Days of proposal assembly, down to hours

The problem

Proposal teams spent days on every tender. Sourcing CVs, writing capability statements, hunting down relevant project references and assembling the response. The work was repetitive, and it bottlenecked through a small number of senior staff who understood what the firm could actually claim.

• Manual CV sourcing. Finding and tailoring CVs for each tender took hours and depended on someone remembering who had the relevant experience.
• Scattered project references. Past work sat across email, drives and people's memory, with no systematic way to retrieve it.
• A senior staff bottleneck. Only experienced staff could write the response, which capped how many tenders the firm could pursue.
• Inconsistent quality. Tone, format and completeness varied with whoever wrote it and how much time they had.

What we did

We built a proposal engine on the firm's own content library, so the drafts come out sounding like the firm rather than like a language model.

• Ingested the content library. CVs, project references, capability statements and past proposals indexed into a searchable knowledge base.
• Tender aware drafting. The system reads the tender brief and drafts a tailored response, pulling the right references, staff and language.
• Capability matching. Surfaces the most relevant project experience and staff profiles for the scope and sector of any given tender.
• Review and refine workflow. Senior staff moved from assembly to review, so their time goes on quality control rather than document wrangling.

Where it landed

• 70 percent reduction in proposal assembly time
• Three times more tenders responded to per month
• Senior staff reviewing rather than assembling
• Consistent tone and format across every response