeline

• For any opportunity that looks relevant, click to add it to the pipeline backlog for later evaluation.

Step 9: Evaluate using the Pwin score

• Open an opportunity in the backlog and complete the Pwin score questionnaire (e.g. “Do we know who the primary competitors are likely to be?”).
• Answer the dropdown questions — these are customizable to your organization.
• The system calculates a percentage score (color-coded) to support a bid/no-bid decision.

Step 10: Move opportunity to “Go”

• If the opportunity scores well and you decide to pursue it, click “Move to Proposal.”
• This moves the opportunity out of the capture pipeline and into the projects/drafting pipeline (stages: pairing, writing, reviewing, submitted), handing it off to the proposal-writing process.

Step 11: Track in projects view

• Access the projects area to see and manage opportunities that have moved into active drafting.
• By default this view is scoped to the individual user unless others are added as members — a future reporting update will allow org-wide visibility (proposals in progress, usage, time spent per bid, win/loss data).

Example Boolean search structure

A capture Boolean search is typically built as two term groups joined by AND: a group of topic/product keywords (what the opportunity is about) and a group of entity-type keywords (who typically buys it). Wrap multi-word phrases in quotes and separate options with OR.

Structure

("topic keyword 1" OR "topic keyword 2" OR "topic keyword 3" ...)

AND

(entity type 1 OR entity type 2 OR entity type 3 ...)

Worked example, for a supplier targeting HR software opportunities in the education sector:

("HR software" OR "HR management system" OR "human resources management system" OR "HRIS" OR "payroll software" OR "absence management" OR "workforce management software")

AND

(school OR schools OR academy OR academies OR "academy trust" OR "multi academy trust" OR MAT OR education OR college OR colleges OR "local authority")

Adapt both groups to the client's product set and target market — the topic group should cover every plausible way a buyer might describe the need, and the entity group should reflect the market segment they sell into (education, healthcare, local government, and so on).