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.

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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, before anything is generated, and what neither the library nor your capability profile supports comes back marked as needing input rather than invented.

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
Capability profile and rubric authored in-app, not only through chat

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
Draft from an assessed RFP when there is no questionnaire file
Generate a Word response document for prose RFPs that have no cells to fill
Per-section editing, re-drafting with reviewer guidance, and copy-as-text
Requirements nothing supports come back marked for a human — never invented
Nothing is submitted or sent automatically; every draft is for human review

Answer Library

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
Mark-reviewed confirms an answer is still true without editing it
Semantic search with a text fallback, so a part-indexed library still answers

Subject-Matter Experts

Send a question to the person who can answer it as a task in their existing inbox
Deep link back to the exact section — no second tool, no guest seat
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 is blocked while any section still needs human input
Approval is blocked while any section is unreviewed — sign-off is per section
Content locks on approval, so an approval can't be edited out from under itself
Reopening for edits revokes the approval rather than leaving a stale stamp
Editing a section withdraws its review automatically
Checklist of what must be SUBMITTED, not just answered — W-9s, certificates, forms
Required items block approval; optional ones are shown but never blocking
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 does not reset an answer's freshness clock — only a human review does
Scheduled review nudges for answers past their freshness window

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.

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.