Question 1

What is BidGenie?

Accepted Answer

BidGenie is an AI-powered RFP (Request for Proposal) management platform that helps proposal teams respond to RFPs faster and more consistently. It automatically extracts questions from RFP documents, connects them to your institutional knowledge, generates AI-powered answers, and exports professional proposal packages. BidGenie reduces response time by up to 70% while maintaining quality and compliance.

Question 2

How do I sign up and get started?

Accepted Answer

Getting started is easy: 1. Go to the BidGenie login page 2. Sign up using your email, Google, or Microsoft account 3. Create your first organization (this is your team workspace) 4. Upload your company logo and basic information 5. Invite team members if needed 6. Upload your first RFP to start the process  You'll start with free trial credits to test all features. No credit card required. After the trial, you can choose a monthly plan that fits your needs.

Question 3

How do I create my first organization?

Accepted Answer

After signing up: 1. You'll be prompted to create an organization 2. Enter your Organization Name (e.g., "Acme Corporation") 3. The system auto-generates a unique slug (URL-friendly identifier) 4. Upload your company logo (optional but recommended for exports) 5. Click "Create Organization"  You'll automatically become the organization owner with full admin privileges. All your RFPs, templates, and answers will belong to this organization.

Question 4

What are the main sections of the dashboard?

Accepted Answer

The BidGenie dashboard has 5 main sections:  1. Dashboard - Overview of active RFPs, recent activity, and quick actions 2. RFPs - Upload new RFPs and manage existing proposals 3. Answer Library - Browse and search your organization's institutional knowledge 4. Answer Templates - Create reusable answer templates with variables 5. Analytics - Track productivity metrics, time savings, and team performance  Use the sidebar navigation to move between sections. The top bar shows your current organizat

Question 5

How do I enable dark mode?

Accepted Answer

BidGenie supports dark mode across all pages:  Option 1 - Follow System Theme: By default, BidGenie follows your operating system's theme settings. If your OS is in dark mode, BidGenie will automatically use dark mode.  Option 2 - Manual Toggle (if available): 1. Look for the theme toggle icon in the top navigation bar 2. Click to switch between light and dark modes 3. Your preference is saved automatically  Dark mode is optimized for readability with proper contrast ratios (WCAG AA compliant) a

Question 6

What browsers are supported?

Accepted Answer

BidGenie works best on modern browsers:  Fully Supported: - Google Chrome (version 90+) - Microsoft Edge (version 90+) - Safari (version 14+) - Firefox (version 88+)  Mobile Browsers: - Safari on iOS 14+ - Chrome on Android  Not Recommended: - Internet Explorer (no longer supported) - Older browser versions (may have compatibility issues)  For the best experience, keep your browser updated to the latest version.

Question 7

How do I upload an RFP?

Accepted Answer

To upload an RFP: 1. Navigate to the RFPs section from your dashboard 2. Click the "Upload RFP" button (purple button in the top right) 3. Drag and drop your file, or click to browse 4. The file starts uploading immediately 5. Wait for processing to complete (status changes from "uploaded" to "completed") 6. Once complete, click on the RFP name to review extracted questions  What to expect: Processing typically takes 30-60 seconds for a 10-page PDF. Larger documents may take 2-3 minutes. You'll

Question 8

What file types are supported?

Accepted Answer

BidGenie currently supports these file formats:  Supported: - PDF (`.pdf`) - Supports both text-based and scanned/image-based PDFs   - Text-based PDFs: Standard PDFs with selectable text (1 credit per page)   - Scanned PDFs: Image-only PDFs processed using vision AI (3 credits per page)   - The system automatically detects the PDF type and uses the appropriate processing method - Word (`.docx`, `.doc`) - Editable Word documents  File Requirements: - Maximum file size: 50 MB (20 MB for scanned PD

Question 9

Why is my RFP stuck in "Processing"?

Accepted Answer

If your RFP is stuck in "parsing" or "extracting_questions" status:  Common Causes: 1. Large file: Files over 20MB take longer to process (especially scanned PDFs) 2. Complex formatting: Tables, images, and unusual layouts slow extraction 3. Scanned PDF: Image-only PDFs require vision AI processing, which takes longer (2-3x processing time) 4. Server load: High traffic times may cause delays  Solutions: 1. Wait 5-10 minutes - most RFPs complete within this time (scanned PDFs may take longer) 2.

Question 10

What does each RFP status mean?

Accepted Answer

RFP statuses indicate processing progress:  - uploaded: File received, queued for processing - parsing: System is extracting text from the document - parsed: Text extraction complete, preparing for question detection - extracting_questions: AI is identifying questions in the text - questions_extracted: Questions found and ready for your review - generating_answers: AI is creating draft answers (if auto-generation enabled) - completed: All processing done, ready to work on - error: Processing fai

Question 11

How do I approve or reject extracted questions?

Accepted Answer

After upload, review the extracted questions:  To Approve: 1. Go to the RFP detail page 2. Review each extracted question 3. Click the checkmark icon to approve 4. Approved questions move to the "Linking" step  To Reject: 1. Click the X icon to reject 2. Rejected questions are hidden from the workflow 3. You can restore rejected questions later if needed  To Edit Before Approving: 1. Click the pencil icon 2. Modify the question text (fix typos, clarify wording) 3. Click "Save" 4. Then approve th

Question 12

Can I edit question text before approving?

Accepted Answer

Yes! Editing questions before approval is recommended:  How to Edit: 1. Find the question on the RFP detail page 2. Click the pencil/edit icon 3. Modify the text in the editor 4. Click "Save Changes" 5. Then click the checkmark to approve  When to Edit: - Fix typos or OCR errors - Clarify vague question text - Break up multi-part questions - Standardize question phrasing - Remove section numbers or prefixes  Best Practice: Edit questions to match the phrasing in your Answer Library for better se

Question 13

How do I delete an RFP?

Accepted Answer

To permanently delete an RFP:  1. Go to the RFPs list page 2. Find the RFP you want to delete 3. Click the Delete button (red trash icon) in the Actions column 4. A confirmation dialog appears showing:    - RFP name    - Number of questions    - Warning that this is permanent 5. Type the RFP name to confirm 6. Click "Delete Permanently"  ⚠️ Important: This action: - Permanently deletes the RFP and all its questions - Removes all generated answers for this RFP - Cannot be undone - Only admins can

Question 14

What happens if I hit a rate limit?

Accepted Answer

BidGenie enforces rate limits to ensure system stability:  Rate Limits (per hour): - AI Answer Generation: 10 generations per hour - Exports: 5 exports per hour - Uploads: No limit on uploads  What You'll See: If you hit a rate limit, you'll see an error message: "Rate limit exceeded. Try again in X minutes."  What to Do: 1. Wait for the time window to reset (shown in the error) 2. The countdown timer shows remaining time 3. Plan your work to batch operations efficiently 4. Consider upgrading to

Question 15

Can I re-upload a failed RFP?

Accepted Answer

Yes! If an RFP upload fails:  Option 1 - Retry Existing Upload: 1. Go to the RFPs list 2. Find the failed RFP (status shows "error") 3. Click the "Retry" button 4. The system reprocesses the original file  Option 2 - Delete and Re-upload: 1. Delete the failed RFP 2. Fix any file issues (reduce size, ensure file isn't corrupted) 3. Upload the corrected file  Before Re-uploading, Check: - File size is under 50MB (20MB for scanned PDFs using vision processing) - File isn't password-protected or cor

Question 16

How do I add a due date to my RFP?

Accepted Answer

To add or edit an RFP due date:  1. Go to the RFP detail page 2. Look for the "Due Date" field in the header section 3. Click on the date field or "Set Due Date" link 4. Select a date from the calendar picker 5. The due date is saved automatically  What Due Dates Do: - Show countdown timers on the dashboard - Sort RFPs by urgency - Trigger reminders (if notifications enabled) - Help prioritize work across your team - Appear in analytics reports  Best Practice: Set due dates 2-3 days before the a

Question 17

What is the RFP Stage Stepper and how does it work?

Accepted Answer

The RFP Stage Stepper is a navigation tool that guides you through the 3 main stages of responding to an RFP:  The 3 Stages:  1. Plan (Triage & Assign):    - Review extracted questions    - Approve or reject questions    - Link questions to templates or library answers    - Pages: Questions page and Linking page  2. Draft (Generate Answers):    - Generate AI-powered answers    - Review and edit generated content    - Approve answers for export    - Page: Generation page  3. Finalize (Assemble Do

Question 18

What is pre-matching and how does it help me?

Accepted Answer

Pre-matching automatically finds similar answers from your Answer Library for each extracted question:  How It Works: 1. After questions are extracted from your RFP 2. The system automatically searches your Answer Library 3. Finds semantically similar past answers 4. Shows you matches with confidence scores 5. You can accept matches instantly (saves 80% credits)  What You See: - "Match Found" badge on questions with library matches - Confidence score (0-100%) showing match quality - Preview of t

Question 19

What are question categories and how do I use them?

Accepted Answer

Question categories help you distinguish between different types of RFP content - not everything extracted is a question that needs an answer.  Available Categories: - ❓ Question (blue) - Actual questions requiring answers (default) - 📋 Submission Requirement (orange) - Instructions for what to submit (e.g., "Submit 2 copies") - ⚖️ Evaluation Criteria (purple) - How proposals will be scored - ✓ Compliance Item (green) - Compliance checklist items - ℹ️ Information (gray) - FYI items, no response

Question 20

What is Institutional Information and how do I use it?

Accepted Answer

Institutional Information is your organization's knowledge base that enhances AI answer generation with company-specific context.  What to Upload: - Company policies and procedures - Technical specifications and capabilities - Tech Stack documents (deployment platforms, infrastructure, operating systems) - Team bios and qualifications - Past performance and case studies - Certifications and compliance documents - Product/service descriptions - Marketing materials and brochures  How to Access: 1.

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