An AI Sales Assistant That Takes Most of the Manual Work Out of Broker Tenders for a UK Energy Supplier
We worked with a UK energy supplier to redesign how its sales team handles broker tenders, with an AI digital worker that does the routine work and leaves people to make the decisions that matter.
Company Overview
The client supplies power and gas to small and large businesses across the UK, and most of its new business arrives as tenders sent in by energy brokers.
Like many suppliers it is also preparing for industry changes to how energy use is settled, which adds pressure to get the sales process right.
Problem Statement
Every tender was handled by hand. The team read each email and its attachments, keyed the details into the quoting system, checked the paperwork and chased brokers for anything missing. Pricing took several runs per tender, and contracts went through a series of separate checks before they could be confirmed, so brokers often waited until the next day to hear back.
Outcome Delivered
The supplier now has a complete, agreed design for its tender process and the first build environment in place, with most of the manual steps moved to the digital worker and its people focused on the decisions that need them.
Executive Overview
We worked with the IT and sales teams of a UK energy supplier to redesign how broker tenders are handled, from the first email through to a signed contract. Most of that work was manual, with tenders read, keyed in and checked by hand across several teams.
Together we designed a digital worker that reads each tender, checks the details, prepares the quote and takes the contract through to sign off, so the sales team only steps in where a human decision is needed. The design is agreed and the supplier is now building it in house, starting with a small working slice.
Our Approach
We started by mapping how tenders run today, step by step and team by team, then designed the future process rather than simply speeding up the old one. Every decision was agreed with the business and written down, so the design and the requirements stayed in step.
The design keeps people in control. AI reads and drafts, while every check and decision is made by clear business rules the supplier can see and change. It also runs on a shared platform that future digital workers can reuse, so the next one is quicker to build.
Challenges
Challenges Faced
Every engagement starts with a clear-eyed view of what was actually getting in the way, because you cannot fix what you cannot see. Here we set out the real constraints the client was working within, the costs and risks they were carrying, and the gaps that needed closing before any meaningful progress could be made.
Let's Transform Your Enterprise Today
Send an EnquiryManual data entry
Tender details were read and keyed in by hand, which was slow and open to mistakes.
Chasing missing information
Gaps in a tender meant emailing the broker, often more than once, and waiting for a reply.
Slow pricing and sign off
Pricing took several runs per tender, and contracts passed through a series of separate checks.
Industry change
Changes to how energy use is settled mean the process has to handle old and new arrangements side by side.
Deployed solutions
What We Did
A look at how we approached the work, from the first discovery sessions through to the changes we put in place, and the thinking behind each decision along the way. The aim is always the same, to deliver something measurable that the client owns and can build on, rather than a one-off fix that fades once we leave.
Tenders picked up automatically
Tenders are collected from the inbox, read and set up without anyone keying them in.
Details checked once
Customer and site details are checked against official records, fixed where possible and chased in a single message.
Faster, simpler pricing
Each tender is priced on time, with one clear quote sent back to the broker.
A smoother sign off
Contract checks run together, and the broker hears as soon as the deal is confirmed.
People in control
The sales team steps in only for the decisions that need them, and every exception goes to a named owner.
Built to be reused
A shared platform means future digital workers can be added without starting from scratch.