Proposal teams are being asked to do more with the same people. Loopio surveyed 1,533 proposal professionals for its 2026 report. For the first time, 50% ranked bandwidth as a top challenge. About 80% already use generative AI in their RFP work, and RFPs now influence 40% of company revenue.

After 11 years leading proposal responses, including 30+ public-sector bids, I have a clear view of where the time goes and where AI helps most.

Where the time goes

Much of the effort on a bid happens before anyone writes a winning answer.

  • Setup. Folders, templates, trackers and a compliance list, built by hand for every bid.
  • Finding answers. Hunting through old bids for the latest approved text.
  • First drafts. Several authors writing in different styles, merged at the end.
  • Expert input. Experts asked to write whole sections from scratch.
  • Tracking. Status chased by email until the deadline.

Each of these is a good job for AI, as long as it works from approved content and a set structure.

What I built

I built an RFP workspace that turns a new RFP into a folder structure, branded templates and a first draft that is 80 to 90% complete, in about 30 minutes. It replaced 1 to 2 days of setup and weeks of drafting across authors who all wrote differently. It flags missing answers for the right experts and keeps a status report that updates itself. People review everything before anything is submitted.

The biggest change was for the experts. Instead of writing sections from scratch, they review a draft and fill the gaps that need their knowledge. Their time goes to the answers that decide the bid.

Start with the library

An AI draft is only as good as the content it draws from. Before you add AI, build a bid library.

  • Gather answers from your best recent bids.
  • Keep one current version of each answer, with an owner.
  • Label answers by topic, service and client type.
  • Set one branded template and a house style.
  • Redraft a past RFP and compare it with what you submitted.

Where people stay in charge

Some decisions do not belong to AI. Pricing and commitments are decided by accountable people. Client strategy comes from the team that knows the buyer. Legal terms go to counsel. AI drafts, and people decide.

Pick one repeated section of your bids and build a clean library for it this month. You will see the difference on the next RFP.

Download the two-page guide: More bids, same crew (PDF), Guide 7 in the Director's Chair series. It is free to share with your team.