Scaling procurement from spreadsheets to a structured pipeline
How Woltgrace scaled procurement from spreadsheets to a structured system
“We moved from a manual, spreadsheet-driven process to a structured system that finally gave us visibility and control over our bids. It let us scale from a handful of opportunities to a repeatable pipeline of 30+ bids with far less manual effort.”
— Tamás Lónyai, Director Sales, Woltgrace
The client
Woltgrace, a veteran-owned commercial and government contractor in the US, delivering installation and services work across private and government projects. A small core team, with a much larger network of subcontractors and suppliers around them.
The challenge
Bid tracking ran entirely by hand. Opportunities on SAM.gov were tracked manually, saved searches checked one by one, documents downloaded into Drive and read individually to figure out if a bid was worth pursuing. Everything lived in Google Sheets. It worked — up to a point. Past 1–2 active bids at a time, there wasn't enough capacity to read and qualify more, so growth stalled at exactly the ceiling the manual process allowed.
Solution
I mapped the full bid lifecycle end to end — from spotting an opportunity to submitting a bid — to see where the actual bottleneck sat. It wasn't demand. It was the time it took one person to read and qualify each procurement document.
I built a structured system around that bottleneck: Airtable as the single system of record for every opportunity, replacing the spreadsheets. An AI layer reads incoming RFPs and procurement documents — pulling out key fields, summarizing scope, classifying and risk-scoring each opportunity — and writes the results straight into Airtable. Salesforce and QuickBooks are connected so the pipeline stays aligned with CRM and financials without manual re-entry.
Why it works
Automating a messy process just makes the mess move faster. I structured the data and the workflow first, then layered automation on top of that — so every bid lands in the same place, in the same shape, ready to act on.
Outcomes
Bid capacity
From 1–2 active bids to 30+ running at once.
Manual workload
Down roughly 70–80%.
Meeting overhead
Down roughly 80% — less time spent aligning, more time spent deciding.
Decision clarity
A single, always-current view of every bid instead of scattered sheets and folders.
If your pipeline is capped by how much one person can read and track by hand, that's a structural problem, not a hiring problem — happy to talk through what a system like this could look like for you.
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