Skip to main content

RFP Automation

Business Need​

Streamline the RFP (Request for Proposal) response process by automatically extracting questions from uploaded RFP documents, retrieving relevant information from company knowledge bases, and generating comprehensive, formatted responses ready for submission.

Solution Overview​

This solution leverages Abacus AI Workflows to deliver intelligent RFP automation:

Step 1: Document Ingestion & Processing

  • Data Source: RFP documents are uploaded directly by users through the ChatLLM interface or via API
  • Document Types: Supports PDF, Word (DOCX), Excel spreadsheets, and other common RFP formats
  • Processing: AI Workflow automatically parses documents to identify questions, sections, and required information fields

Step 2: Information Retrieval

Document Retrievers are connected to multiple knowledge sources:

  • Company capabilities documentation (SharePoint)
  • Past RFP responses and case studies (Box)
  • Product specifications and technical documentation (Confluence)

The AI Workflow uses semantic search to find the most relevant information for each RFP question, ensuring responses are accurate and consistent with company positioning.

💡Pro Tip

Configure multiple document retrievers with different relevance thresholds for technical vs. business questions. This ensures technical specifications are retrieved with high precision while marketing content can cast a wider net.

Step 3: Response Generation & Formatting

  • The AI Workflow generates tailored responses for each question
  • Applies company tone and style guidelines automatically
  • Formats responses according to RFP requirements (CSV, Word, or custom templates)
  • Includes citations to source documents for verification

How It's Used in Practice​

This solution operates in two modes depending on organizational needs:

Interactive Mode (via ChatLLM UI):

  • Users upload RFP documents directly through the interface
  • AI Workflow processes the document in 15-25 minutes
  • Users review auto-generated responses and make adjustments
  • Export final responses in required format with a single click

API Mode (for integrated workflows):

  • Customer's proposal management system calls the AI Workflow API
  • RFP document is submitted programmatically
  • Workflow returns structured responses within 5-10 minutes
  • Responses are automatically populated into the proposal system

Users report saving 20-30 hours per RFP response, allowing teams to respond to 3x more opportunities with the same resources.

✨Key Outcomes

Key achievements:

⚡ 85% reduction in RFP response time​

What took 3 days now takes hours

✅ 95% consistency across responses​

Ensures all responses align with company positioning and capabilities

Additional Information​