How BidCompass Builds Your Company Profile from a PDF

A complete, accurate company profile is what makes eligibility checks useful — the AI can only compare a tender against details you have actually recorded. Typing all of that in by hand is tedious, so BidCompass lets you upload an existing company-profile document and fills in the profile for you. Here is what actually happens when you do that.

Step 1 — Upload

You upload your existing company profile as a PDF or a Word (DOCX) file — the kind of capability statement or brochure most companies already have. The file is received by the profile-import screen and stored on the BidCompass server for processing.

Step 2 — Text extraction

BidCompass then pulls the text out of the document, and the method depends on the file:

Text-based PDFs are read with pdfplumber, page by page (up to the first 40 pages of a profile document). This handles the common case — a normal, digitally-produced PDF — quickly and without sending the file anywhere.

Scanned or image-only PDFs contain no selectable text, so pdfplumber returns almost nothing. When BidCompass detects that (fewer than ~200 characters extracted), it falls back to Google's Gemini model, which reads the document as an image and returns the text. This is why a scanned profile still works — but note that in this case the file is sent to the Gemini API to be read.

DOCX files are read with a Word parser that pulls both paragraph text and table cells — important because company brochures often put turnover figures and certifications inside tables.

Step 3 — Field mapping

The extracted text is sent to BidCompass's AI extraction step, which is instructed to return structured data — and, critically, to extract only what is clearly stated and return nothing (null) where a value is not clearly present. It does not guess. Monetary values written in Indian formats (“Rs. 12.5 Crore”, “5,00,00,000”) are converted to plain rupee amounts.

Fields it can populate include registered address, city, state and PIN code, PAN, company type, incorporation year, employee count, annual turnover for the last three financial years, MSME status and number, ISO 9001 / ISO 27001 certifications, GeM and NSIC registration, and your operational states. It also matches recognised certifications against the parameters used for eligibility scoring.

Step 4 — Missing-fields summary and review

Because the extractor deliberately leaves unknown fields blank, whatever it could not find in your document stays empty — and that is exactly the value of the step: you get a clear view of which required fields are still missing and need to be filled in. Nothing is written to your profile automatically without your confirmation: the extracted values are shown to you on a review screen first, and only saved to your profile when you approve them.

Known limits

It extracts what is written in the document. If your brochure does not state a turnover figure, that field will remain blank — the tool will not invent one.
For scanned or photographed documents, quality matters: faint scans and unusual layouts are harder to read accurately, so always check the review screen before saving.
We do not publish an accuracy percentage, because real documents vary too much for a single honest number — which is why the human review step exists.

What happens to the uploaded document

The file you upload is stored on the BidCompass server so it can be processed, and — for scanned PDFs — may be sent to Google's Gemini API for reading, as described above. If you would like an uploaded document removed, contact support@bidcompass.in. See our Trust & Data Security page for how your data is stored and protected.

Import your profile Read our data-security page