RFP and Proposal Automation

• Every new RFP asked questions the team had answered before, somewhere, in hundreds of past documents
• Finding those answers meant manually searching SharePoint, proposal after proposal
• The search work, not the writing, was the ceiling on how many bids the company could pursue

An automated drafting pipeline inside the client's existing Microsoft 365 environment. Employees drop a new RFP into a SharePoint folder. The system extracts its questions with complex tables intact, searches a private library of previously approved answers, assembles a branded Word draft, and emails a review link to the proposal team. Humans refine and approve; nothing goes out without review.

• Runs on the client's own Microsoft 365 tenant, so no data leaves their environment
• Answers come only from the approved answer library, so drafts start compliant
• Complex tables preserved through extraction, the detail that breaks most document automation

Docker containers orchestrated by n8n, a retrieval pipeline over a Qdrant vector database, Microsoft Graph integration, and Python-driven Word templating. Production infrastructure in a regulated environment, not a no-code experiment.

• Manual document searching eliminated from the proposal workflow
• Bidding capacity up without adding proposal staff
• Team time moved from hunting old answers to refining responses and pricing strategy