Extract data from bid and tender submissions

A bid submission is a supplier's structured response to a tender, and behind its cover page sits a document that maps almost one to one onto the OASIS UBL 2.1 Order and Quotation models and the X12 850 segments that procurement systems speak. The header carries a bid number (the UBL cbc:ID, the X12 BEG03), an issue date (BEG05), the tenderer and the buyer with their addresses and contacts, and the RFQ or solicitation number the bid answers. The body is a priced line array: for each item a line number, an item code, a description, a quantity, a unit price, and a line total, plus tax and an optional per-line delivery date. E-procurement teams and the buyer ERP need this document as fields, not as a scanned page, so a bid can be loaded next to fifteen others on the same axis. The gap is that suppliers answer a tender in whatever their sales system prints, while the buyer wants UBL-shaped data. One bidder quotes per line, another attaches a separate price schedule, and a third states delivery terms as free text next to the ship-to address. Delivery terms carry an Incoterm and a named place (FOB Hamburg, CIF Rotterdam), the payment terms and a payment means code state how the supplier expects to be paid, and a validity period end date fixes how long the quoted price holds. Certifications such as an ISO 9001 registration ride along as a qualifications list with issue and expiry dates, and a destination country and accounting cost center attach for customs and internal coding. None of it is standardized on the page even though the target data model is. Give the bid to Talonic and the header, the priced line items, the delivery and payment terms, the validity period, and the qualifications come back as structured fields aligned to the UBL element names. A submission dated 2026-05-12 from Baumann Fertigung GmbH answering RFQ 2026-114, quoting EUR 51,000.00 across two lines plus EUR 9,690.00 in 19% VAT for a total of EUR 60,690.00, valid to 2026-08-10 on DAP Munich terms, loads into an e-procurement system as comparable data. Line totals foot to the line-extension subtotal, tax adds to the payable total, and each certification carries its own dates, so a buyer works from structured fields rather than paging through PDFs. Talonic captures what the bid states and maps it to the data model; how the bid is scored is the buyer decision.

What gets extracted from bid and tender submissions

How extraction works for bid and tender submissions

Bids arrive as supplier PDFs, e-procurement portal exports, and occasionally as EDI that has been printed back to paper, and the pricing granularity differs on each. Talonic classifies the submission and maps it to the order model in the Field Registry, separating the header from the priced line array, the delivery and payment terms, and the qualifications. Item codes, quantities, unit prices, and line totals are typed per line and checked to foot against the line-extension subtotal, tax is added to reach the payable total, Incoterms and their named place are read as stated, and the validity period end date is parsed to a date. Certifications return as a list with issue and expiry dates. Every value returns with a confidence score and a pixel-region pointer conforming to DIN SPEC 91491, so a procurement analyst can verify a unit price or a validity date against the source bid before it enters the evaluation.

Sample extraction

A two-line bid answering a public tender, priced in EUR with 19% VAT

{
  "document_number": "BID-2026-0417",
  "document_date": "2026-05-12",
  "tenderer.name": "Baumann Fertigung GmbH",
  "buyer.name": "Stadtwerke Muenchen",
  "procurement.rfq_number": "RFQ 2026-114",
  "currency": "EUR",
  "line_extension_total": 51000,
  "tax_amount": 9690,
  "total_amount": 60690,
  "delivery_terms": "DAP",
  "delivery_terms_location": "Munich",
  "validity_period_end_date": "2026-08-10",
  "note": "Lines 37,000.00 + 14,000.00 = 51,000.00; +19% VAT 9,690.00 = 60,690.00",
  "bid_items": [
    {
      "line_number": "1",
      "item_code": "TRF-630",
      "item_description": "Medium-voltage transformer, 630 kVA",
      "quantity": 20,
      "unit_price": 1850,
      "line_amount": 37000
    },
    {
      "line_number": "2",
      "item_code": "INSTALL",
      "item_description": "Installation and commissioning",
      "quantity": 1,
      "unit_price": 14000,
      "line_amount": 14000
    }
  ],
  "qualifications": [
    {
      "certification_name": "ISO 9001:2015",
      "issue_date": "2024-03-01",
      "expiry_date": "2027-03-01"
    }
  ]
}

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