Responding to requests for proposals (RFPs) can be a grueling, time-consuming undertaking. And if you’ve gone through the process yourself, you’ve no doubt found yourself at some point wishing for a faster, easier, and more collaborative way to get things done.
The great news is that there is hope in the form of AI RFP software. Check out the top five reasons to introduce this kind of AI-powered automated solution into your RFP response workflow.
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Manage, locate, and use your company’s best content
Finding and sharing great content with prospects can be a frustratingly slow process and a strain on bid and proposal and business development resources, especially if you’re relying on a manual or disjointed workflow to create RFx documents. Let’s face it: nobody wants to spend hours digging through content libraries to corral the content they require to build detailed response documents—nor should you need to.
With AI RFP response software, you can quickly and easily find winning content to create smart, personalized documents that differentiate your organization and drive more wins.
Plus, RFP automation tools that leverage generative AI give you control over which content libraries are used to generate content, enabling you to draft documents using your own validated, branded content. With a centralized source of truth for your business-critical content, you’ll know you’re always applying the most up-to-date, compliant, and winning information in your RFP response. -
Speed up RFP response and proposal creation
Time is one of life’s most valuable resources and, aside from the impact it has on day-to-day business costs, it can be the difference between closing a deal or losing a prospect to a competitor. With the goal of investing more time in client relationships and less time in mundane tasks, savvy business development and bid and proposal professionals are turning to generative AI RFP software to simplify and accelerate the response process.
Some sophisticated AI RFP response tools, such as QorusDocs, put your best content right at your fingertips, empowering your team to collaboratively create branded, content-rich responses for RFIs, RFQs, and RFPs in record time. By automating your response process, your organization can tackle more RFPs and beat your deadlines.
The best RFP software (yep, we’re talking about the award-winning QorusDocs) automates response processes and lets you create proposals and RFX documents directly from Microsoft Office apps and popular CRM systems, saving you precious hours. With familiar technologies like Microsoft Word, PowerPoint, and Excel, your team doesn’t need to learn new software; with the Microsoft add-in, they always work directly in the document, saving time and the hassle of switching between applications.
AI RFP response software gives you a central area to manage and securely collaborate on a pursuit with subject matter experts (SMEs) wherever they’re located, enabling you to work in real time and eliminating the need to send drafts back and forth between collaborators.
To save even more time (and reduce human error), AI RFP response software can also generate documents based on predefined templates. Plus, AI-powered RFP automation tools offer a simple way to manage version control, helping you and your team stay organized and work efficiently.
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Improve the quality of your response documents
Business-critical documents (e.g., proposals, RFP responses) serve as the ‘face’ of your organization and volumes are on the rise. As business development teams spend more time in long purchase cycles and the need for differentiation grows, the quality of your response documents can make or break a deal, speaking volumes about what your organization offers and what customers can expect when working with you. Fortunately, AI RFP response software makes it easy to compile personalized, engaging response documents that are more likely to win over prospects.
With a library full of approved content, you can quickly and easily locate the most recent and up-to-date content to put your company’s most compelling case forward. And the right AI-powered RFP automation tool makes it quick and convenient to get geographically-dispersed SMEs to weigh in on the document, ensuring that it conveys the most important information to prospects.
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Track your prospects’ engagement for tailored follow-up
Once you’ve responded to an RFP or sent a proposal to your prospect, you don’t want to be left in the dark until you (hopefully) hear back from them. Generative AI RFP response software, such as QorusDocs, has built-in measurement tools that provide insight into how your customers are engaging with your content to facilitate smarter follow-up conversations.
QorusDocs’ Share & Track feature, for example, lets you see how often the recipient has opened and shared your proposal, what they’re spending time reading, and what they’re clicking on. This capability creates a powerful feedback loop that can tell you how interested a potential buyer is and offer you valuable insight into their propensity to buy.
Armed with these insights, you’ll have a good reason to contact them, as well as a good idea of how well your content was received and which content they value the most (which will also help guide your business development strategies).
As a data insights bonus, QorusDocs’ new AI assistant, QPilot, combines datapoints from CRM records, competitive documents, and your own organization’s private data to help drive decisions about which RFPs deserve a response, weeding out the chaff and ensuring you’re focused on high-value bids.
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Increase your win rates and grow client business with the magic of generative AI
Of course, the ultimate aim of speeding up response times, having streamlined access to your company’s best content, and creating personalized and high-quality proposals, pitches, and RFP responses that stand out from the crowd is to increase your win rates and drive revenue growth. And with a specialized AI RFP response platform, such as QorusDocs, you’ll have everything you need to get the job done.
AI RFP solutions are most valuable when tailored to an organization’s unique needs and workflows, and in the case of QorusDocs, to the workflows of professional services organizations. For example, while general platform AI tools can access vast swathes of data from the internet or your daily Microsoft 365 applications, they’re unable to specifically target fit-for-purpose content sources inside of your organization and put that data to work in your bid, proposal, and business development teams.
Purpose-built AI tools for RFP response are invaluable for tasks like answering complex RFPs. For instance, QorusDocs QPilot offers pre-built prompts/skills characteristic of professional services firms’ workflow to help expedite the mundane, repetitive tasks involved in the response process and give you the opportunity to focus more time on revenue-generating activities.
As organizations grapple with increasing RFP and proposal volumes, the productivity gains AI-powered RFP automation software delivers enable you to spend more time with your clients and focus on their needs to deliver higher-quality, personalized business documents—documents that play an increasingly critical role in driving client wins and expanding revenue flow.
To learn more about the role of generative AI in proposal management and how you can leverage AI RFP software to optimize your response workflow, check out the QorusDocs Definitive Guide to AI in Proposal Management.
