How to Automate RFP with GenAI

Posted on: February 28th 2025

Recent studies show that the average RFP win rate — the percentage of proposals leading to a successful deal — hovers around 44-45% across different industries. 

Companies often struggle with RFP submission due to tight deadlines, fragmented data, inconsistent messaging, and extensive manual effort.

AI-powered RFP automation simplifies the process by streamlining content creation, ensuring accuracy, and enhancing collaboration. It helps teams respond faster, maintain quality, and increase win rates—turning challenges into opportunities.

Try Our RFP AI Assist

Recently, our team of data experts developed an RFP AI Assist using GenAI technologies. You can access this LLM-powered RFP assistant at this link.

This AI-powered tool helps teams quickly create comprehensive RFP briefs, including essential sections like Overview, Scope, Important Dates, Deliverables, Pricing Requirements, Legal and Compliance Requirements, and more.

The tool automatically extracts key information by simply uploading PDF files, organizes it into clear categories, and summarizes lengthy sections into concise, easy-to-read briefs. 

This saves valuable time and ensures consistency and accuracy in every brief.

Built with advanced language processing technology, the RFP Brief Generator understands the context and structure of documents, allowing teams to focus more on strategic decision-making rather than sifting through pages of content.

Whether in sales, marketing, or business development, this tool is your new go-to for efficient and effective RFP management.

RFP Brief 

You can create an RFP summary by uploading the RFP PDF files on the dashboard. This feature generates concise and organized briefs from lengthy RFP documents, highlighting key sections like Overview, Scope, Deliverables, and Compliance Requirements. It helps teams quickly understand and prioritize RFPs without reading through extensive documents.

Bid Plan 

Create a Bid Plan by uploading any PDF file on the Bid Plan Generator. The Bid Plan module assists in creating a strategic plan for responding to an RFP. It likely includes timelines, responsibilities, and key milestones, ensuring that all stakeholders are aligned and the submission is timely.

Response Creator 

Analyze the terms of any Master Service Agreement/Contracts in the Respons Creator. This feature helps teams draft responses to RFPs efficiently. Using AI-driven content generation and pre-built templates it enables users to create tailored and compelling responses that align with the client’s requirements

MSA Checker

The MSA (Master Service Agreement) Checker reviews and analyzes contract terms and legal clauses. It helps identify risks, compliance issues, and negotiation points, ensuring that proposed terms are in the organization’s best interest.

Response Checker 

You can even keep track of the responses in our RFP AI Assist. This module tracks the progress of RFP responses, helping teams stay organized and meet deadlines. It likely includes status updates, collaboration features, and version control for seamless teamwork.

How Does RFP AI Assist Work?

The RFP AI Assist tool is powered by Generative AI and Natural Language Processing (NLP) technologies, which enable it to understand and analyze complex RFP documents.

At its core, it likely uses advanced Large Language Models (LLMs), such as OpenAI’s GPT or similar models, which are trained on vast amounts of text to generate human-like content.

These models can extract key information, categorize sections, and create concise summaries while maintaining context and relevance. Additionally, it leverages Document Parsing and Information Extraction techniques to analyze PDFs and structured data, combined with Contextual Understanding to generate tailored responses.

This blend of AI technologies enables the tool to automate the end-to-end RFP management process, drastically improving efficiency and accuracy for teams.

Benefits of RFP Automation with AI

Faster Response Time

AI-driven tools accelerate RFP response creation by pulling from pre-approved content libraries. Businesses can reduce response time by automating standard sections, enabling teams to meet tight deadlines without sacrificing quality.

Enhanced Consistency

Maintain a unified brand voice across proposals. AI ensures every response aligns with company standards — like how a healthcare firm streamlined its messaging by standardizing product descriptions and value propositions across hundreds of RFPs.

Smarter Content Suggestions

AI analyzes client requirements and suggests tailored content. For instance, businesses can improve proposal relevance by using AI-driven recommendations based on past successful responses.

Streamlined Collaboration

Centralize inputs from multiple teams with AI-enabled platforms. Businesses can improve team efficiency by integrating real-time collaboration, reducing review cycles and version conflicts.

Reduced Manual Effort

Minimize repetitive tasks like formatting and data entry. Organizations can cut manual work by automating boilerplate responses, freeing teams to focus on strategic content.

Improved Accuracy

AI-powered validation reduces errors and ensures data consistency. Businesses can eliminate pricing discrepancies by automating data checks and pulling information directly from ERP systems.

Scalable Efficiency

Handle increasing RFP volumes without additional resources. Organizations can scale proposal capacity with AI support, maintaining high-quality submissions even during peak periods.

Conclusion 

Straive’s AI-powered RFP Assist changes how businesses manage proposals by automating content creation, enhancing accuracy, and accelerating response times. Our advanced LLM-powered solutions ensure consistency, streamline collaboration, and reduce manual effort—empowering teams to focus on strategy and win more deals.

Partner with us to drive efficiency and elevate your RFP process.

About the Author

Ranjeeta Borah

Ranjeeta Borah is a lead content writer at Straive. Besides writing about Data Science, Ranjeeta loves reading about marketing and emerging technologies.