Verifying access...
RFP and Proposal Response Automation
"We've seen proposal teams spending 30-40 hours on each RFP response, pulling experts away from their day jobs, and still scrambling at the deadline. Companies we work with are cutting that to under 10 hours while actually improving their win rates."
The Problem
RFP responses consume 30-40 hours per submission, pulling subject matter experts away from their day jobs. Teams scramble at deadlines, quality varies by who's available, and the same questions get answered differently each time. For mid-market companies without dedicated bid teams, every RFP creates organizational disruption. Win rates on RFPs average 5-20%, making the high time investment particularly painful.
Current State
Proposal teams manually search through past responses in shared drives or wikis. Subject matter experts write answers from scratch each time or copy-paste from outdated documents. No systematic way to maintain a current content library. Formatting and consistency depends on who assembles the final document. International RFPs requiring multi-language responses multiply the effort.
GenAI Solution
AI reads: RFP documents, past proposals, product documentation, case studies, SME knowledge base. AI generates: Tailored first drafts that match RFP requirements, consistent formatting, executive summaries. AI decides: Which past answers are most relevant, where gaps exist requiring SME input, and whether to recommend go/no-go based on win probability analysis.
Key Differentiator
Content libraries enable copy-paste; GenAI understands questions, adapts existing content, and generates new responses that directly address what's being asked. The AI can rephrase technical content for different audiences, maintain consistent terminology, and identify where standard answers don't fit—requiring comprehension and generation beyond template manipulation.
Example Workflow
- 1 Proposal manager uploads RFP document to system
- 2 AI parses and categorizes all questions, identifies requirements and evaluation criteria
- 3 AI searches content library, finds relevant past answers, generates tailored first drafts
- 4 AI identifies gaps and routes specific questions to SMEs with context and deadlines
- 5 AI assembles complete response document with consistent formatting
- 6 Team reviews drafts, adds strategic differentiation, approves
- 7 AI generates executive summary highlighting key differentiators
- 8 Complete RFP response in 60-80% less time than manual process
Prerequisites
- Historical RFP/RFI library (20+ completed responses)
- Product documentation and specs
- Pricing frameworks
- Cross-functional SME access
Red Flags
- Very low RFP volume (under 25/year)—manual process is manageable
- Highly technical/custom proposals where every response is genuinely unique
- No existing content library or institutional knowledge to draw from
- Very small average deal value (under €15K)—RFP investment doesn't justify
- Company has dedicated, well-staffed bid team already optimized
Complexity Drivers
Content library quality and organization; SME workflow integration; regulatory/compliance requirements by industry; multi-language proposal needs
Risk Factors
Poor content library = poor AI outputs; compliance requirements not met; SMEs resist new workflow; AI hallucinations in technical responses
Value Metrics
Hours per RFP response; RFP win rate; SME time consumed
30-40 hours per RFP; 5-20% win rate; 3-5 SMEs pulled from primary work per RFP
8-12 hours per RFP; improved win rates from better quality and consistency
Industry Perspectives
Specific pain points, solutions, and regulatory factors for 6 industries.
C-Suite Relevance
Key Metrics
Related Use Cases
Dynamic Competitive Battlecard Generation
Most competitive battlecards we see are outdated the moment they're published—and 68% of sales reps don't use them anyway. We help you turn competitive intelligence into something reps actually use and that actually helps them win.
Multi-Stakeholder Deal Navigation Intelligence
Research shows that deals with multiple stakeholder contacts win at 2x the rate of single-threaded deals. But most sales teams don't even know which deals are at risk.
AI-Powered Meeting Preparation Agent
Your senior AEs are probably spending 4-5 hours a week just preparing for meetings—time they could be spending actually selling. We help companies cut that to 30 minutes while their reps actually show up better prepared.