with Realm
RFPs are critical for winning deals, but they can be notorious time sinks: responding to an RFP with hundreds of questions can take hours of manual searching, copying, pasting, and coordinating across teams.
What if you could delegate the tedious drafting process to an AI that already knows your product, security posture, and previous responses inside and out?
We created Realm to streamline the RFP response process. By tapping into your company’s existing knowledge base, Realm's AI agents automate up to 80% of the responses, allowing your sales and proposal teams to focus on strategic review, customization, and accelerating the deal cycle.
7 steps to automate your next RFP response with Realm
Realm provides a centralized, intelligent platform for managing the entire bidding process, turning a multi-day effort into a rapid review cycle.
1. Upload the questionnaire
The process begins simply: upload the unfilled RFP document directly to the Realm platform. Realm is flexible, supporting common formats like Excel, PDF, and Word, ensuring you can start automating regardless of the file type.
2. Analysis and parsing
Realm’s AI immediately goes to work, analyzing the document’s structure. It intelligently recognizes which questions, columns, or tables require a response, breaking down the complex RFP into a structured, manageable project.
3. Choose your AI Agent
You can create and select specialized agents for various use cases, such as different types of RFXs and security questionnaires, or distinct product lines and market segments. You can ground each agent with the right subset of your company's knowledge base or even tailor the language the agent uses when it drafts the responses to ensure not only accuracy, but also relevance.
4. Automated drafting
This is where Realm delivers massive efficiency gains. The chosen agent drafts comprehensive, accurate, and compelling responses instantly, grounded in your company’s knowledge base. Realm also cites the exact sources it referenced for every generated answer, making verification and compliance review simple.
You can connect past proposals, product documentation, price sheets, and more to Realm from where they already live using our out-of-the-box connectors for more than 20 popular workplace applications. This means you don't need to build and maintain a separate content library of Q&A pairs for RFPs.
5. Review and collaborate
The AI-generated draft responses are ready in minutes, and your team can take over for high-value review. Realm provides a centralized workspace to streamline collaboration: You can easily review every answer, prompt the AI for further edits or polish them yourself, and assign specific questions or sections to SMEs for sign-off or approval. Realm automates 80% of responses.
6. Export and submit
When the review is complete, exporting is seamless. Realm generates the finalized document, maintaining the exact structure and formatting of the original RFP spreadsheet or document. This ensures a professional, submission-ready file every time.
7. Repurpose responses
The automation doesn't stop at submission. Once the RFP is finalized and approved, the responses are automatically indexed and added back into your knowledge base. This ensures that in the future, the AI agents will automatically draw on your latest, most successful answers, continually improving the quality and consistency of every subsequent response.
Ready to win more bids with AI?
RFPs are a necessary part of the sales cycle, but the manual effort required doesn't have to be. Realm transforms the process from a reactive scramble into a streamlined, AI-powered process.
By leveraging AI to respond to RFPs, you gain:
- Speed: Reduce response times from weeks to days.
- Consistency: Ensure every answer aligns with the latest, verified company knowledge.
- Efficiency: Free up your teams to focus on strategic deal management.
Book a demo to see how Realm can automate your next RFP response.