Your journey

Most firms want to know the same thing before they commit: what does getting started actually involve, and how long before it's working?

The answer is four phases and approximately four to five weeks.

The first three build the infrastructure - the database, the content library, the monitoring system. The fourth is where the retainer begins and the real work starts.

Everything you need to know about each phase is detailed in the following diagram.

MACS Bid Studio — Engagement Journey
Phase one · Build
System setup
Weeks 1–2
One-off
Infrastructure
  • File structure + naming conventions for server/SharePoint
  • Notion bid database — project DB, bid register, people library
  • Go/no-go scoring tool built around your criteria
  • Bid register and opportunity tracker
AI configuration
  • Claude AI project — system prompt, voice calibration
  • Content library upload and prompt testing
  • SOP and how-to manual documented
  • Staff training session (2hrs, recorded)
Your involvement: A 2–3 hour content audit walkthrough, a 1-hour principal briefing, and a 2-hour staff training session. Everything else is handled by MACS Bid Studio.
Phase two · Migrate
Content migration
Weeks 2–3
One-off
What gets migrated
  • Project sheets — reformatted and loaded into Notion
  • Staff CVs and bios — updated to current roles and projects
  • Past proposals and methodology — extracted into Claude library
  • Image library — audited and catalogued with usage notes
What you get
  • A Notion database populated with your actual content — not an empty template
  • A Claude project that knows your firm, voice, and projects
  • A content library that grows richer with every bid
  • Gap analysis — we flag what’s missing before it matters
Priced per volume. Rates are set per project sheet, CV, and past proposal — so you only pay for what you actually have. Confirmed after the content audit.
Phase three · Activate
Monitoring setup
Weeks 3–4
One-off setup + monthly
Setup includes
  • IT liaison — tender inbox created and configured
  • Criteria Profile built around your go/no-go preferences
  • Make.com automation scenario built and tested
  • Portal alerts configured for relevant tender portals
  • Claude Project set up for scoring and digest
  • 3-day calibration run and onboarding session
Once live, every day
  • 6am — tender portals and nominated inboxes scanned automatically
  • 6:30am — each opportunity scored against your Criteria Profile
  • 7am — morning digest delivered: Pursue, Review, Decline
  • Zero principal time required
  • 6-monthly criteria profile review included
You hold the subscriptions. Claude Team and Notion Business are purchased directly by your firm. Your data stays in your accounts — we never hold it. Make.com is held by MACS Bid Studio.
Phase four · Launch
Retainer begins
From week 5
3-month minimum
What changes for your team
  • First bids run through the full PURSUE workflow
  • Principals receive a briefing note, review the Silver Review Pack, and approve — that’s it
  • Content library gets stronger with each submission
  • Pipeline visible in Notion at all times
The surge model
  • Base fee covers a set number of bids per month at the agreed surge rate
  • Extra bids above the allowance charged per bid type
  • Standard, Complex, Major government, Multidisciplinary — each priced separately
  • No carryover — quiet months just cost the base
IP stays with MACS Bid Studio. The system, prompts, and methodology are ours. Your proposals, populated Notion database, and all content outputs are entirely yours — including at the end of the engagement.
Ongoing · Every month
The monthly rhythm
Tap each area to expand
Retainer
Bids
Full PURSUE workflow, end to end
Go/no-go recommendation · AI-assisted tender analysis · Content production in Claude · InDesign layout and print-ready PDF · Compliance check · Submission coordination · Post-bid debrief and system update
Monitoring
Daily digest · zero principal time
Daily portal and inbox scan · AI scoring against criteria · Morning digest by 7am · Go/no-go recommendations flagged · Opportunities logged in Notion · 6-monthly criteria review
Content library
Keeps itself current
CV and project sheet updates as staff change and projects complete · Methodology sections refined after debrief · Capability statements updated · Content library grows stronger with each bid
Reporting
Pipeline always visible
Bid register maintained in Notion · Win/loss tracking from day one · Monthly check-in call · Quarterly win/loss review · Pipeline report updated continuously
On-call support
Questions answered same day
Ad hoc questions within one business day · Urgent bid decisions discussed in real time · System adjustments as needed · Email and phone during business hours
Graphics (add-on)
Optional production hours block
Reserved InDesign hours each month · New template creation · Migrating content into completed templates · Refreshing layouts as brand evolves · Unused hours don’t roll over
IP stays with MACS
System, prompts, and methodology are ours. Your outputs are entirely yours.
You own the subscriptions
Claude Team and Notion paid directly by you. Your data, your accounts.
No carryover
Unused bid allowance doesn’t roll over. Quiet months just cost the base.