Brainial Brings Structure and Efficiency to AFAS’s Tender Process

Improving the speed and structure of the tender process was a clear priority for AFAS. “Since this year, we’ve been working a four-day week, which means 20% less time to handle the same number of tenders,” says Rik Klaver, Sales Manager Public Sector at AFAS. “Analyses took longer than necessary, there was little room to focus on strategic and content-driven decisions, and the team had to constantly switch between different documents and systems.” Something had to change.

Time to Cut the Bullshit

AFAS needed a way to gain faster insights from internal documents, analyze more efficiently, and prepare proposals on time and without errors. “While looking for a solution, we came across Brainial,” Rik explains. “As a software company, we’re used to automating processes and already use AI ourselves. That’s why Brainial immediately appealed to us: by using technology to bring all relevant information together in one place, our team gains better oversight and can work more efficiently.”

Brainial provided the visibility and control the team needed to manage a complex and time-consuming process.

How Brainial Made the Difference

Together with Brainial, the AFAS team brought order to the tender process step by step. Instead of simply ‘flipping a switch,’ they tackled the questions that cost them the most time: which tenders are relevant, which documents belong to which projects, and where are the risks or key points of attention?

“The team made clear agreements about who collects which information and structured documents so that everyone, from their own role, gets exactly what they need,” says Rik. “This way, every team member maintains control, and not only did we gain clarity, but also a new way of working together.”

Before implementing Brainial, the AFAS team was constantly searching, copying, and pasting, making it difficult to track progress throughout a project. “With Brainial, we now have one central overview, allowing us to analyze much faster and focus on the actual content,” Rik explains. Within just a few months, AFAS reduced analysis time by 15–20%, cut down on manual work, and freed up more time to focus on quality and substance.

Collaboration Took Flight

The close-knit AFAS team now works with a unified approach, using Brainial as their central source. “Everyone knows where to look, which actions have priority, and how documents and analyses come together. We agreed internally that everyone follows the same methodology. That provides structure and peace of mind,” Rik explains.

“What’s great is that the AFAS team actively contributes ideas on how we can make the tender process even smoother,” says Fedor Klinkenberg, Co-founder of Brainial. “Think of automated task assignments or smart integrations with their systems, so everyone knows exactly what needs to be done and spends less time searching or figuring things out.”

The Next Step in Tender Management

Thanks to the collaboration with Brainial, AFAS now manages its tender process more clearly and efficiently. Documents, actions, and planning come together in one system, allowing for faster analyses, on-time proposals, and a stronger focus on strategy and impact.

“The ideal situation is being able to compile and submit a complete document, including our templates and branding,” Rik says. “The writing assistant supports us in this and makes the process much more efficient.”

The result: a truly manageable tender process, smoother workflows, and more time for what really matters—quality, insight, and strategic impact.

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