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Time to Read: 5 minutes

Winning tenders with digital proof of quality

Picture of Ricarda Schmidt Ricarda Schmidt : Sep 11, 2025

Professional corporate photography showing a business negotiation scene
COREDINATE Reports Functions
Winning tenders with digital proof of quality
9:48

In the highly competitive market for security services, price often seems to be the only criterion for awarding contracts. However, leading service providers are proving the opposite: The key to success lies in demonstrable quality and complete transparency. They show that the most economical provider is not the cheapest, but the one who delivers their services reliably and comprehensibly. This article explains how you can convince with digital evidence and significantly increase your chances of winning contracts.

Your advantages with digital transparency through COREDINATE®

  • Demonstrable Quality: COREDINATE® provides complete, tamper-proof evidence of your work and fulfills every verification requirement in the procurement process.
  • Achieve Higher Prices: Leave the pure price competition behind by making the value of your service transparent and measurable with COREDINATE®.
  • Risk Minimization: Protect yourself and your clients from liability issues with a digital, audit-proof trail that documents every activity.

 

Proof of Performance: From tedious paperwork to a strategic advantage

At the heart of providing evidence is the proof of performance. It is the legally binding document that proves a contractually agreed-upon service has been rendered. Traditional paper-based logbooks are a source of constant uncertainty: notes get lost, handwriting is illegible, and entries are incomplete. For the client, this means no real-time control and a high legal risk.

A digital proof of performance, as created by COREDINATE®, revolutionizes this process. Every checkpoint scan via NFC is time-stamped and cannot be altered. Every incident is documented in real-time with photos and notes. This data is transmitted to secure servers and is immediately viewable via a web portal. Thus, you not only receive documentation but also create a continuous, forgery-proof audit trail that builds trust and preemptively eliminates potential ambiguities regarding service delivery.

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COREDINATE® as the answer to typical tender requirements

Implementing a system like COREDINATE® is not just an operational improvement, but a strategic investment in your sales power. Every requirement in a tender can be directly addressed with a feature of your digital system, turning your software into a powerful sales tool.

 

Tender Requirement Supporting
COREDINATE® Feature		 Strategic Argument for the Bid
Proof of service delivery Digital, audit-proof logbook & real-time scans “We provide complete, unmanipulable digital proof of performance in real-time. You can see what was done, when, and where at any time.”
Quality Management & Reporting Report generation; Incident reporting “Our system provides you with detailed quality and performance reports at the push of a button.”
Effective Personnel & Deployment Management Integrated workforce scheduling; Lone worker protection “We optimize personnel deployment through digital planning and ensure the safety of our employees, which increases service continuity.”
Transparent Communication Client portal with real-time access;
Instant notifications		 “You get full transparency. Critical incidents are reported to you immediately and automatically, including photo documentation.”
Proof of fair working conditions Precise time tracking “We guarantee fair and legally compliant billing for our employees through precise time tracking.”


The Strategy: How to win tenders with digital evidence

A modern guard tour system like COREDINATE® provides you with the strongest sales arguments. The following guide shows how you can irrefutably prove quality and stand out from the competition.

 

1. Making quality measurable: From vague promises to hard KPIs

Our system makes quality measurable and therefore provable. Instead of just claiming that your patrols are reliable, with COREDINATE® you can provide concrete, data-driven guarantees:

  • “We guarantee a patrol completion rate of 99.5%, verifiable at any time via your personal client portal.”
  • “Our average response time to incidents – from alert to on-site documentation – is verifiably under 10 minutes.”
  • “You will receive automatically generated weekly and monthly reports that detail all security activities, including KPIs on checkpoint adherence and resolution times.”

By presenting quality in the form of measurable key performance indicators (KPIs), you provide the evaluation committee with hard facts that they can assess in their matrix. You make your superiority objectively visible.

 

2. Convince with the COREDINATE® Live Dashboard

In bidder meetings, replace outdated methods with live data. Demonstrate the work of your teams on-site via the COREDINATE® real-time dashboard. This direct insight into your operations is more convincing than any PowerPoint or Excel slide and proves that your quality promise is a lived reality.

Portal_Dashboard_MiKuMu_full



3. Use visual evidence with photo and incident documentation

A checkmark on a list is a claim. A photo with a timestamp and GPS data from COREDINATE® is proof. Use the incident reporting feature to document special cleanings, the condition of security equipment, or damage reports visually and in a legally secure manner.

Incident_Reporting_Icon

From practice: How a security company won a major contract thanks to COREDINATE®

A medium-sized security company from Munich repeatedly faced the same challenge: When bidding for the security of a large logistics center, they regularly lost to lower-priced competitors. Their own higher quality standards could not be presented convincingly enough in the bidding process.

The solution with COREDINATE®: The company radically changed its bidding strategy and focused on the transparency created by the system:

  1. Evidential bid: A detailed sample quality report from COREDINATE® was attached to the bid, showcasing the future, complete evaluations.
  2. Live demonstration: During the bidder meeting, the COREDINATE® Live Dashboard was presented to demonstrate the real-time recording of patrols and incidents.
  3. The transparency promise: The potential client was offered  permanent read-only access to the COREDINATE portal.

The result: The strategy was a complete success. The company won the contract, even though its bid was priced higher than the competition. The client's justification: The live insight and the audit-proof protocols significantly minimize operational risk. This guaranteed security was worth the higher price.

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Tips for SMEs: How you too can score in tenders

The idea that such systems are reserved for large corporations is outdated. Modern guard tour systems like COREDINATE® are affordable for small and medium-sized enterprises thanks to flexible pricing models and can be implemented without major IT investments. Here's how to use this technology effectively:

  • Score proactively with digital evidence: Don't wait for the client to ask for it. Actively include sample reports and a description of the digital processes with your bid. Make digital transparency the common thread of your entire proposal.
  • Argue with quality instead of price: Shift the focus from the mere hourly rate to the demonstrable quality and reliability of your service. Quantify the value of transparency: less monitoring effort for the client and complete documentation for audits.
  • Incorporate efficiency gains into your calculation: Digitalization significantly reduces administrative workload. These internal efficiency gains allow you to submit a competitive offer that is based on a solid, process-optimized foundation.

 

Frequently Asked Questions (FAQ) about COREDINATE® in the tendering process

Is a digital guard tour system mandatory for public tenders?

While it is rarely legally required, it is considered the de facto standard. Tenders increasingly call for "audit-proof, digital proof of performance in real-time." Providers without a system like COREDINATE® cannot meet this requirement and fall behind.

How complex is the implementation of COREDINATE®?

COREDINATE® is a cloud-based system designed for user-friendliness. The implementation is fast and straightforward, often completed within a few days. The training effort for the intuitive smartphone app is minimal.

Can the data collected with COREDINATE® be manipulated?

No. COREDINATE® uses secure, server-generated timestamps and optionally collects GPS data. The data is transmitted immediately to German servers and cannot be altered afterward. This creates a tamper-proof audit trail.

Is the investment in COREDINATE® worth it?

Absolutely. The Return on Investment (ROI) comes from several factors: winning more profitable contracts through superior arguments, the massive reduction in administrative effort for reports, and the minimization of liability risks.

What about data protection (GDPR)?

COREDINATE® is a German product. All data is hosted on servers in Germany, and the system operates fully GDPR-compliant. Data collection is limited to work-related information, and transparent company agreements are standard.

Your path to winning the next contract

The competition for lucrative security contracts is no longer decided by price alone, but by provable quality and trust. Companies that recognize this change and digitize their processes with COREDINATE® secure an insurmountable lead. Stop losing in the price war. Start winning with transparency.

COREDINATE® should therefore not be seen as a cost factor, but as the decisive investment in profitable growth and a market-leading position.
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