RFP Desk

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RFP Desk

Decide which inbound RFPs to pursue, then answer them from a reusable library of approved answers and hand the buyer back their own completed questionnaire.

MangoApps

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Overview

RFP Desk answers two questions that belong to different people at different moments, and keeps them separate.

First: should we bid? Paste or upload an inbound RFP and it shreds the requirements, judges each against your capability profile, and screens the terms the RFP mandates against your walk-away rules. The score is plain arithmetic over a rubric you set — the AI extracts and assesses, it never picks the number. Two hard gates override the total outright: an unmet mandatory requirement, or an RFP demanding something you have said you will never accept.

Then: write it. Import the buyer's Excel or Word questionnaire and you get that same file back with their response column filled — buyers dictate the format, so a generated lookalike is not an answer. Every question is answered from your approved answer library first, then from reference documents you uploaded, with a citation to the exact document and section used; what none of it supports comes back marked as needing input rather than invented. For prose RFPs it drafts the whole document — opening sections included, cover letter through delivery approach — and exports it as a Word file carrying your logo, brand color, and confidentiality footer.

The library is what makes repeat RFP work tractable, and it compounds: every entry carries an owner and a last-reviewed date, stale claims are flagged where they are reused, and winning a bid harvests its approved answers back into candidates for a human to bank. A buyer choosing your bid is not a person confirming a claim is still true, so a win never resets the freshness clock.

Questions only a subject-matter expert can answer go to them as a task in the inbox they already use, with a link straight back to the question — no guest seat, no second tool. Approval is gated on the things that lose bids: no unanswered section, none unreviewed, and no required deliverable left unticked. Nothing is ever submitted automatically; the bid decision stays yours.

Productivity Utility

Highlights

Score inbound RFPs for bid/no-bid against what you can actually deliver — deterministic arithmetic, never an AI guess.

Walk-away rules screen the terms an RFP mandates; a hit forces no-bid whatever the score says.

Import the buyer's questionnaire — Excel or Word — and hand back that same file, filled in.

A reusable answer library answers what you have answered before, so repeat RFPs stop being repeat work.

Answer freshness and owner show where the answer is reused, so a stale claim never ships as current.

Questions only an expert can answer route to them as a task in the inbox they already use.

Capabilities

Bid / No-Bid Decision

Requirement shredding from an inbound RFP, with mandatory flags and evidence
Deterministic fit score over a rubric you weight — the AI assesses, never scores
Walk-away rules screen mandated terms; a hit is a hard no-bid gate
Unmet mandatory requirements are a second hard gate, independent of the score
Unscreened criteria are EXCLUDED from the score rather than silently passed
Rubric, capability profile, and house style guide — with working defaults out of the box
Record the bid decision and open the pursuit in Mango GTM (when enabled)

Responding

Questionnaire import from Excel or Word — finds the question column in a sheet or a table
Round-trip export writes answers into the buyer's ORIGINAL file
Prose RFPs: draft from the assessment and export a formatted Word response document
AI-drafted opening sections — cover letter, executive summary, why-us, delivery approach
Branded Word export: your logo, brand color, running header, and confidentiality footer
Answer one pasted question on demand, with citations and a confidence tier
Per-section editing, re-drafting with reviewer guidance, and copy-as-text
Requirements nothing supports come back marked for a human — never invented

Answer & Reference Libraries

Approved answers reused before anything is generated
Bulk import an existing answer spreadsheet with column matching and a review step
Owner and last-reviewed date per answer; stale entries flagged where reused, and mark-reviewed re-confirms without editing
Reworded-duplicate warnings before a twin of an existing answer enters the library
Semantic search with a text fallback, so a part-indexed library still answers
Upload reference documents (PDF/Word, singly or in bulk) or index web pages by URL with linked-page discovery
Drafts cite the document and section they drew on — fabricated citations are dropped, not shown
Mark a document authoritative: it wins when sources conflict, and the discrepancy is flagged, never blended
Per-document visibility (admins / managers / everyone), enforced at retrieval time
Ground drafting on ALL company knowledge — deliberate opt-in; the curated library is the default

Subject-Matter Experts

Send a question to the person who can answer it, as a task deep-linked to the exact section
The task closes itself when the answer lands, so the queue drains
Members can participate; assignment to others honours the Tasks policy

AI Agents

Bid Fit agent in Ask AI — assess, explain a score, maintain the profile and rules
RFP Response agent — draft, re-draft, resolve gaps, search and curate the library
Each agent has its own tenant toggle and can run without the other

Review, Sign-Off & Submission

Draft, on hold, in review, approved, submitted — one workflow every surface obeys
Approval gates: no open gaps, no unreviewed sections, no missing required deliverables
Content locks on approval; reopening revokes it, and editing a section withdraws its review
Checklist of what must be SUBMITTED, not just answered — W-9s, certificates, forms
Deadline nudges on a schedule, including approved-but-not-yet-sent responses
Attach the buyer's other documents — addenda, pricing sheets, sample contracts

Learning From Past Bids

Winning a bid harvests its approved answers into candidate library entries
Mine a past submission document into question/answer candidates
Candidates always go to a human pick — nothing is auto-published to the library
Buyer-specific prose is kept out: library-sourced sections are skipped on harvest
A win never resets an answer's freshness clock — owners get scheduled re-review nudges instead
Import your existing RFP tracker history from a spreadsheet, statuses and outcomes mapped

Limits & Specs

Questionnaire upload: .xlsx or .docx, 10MB maximum
Up to 500 questions per questionnaire; a truncated import says so
Up to 30 requirements per drafting pass
Mobile response list and detail (read-only; authoring stays on desktop)
Pricing: $40 per operator / month

Use cases

The 200-question security questionnaire

A sales team receives a 200-question security questionnaire in Excel or Word and returns it completed the same week — answered from approved library entries first, with only the genuine gaps left for a human.

Killing a bad RFP in ten seconds

A bid desk declines a solicitation because it mandates unlimited liability, before anyone reads it end to end. The walk-away rule fires on the terms the RFP itself dictates, whatever the fit score says.

The expert who answers four questions a quarter

A security lead answers the four questions only they can answer, from the task inbox they already use, without opening a new tool or consuming a seat.

Three years of past answers, imported once

An operations team imports its existing answer spreadsheet in a single pass and stops rewriting the same responses — each entry carrying an owner and a last-reviewed date.

The bid you won, banked

A deal sourced from a response reaches won. Its approved answers are harvested into candidate library entries and routed to an admin to pick from, so the next bid starts from prose a buyer already accepted.

The W-9 nobody remembered

A technically winning bid gets thrown out over a missing form. The deliverables checklist tracks what must be SUBMITTED as well as answered, and a required item left unticked blocks approval.

Resources

RFP Desk Datasheet (PDF)

Datasheet

Features, capabilities, pricing model, and FAQ on one downloadable sheet — share it with your team.

RFP Desk Overview (Help)

Guide

What RFP Desk does, how the bid/no-bid assessor and the response drafter fit together, and what an admin sets up before the first RFP.

RFP Desk FAQ (Help)

Guide

Scoring, questionnaire imports, the answer library, approvals and deadline reminders — the questions teams ask in the first week.

FAQ

No. The AI extracts requirements and assesses each one against your capability profile; the score itself is plain arithmetic over a rubric you weight, so the same inputs always produce the same number. The recommendation is advisory and the decision is yours.

No. Anything neither your approved answer library nor your capability profile supports comes back explicitly marked as needing human input, rather than smoothed over. Those gaps are the useful output.

Yes. Import their .xlsx and the export writes your answers into that same workbook — their sheets, their columns, their internal notes untouched — because buyers dictate the format and a lookalike is not an answer.

No. They are already users of the platform. A question routes to them as a task in the inbox they use every day, with a link back to the exact section — no guest account, no per-seat cost for someone who answers four questions a quarter.

Every library answer carries an owner and a last-reviewed date, and anything past its twelve-month freshness window is flagged at the point of reuse rather than in a report nobody opens. A scheduled nudge asks owners to re-confirm. Winning a bid deliberately does NOT reset that clock, because a buyer choosing your bid is not a person confirming a claim is still true.

It produces candidates, never entries. A won bid's approved answers are mined into question and answer pairs and routed to a human pick, because plenty of winning prose is specific to one buyer. Sections that came out of the library are skipped entirely, so a curated original is never overwritten by a one-buyer variant.

Two ways. Bulk-import an existing answer spreadsheet with column matching and a review step, or upload a past submission document and have it mined into question and answer candidates. Both end in a human choosing what enters the library.

Three gates, enforced on the record itself so every surface obeys them: no section still needing human input, no section left unreviewed, and no required deliverable unticked. Content locks on approval, and reopening for edits revokes the approval rather than leaving a stale sign-off standing.

Yes. It drafts the opening sections — cover letter, executive summary, why-us, delivery approach — from your capability profile and what the response itself already answers, under the same honesty rules as everything else: nothing gets invented, and a section the material cannot support comes back marked for a human. They lead the branded Word export and are never written into the buyer's questionnaire file.

Every section is labelled with its grounding — an approved library answer, your capability profile, or a cited reference document — and knowledge-grounded drafts carry citations to the exact document and section used. You can mark a document as the authoritative source for its subject; when sources disagree, it wins and the discrepancy is flagged for review rather than blended into one claim.