Most RFP questions are answered from your past bids, and experts fill the gaps

The AI drafts each RFP answer from your past bids and current documents on SharePoint, asks the right expert on Teams for anything new, and the bid manager signs off.

Used day to day by
  • Bid team
  • Department heads
  • Sales head

How it runs with AI

The AI reads the questionnaire and drafts each answer from your past bids and current documents, with the source beside it. Answers that are missing or out of date go to the right expert on Teams as short, specific questions. The bid manager starts from a full draft and spends the time on pricing and the answers written for this customer.

How it is done today

A new RFP arrives with a long list of questions on capacity, systems, safety and rates. The bid manager searches old bids on SharePoint, copies answers across and emails colleagues for the rest. Old figures slip through, and the last days before the deadline go on chasing replies.

Step by step

Where the work happens, what the AI does, and where it hands over to a person.

  1. Step 1, AI

    Reads the RFP and lists every question with its section

    Needs to know: Common RFP sections

    In Microsoft Word , SharePoint

  2. Step 2, AI

    Drafts each answer from past bids and current documents

    Needs to know: Bid library, Current figures and certificates

    In SharePoint

  3. Step 3, AI

    Asks the right expert on Teams to fill each gap

    Needs to know: Expert for each topic

    In Microsoft Teams

    Exception to step 3

    Tells the bid manager about any answer still missing close to the due date

  4. Step 4, AI

    Fills the customer's template, with each answer's source

    Needs to know: House style for bids

    In Microsoft Word

  5. Step 5, Person

    Reviews the full response and approves the submission

    In Microsoft Word

What stays with a person

  • Reviews the full response and approves the submission

Apps in this example

  • SharePoint
  • Microsoft Word
  • Microsoft Teams

The same flow works with the apps you use.

This fits you if

  • You answer more than 3 RFPs or vendor questionnaires a month
  • Your past bids sit in SharePoint folders or email threads
  • The same questions on capacity, safety, systems and certificates come up in most bids
  • Experts in operations, IT, safety and finance each own part of every response

What to watch for

  • Rates, commitments and contract terms stay with your bid manager and commercial head. A person approves every submission
  • Each answer shows its source and date, so the reviewer can spot an old figure quickly
  • Past answers sometimes name another customer. The AI marks every customer name it finds, and the bid manager removes them
  • Someone owns the bid library and adds each final, approved response after it is submitted

Read more

Talk to us about this for your company

Explore AI agents
Book an intro