Public procurement is structured, but it is not always precise. Buyers describe their needs in different ways, use different terminology, and sometimes select CPV codes that are broader than expected. That is why an effective search profile needs to combine both keywords and CPV codes, and it needs to be reviewed and improved over time.

This guide explains how to approach that process step by step, and how to think about your search profile in a way that aligns with how public buyers actually publish tenders.

 

1. Start by defining what you really offer

Before you think about keywords or CPV codes, you need clarity on your own business scope. Many suppliers try to cover everything they could deliver, but this often leads to noisy results and missed priorities.

Instead, focus on what you actually want to win. What are your core products or services? Which parts of your offering generate the most value, and which markets or industries do you actively target? Writing this down in clear terms gives you a strong foundation and helps prevent your search profile from becoming too vague or unfocused later on.

2.Translate your offering into buyer language

Once your scope is clear, the next step is to think like a public buyer. Buyers rarely describe a procurement in the same way suppliers describe their solutions. They focus on needs, outcomes, and compliance, often using terminology that is more administrative than commercial.

At this stage, it is useful to brainstorm a wide range of keywords. Think about synonyms, alternative phrasing, and different ways your services might be described in a tender notice. Consider the problems your customers are trying to solve, not just the name of your product. This early keyword list does not need to be perfect; it simply needs to capture the breadth of how your offering could appear in a procurement context.

3.Learn from previous tenders

If you have participated in public tenders before, they can provide valuable insight into how buyers actually structure their notices. Reviewing past tenders helps you identify which CPV codes were used, which keywords appeared repeatedly, and whether there were important terms you may have overlooked.

This step often reveals gaps between how suppliers think about their business and how buyers describe their needs. Closing that gap is one of the most effective ways to improve search accuracy.

4.Understand the CPV structure before selecting codes

CPV codes follow a hierarchy, ranging from very broad categories to highly specific classifications. Many suppliers either choose codes that are too general or limit themselves to codes that are too narrow.

Taking time to explore the CPV hierarchy allows you to see how your services are positioned within the official procurement framework. Starting at a higher level and gradually drilling down helps you understand which groups and classes best align with your scope. Using keyword search within CPV tools can also reveal relevant codes you may not have considered initially.

5. Choose CPV codes that reflect reality, not perfection

When selecting CPV codes, the goal is not to find the single “perfect” code, but to ensure you capture the majority of relevant opportunities. A useful rule is to ask whether a code reasonably covers at least 80 percent of what you deliver.

It is often better to include a slightly broader code than to risk missing tenders where the buyer has chosen a more general classification. Buyers do not always select the most accurate CPV code, so your profile needs to account for that variability.

6. Test before you commit

Testing is a critical step that is often skipped. Before finalizing your profile, review the tenders that appear when you use each keyword and CPV code. This gives you a sense of whether your search is too broad, too narrow, or reasonably balanced.

Broad terms may generate a high volume of results, while very specific terms may miss relevant opportunities. In many cases, combining keywords or adjusting how they are matched can significantly improve relevance. Testing allows you to make these adjustments before the profile goes live.

7.Build your first complete search profile

Once you have validated your keywords and CPV codes, you can bring everything together into a full search profile. At this stage, additional filters such as geography, contract value, and exclusions become important. These settings help ensure that the opportunities you receive are not only relevant in content, but also realistic for your business to pursue.

This version of your profile should be seen as a starting point rather than a final product.

8. Use alerts and automation to stay focused

Mercell Bidding allows you to set up alerts and filters that support your internal processes. By tailoring notifications and filtering criteria, you can reduce manual effort and focus on opportunities with the highest potential.

This is especially useful for teams that monitor tenders regularly and need a clear overview without being overwhelmed by irrelevant results.

9. Monitor results once the profile is live

After launching your profile, pay close attention to the tenders it generates. Look at which opportunities are relevant and which are not, and try to identify patterns. False positives often highlight keywords or CPV codes that need refinement, while missed opportunities may point to gaps in your setup.

Early monitoring provides valuable insight that helps you improve accuracy quickly.

10.Treat your search profile as a living setup

Markets change, businesses evolve, and buyer behavior shifts over time. For that reason, your search profile should be reviewed regularly. A quarterly review is often sufficient for most suppliers.

When reviewing, look at how many opportunities you receive, how many you pursue, and which ones convert into bids or wins. When opening a tender, pay attention to what triggered the match. Over time, this understanding helps you fine-tune your profile so it continues to deliver value.

 

Practical guidance to keep in mind

Always approach your search profile from the buyer’s perspective. Start with important keywords and then map them to CPV codes rather than the other way around. If a term feels general, test it before relying on it. As a rule of thumb, if a keyword or CPV code generates more than 300 results over a twelve-month period, it is often too broad and should be refined.

Using AI-supported suggestions can also help surface relevant keywords you might not have considered. Finally, avoid starting too narrowly. It is usually easier to refine a broad profile than to recover missed opportunities caused by an overly restrictive setup.

 

Need help getting it right?

Setting up a strong tender search profile is one of the most important steps toward success in public procurement, and it does not have to be done alone.

If you need technical assistance or have questions about your setup, Mercell Support is always available to help. If you are looking for more strategic, market-specific guidance, our industry experts and Value Delivery team can work with you to refine your profile and ensure it aligns with your business goals.

A well-designed search profile is more than a filter. It is the foundation for finding the right opportunities and competing with confidence.