SIMPLE 5-STEP PROCESS

How It Works

Two powerful approaches to RFP automation, designed for different needs and workflows

Rapid Response

Perfect for teams handling regular, standardized RFPs where speed and consistency are crucial.

~5 min

Create Your Project

Start a new Rapid Response project by entering your project details and uploading your RFP documents.

You can also set custom variables to track important fields such as Account Executive, Sales Engineer, deal value, contract length, or even a submission link — so every RFP parameter is organized in one workspace.

~10 min

Upload Your Documents

Upload one or multiple RFP or bid documents.

Our AI automatically extracts each file into individual questions ready for review and assignment.

~15 min

Assign Roles and Questions

Distribute questions to your team with customizable access levels:

Admin – Full access: create/delete RFPs, manage users, edit projects, adjust permissions, and view all dashboards

Manager – Create/delete RFPs, manage users and permissions, and access all dashboards

Specialist – Edit or update RFP projects, update answers, and view metrics dashboards

Associate – View and update only assigned Q&As, and access the metrics dashboard.

This ensures the right security and collaboration structure across your team.

~30 min

Collaborate and Review

Once assigned, users are notified and can answer their questions directly — or use AI-generated template answers to save time and maintain consistency.

All progress is visible to Managers and Admins

When responses are ready, users can move questions to "To Be Reviewed" or other custom workflow stages, tailored to your team's process.

~1 hour

Export and Submit

After all questions are completed and reviewed, Managers and Admins can export the final RFP in multiple formats — Excel, Word, or PDF — ready for submission.

Use the Metrics Dashboard to monitor progress across all RFPs — deadlines, statuses, and completion rates — giving you full visibility into where each project stands.

Deep Intelligence

Built for high-value opportunities requiring strategic differentiation and custom solutions.

~5 min

Create Your Project

Start by creating a Deep Intelligence project.

From your dashboard, select "Create Proposal → Deep Intelligence" and fill in key details like deadline, assignees, and RFP type

Next, upload the RFP documents you want the system to analyze.

~15 min

Build or Select Your Knowledge Base

Choose past RFP references for the same type — or build your Knowledge Base in one step by uploading materials such as:

Past RFPs

Case studies

Resource resumes

Company overviews

Choose a Template

Next, pick a proposal template based on your uploaded RFP and reference materials.

If no past references exist, select one from our pre-built templates, then customize and save it for future use

Templates outline what each section should achieve and which qualifications to highlight, helping you position your proposal strategically.

~2-3 hours

Let AI Generate Your Proposal

Once your inputs are set, sit back and let the AI do the heavy lifting.

You'll receive a notification when your first draft is ready for review — complete with all required sections and supporting content.

~1 hour

Review, Refine & Finalize

When generation is complete, you'll get two outputs:

A fully drafted proposal

A separate pricing sheet

You can now edit the proposal, fine-tune details, or assign sections to your subject matter experts (SMEs) for final updates before submission.

Calculate Your ROI

See how much time and money your team can save with Novilo's AI automation

Save 36 hours

per proposal

$1,080,000

Annual savings

1,890%

average ROI

8,640 hours

Hours saved annually

47%

Win rate increase

40%

Less resources needed

90%

Faster delivery

Ready to Transform Your RFP Process?

Choose the approach that fits your team's needs and start automating your RFPs today.