About the tool
What is the Scenaxis Bid Tool?
An online tool for agencies that respond to tenders. It reads a client's tender documents, recommends whether to bid, and helps you plan the bid team, cost the pitch and meet every deadline.
Who is it for?
Event, live-show, ceremony, sport and experiential agencies, production companies, and the technology companies that pitch alongside them (AV, lighting, immersive and show control): bid managers, producers, creative directors and the directors who decide which bids to pursue.
Do I need to install anything?
No. It runs in your web browser at bidtool.scenaxis.com, on a computer, tablet or phone.
Is there a user manual?
Yes, a full illustrated manual is at bidtool.scenaxis.com/manual, and there are answers to common questions inside the tool under Help & support.
Tender analysis
Which documents can I upload?
PDF, Word (.docx), Excel (.xlsx, .xls), OpenDocument spreadsheets, CSV, text, Markdown, saved emails (.eml) and web pages. Upload the whole pack: the invitation to tender, brief, contract, specifications and pricing schedules.
How does Scenaxis decide go or no-go?
Six criteria are scored from 1 to 5 and weighted into a feasibility score out of 100. Risks are added up into a risk score, and the timeline is rated OK, Tight, At risk or Not feasible. Fixed rules turn these into Go, Go with conditions, Review or No-go.
Can I disagree with the recommendation?
Yes. Your own bid decision always wins. You can also change any feasibility score and the recommendation updates straight away.
Does it use AI?
Yes. The documents you upload are analysed by an AI model to extract dates, budgets, risks, deliverables and effort. Every result can be checked against the evidence shown and edited. See the privacy policy for the providers involved.
How many analyses can I run?
Per company per calendar month: 30 on Solo, 100 on Team and 300 on Agency. A new tender, with its summary, counts as one; so does an update from new documents.
What is the largest file I can upload?
50 MB per file. Larger files are still read and analysed, but not kept in the Documents tab.
Summaries and changes
What is in the tender summary?
A one-page overview (what, client, where, when, budget, how bids are judged, what to submit and what to watch out for) and a full digest in sections. Every point gives its source, such as "ITT p.6 §2.3". You can export it to PDF or Word.
What happens when the client sends Q&A or an addendum?
Add it to the tender under Updates & history. Scenaxis updates the summary, key dates, timeline, deliverables and risks, and lists every change with its exact reference and its impact. Your own edits to hours, rates and decisions are kept.
How does the team find out about changes?
Changes are marked in the summary and in the tool where they apply (a moved date shows its old date and the reference). You can mark each one as reviewed, and email the pitch lead and everyone on the bid in one click.
Are the documents kept?
Yes. Every file added to a tender, including each Q&A and addendum, is stored with it and can be downloaded one by one or all at once as a zip. Only people in your company can see them.
Team and users
Can my colleagues use it?
Yes. Invite them by email and give them a role: viewer, commenter, editor or admin. Viewers and commenters are free on every plan.
Who counts as a paid user?
Only editors and admins. Solo includes 1, Team includes 2 (more at £20 a month each), and Agency is unlimited.
Does an invitation expire?
No. Invitations stay valid until they are accepted or cancelled by an admin.
Can I manage several companies?
Yes, on the Agency plan. Each company has its own tenders, team and settings, and you switch between them from the menu.
Do the people I assign need an account?
No. People on your bid team can receive assignment emails without logging in. Only those who need to use the tool need an invitation.
Plans and billing
How much does it cost?
Solo £30, Team £70 and Agency £160 a month, VAT included. See the pricing page for details.
Is there a free trial?
Yes, 7 days on any plan. A payment card is needed to start, and you pay nothing if you cancel before the trial ends.
Can I switch plans?
Yes, at any time, up or down. Upgrades are charged pro rata straight away; downgrades are credited on your next invoice.
Is there an annual plan?
Not yet. All plans are monthly, so you can cancel any time.
Data and security
Who can see our tenders?
Only people invited to your company. Each company's tenders and documents are kept separate, and roles control who can edit.
Where are payments handled?
By Stripe. Scenaxis never sees or stores your full card number.
Can I export my data?
Yes. Export reports and summaries to PDF or Word and the pipeline to Excel, download each tender's documents, or download a full backup of every tender, your team and settings from the Company page.
What happens to our data if we cancel?
It stays available read-only for 180 days, documents included, so you can export it. Then it is permanently deleted.
Support
How do I get help?
Email supportbidtool@scenaxis.com, use the WhatsApp button inside the tool, or send us a message from the contact page.
Can I get a demo first?
Yes. Book a demo and we'll walk you through the tool with an example tender, or with one of yours.
See it with your own tenders
Seven days free on any plan. Upload a real tender pack and get a go/no-go recommendation, a staffing plan and a pitch budget.