How to Find Tenders and RFPs at Scale Using Hexomatic and ChatGPT
Tracking tenders and RFPs manually is inefficient. Government and enterprise sites bury opportunities under layers of menus, and every institution publishes in a slightly different way. The result is wasted hours and missed bids.
With Hexomatic, you can automate this process. By combining Google advanced search queries with scheduled scraping and ChatGPT filtering, you can build a system that finds relevant tenders every week, without you lifting a finger.
Here’s the blueprint.
Step 1. Create a Keyword List with ChatGPT
The quality of your results depends on the quality of your keywords. A strong query combines four elements:
Target domain – for example, site:miamidade.gov or site:nyc.gov
Tender status words – (open OR active OR current OR upcoming)
Procurement terms – (rfp OR rfq OR bids OR solicitation)
Your products or services – like "cybersecurity" OR "IT support" OR "software development" OR "cloud hosting" OR "network monitoring"
You should also exclude closed opportunities with terms like -awarded -closed -archived -expired.
Prompt for ChatGPT to Generate Keywords
Here’s a ready-to-use prompt that creates an entire keyword list:
I provide [insert your products or services]. My target markets are [insert locations or institutions]. Generate 10 advanced Google search queries using operators (site:, OR, parentheses) to find open tenders, bids, rfps, or rfqs. Exclude closed, awarded, archived, or expired opportunities.
Step 2. Example Search Query
If you sell IT services in Miami-Dade, ChatGPT will generate something like this:
site:miamidade.gov (open OR active OR current OR upcoming) (bids OR rfp OR rfq OR solicitation) (“cybersecurity” OR “IT support” OR “software development” OR “cloud hosting” OR “network monitoring”) -awarded -closed -archived -expired
You can swap the domain for other state or city procurement portals, or even federal and corporate sites. The service list can be tailored to whatever you offer.
Step 3. Build Your Hexomatic Workflow
Create a new workflow in Hexomatic.
Add Data Input and paste your keyword list from ChatGPT.
Add Google Search Scraper automation. Adjust the number of results you want per query.
(Optional) Add other automations, like “Get page content” to pull details directly from each search result.
Run it once to make sure you’re pulling useful results.
Step 4. Schedule Weekly Runs
Tenders are time-sensitive. Opportunities open and close fast, so you don’t want to search only once.
In Hexomatic, set your workflow to run automatically on a weekly schedule. That way, every week you’ll get fresh results in your account, ready to download or export to Google Sheets.
Step 5. Filter Results with ChatGPT
Your scraped list may include irrelevant or loosely related tenders. Instead of manually checking each one, you can feed them into ChatGPT.
Example filtering prompt:
From the following list of tender titles and descriptions, identify only those directly related to [insert your product/service]. Exclude unrelated, generic, or non-matching opportunities. Provide a cleaned shortlist.
This way, you get a refined list of tenders that actually matter to you.
Why This Works
Google does the heavy lifting – advanced operators let you surface RFPs buried across government domains.
Hexomatic scales it – instead of searching manually, you can scrape dozens of queries at once and schedule them.
ChatGPT cleans the noise – you save hours by having AI filter only the tenders relevant to your offer.
And remember: if you’re not already doing this, your competitors most likely are.
👉 Don’t want to build this from scratch? Book a call with our concierge team. We’ll design the entire workflow for you, including scraping, scheduling, and AI filtering, so you only get actionable tenders in your inbox.
⚡ And if you haven’t upgraded your Hexomatic account yet, now is the right time. You’ll unlock premium automations like the Google Search Scraper and ChatGPT filtering, making this workflow possible at scale.