How RFP Software Can Save You A Lot Of Time And Resources

As cliche as it may be, the only thing constant in life is change. For modern businesses, this has meant adapting to ongoing developments in technology. Now, even such tasks as the writing and submission of proposals can be easily optimized through automation software.

But why would that even be necessary? Well, think about things this way. With a more efficient workflow, your team will be able to spend more time on the quality of the content.

On top of that, spending less time on your RFPs and proposal responses means using less of your precious resources. Your team will be able to work more productively, trimming all the extra hours off of the preparation stage.

This will be largely due to the fact that so much of the preparation has already been taken care of by the software. Don’t worry though, it won’t be taking anyone’s job! The platform is a tool to be utilized by a professional team.

We’ve got a list of 8 benefits that you stand to gain. Hopefully, you’ll see the logic of switching to proposal automation software after reading through to the end.

8 Benefits of Using RFP Software

1. Automated Form Fill-up

Forms are often the most tedious, yet important parts of business deals. They’re no fun but it’s not like you can skip them, right?

RFP and proposal automation platforms grant the ability to complete forms correctly and automatically. For example, you can automate:

  • Static business information
  • Team information
  • Basic project details

With a little time set aside for setting up, you can easily optimize your team’s productivity. It’s a small feature that does wonders for your team.

2. Productivity-inclined Workspace

We aren’t pointing fingers at anyone on the team. But the thing is, it’s unavoidable to have gaps in productivity when everyone is switching around jobs and workstations. Be it physical or digital, the workspace will affect your team in many ways.

Proposal automation platforms deal with that directly since they’re purpose-built. For example, you can message everyone on your team through the platform.

It won’t be hard to find a platform that suits your team specifically. Additionally, automation platforms host most, if not all, the necessary functions for an efficient workspace. Thanks to the layering of the software, the platforms are stable and functional throughout.

3. Built-in Analytics Software

Developing an analytical basis is one of the surest ways to develop a winning RFP response. It provides your team with a different perspective for each project.

Analytics provides users with a host of different insights. We’re not suggesting this isn’t possible without the platform, but the problem with manually analyzing all the data is that it can take too much time and expertise.

Mitigate any problems or hurdles by allowing the computer to do that part for you. Some examples of available insights are:

  • Bottlenecked areas
  • Usage of content
  • Opportunities for the project

4. Workflow Improvement

Sometimes, the process involved in working with a team can get confusing. From passing the document/s to each individual in every step to the eventual end-product; the time lost is time wasted.

Proposal automation platforms won’t be able to tell you how to do things. What it can do is provide a system for you and your team, enabling your team to focus their efforts where it matters.

Make the most of everyone’s time by letting them know exactly when they have to do their part. Automation platforms can be set to alert the next person in-line for document completion.

5. Centralized Content

One of the most time-consuming and repetitive parts of dealing with multiple files is keeping them properly organized. Effectively organized files means everyone can access the files they need when they need it.

An automation platform gives you the freedom to think of other important details as the function-focused content management is built-in to the software.

Automate your file organization and free up more time for tasks that matter. And at least you won’t be wasting time looking for the files you need.

6. File Security and Restriction

Sometimes, people don’t need all the information you’re managing; too much information can be confusing. With automation proposals, project managers can set restrictions for each individual.

This means that team members will only have access to files for which they are responsible. This will help individuals focus their attention on what’s relevant to their work at that point in time. Better focus means better efficiency.

Additionally, restricting access to information will provide an extra level of security for all involved. After all, the competitive nature of businesses means the company must maintain some privacy.

7. Easy-to-learn Layout

Another hurdle when adopting new technology is often the learning curve involved in becoming competent with the use of software. I mean, with all the possible combinations of features, it’s not surprising that people get intimidated.

The time that could have been used to produce proposals is then spent learning the platform. Fortunately, a lot of these platforms have taken this into consideration.

This means teams are able to switch to the automation platform easily and without losing much time. Whatever time you spend setting things up will come back threefold through the automated processes.

8. Consistency with Quality

Consistency remains key for a lot of things. This goes for your company’s submissions as well. Think about it, how can you assure consistent quality all throughout a project when working with a big team?

Even when project managers perform checks at each stage, it still takes a lot of time and effort to review all the material, right?

Automating processes in your workflow means you can guarantee consistency on certain tasks, meaning less time worrying about who wrote what.

That’s not to say that you shouldn’t proofread. Proofreading should be seen as an essential practice. What we’re suggesting is that you can make the job easier on yourself while still producing a higher-quality product.


The time of automation is nigh and it’d be best if we could jump in right away. You can easily see how much time is wasted on tiny details that can easily be handled through automation. Take advantage of the available platforms to optimize your workflow.

Your team is an invaluable asset throughout this entire process. With an efficient workflow, you’ll find that team dynamics will only improve from here on.

Don’t waste time doing things the “traditional” way just for old time’s sake. After all, time is money, right?