7 Best AI Tools for Sales Proposals Reviewed

If your sales team spends more time hunting for answers than actually selling, your proposal process is broken. The endless cycle of copying and pasting for RFPs, SOWs, and security questionnaires is a major drain on time and morale, leading to burnout and rushed proposals. This is precisely the problem the best AI tool for proposal writing is designed to solve. Using AI for proposal writing, these tools act as a central brain for your company's knowledge, generating accurate first drafts in minutes, not days. This guide will help you compare the top contenders and choose the best AI tool for sales proposals to help your team win more deals—without the late nights.

Key Takeaways

• Let AI handle the repetitive work so you can be more strategic: The real value of these tools is their ability to automate first drafts and pull accurate information, freeing up your team to focus on personalizing content and building a winning sales strategy.
• Look for a complete solution, not just a writer: The most effective tools offer more than just content generation. Prioritize platforms with robust security, seamless integrations with your CRM, and strong collaboration features to support your entire sales cycle.
• A powerful tool requires a smart implementation plan: To get the best results, you must invest time in building a centralized knowledge library and defining a clear workflow that includes a final human review to ensure every proposal is accurate and effective.

What is AI for Proposal Writing?

Let's start with the basics. AI proposal writing software is a tool that uses artificial intelligence to help you create professional, high-quality proposals faster. Think of it as a super-smart assistant that automates the most tedious parts of responding to RFPs, SOWs, and security questionnaires. Instead of starting from scratch every time, these tools generate accurate, on-brand content, ensure consistency across documents, and even offer design suggestions. This allows your team to move from a blank page to a polished first draft in a fraction of the time, giving you a serious competitive edge.

How AI Can Transform Your Proposal Process

So, how does it actually work? At its core, the AI analyzes your specific inputs—like the customer's requirements from an RFP—and uses your company's knowledge base to generate relevant, coherent content. The software handles the heavy lifting of finding the right answers and structuring the document. This completely changes the dynamic for your sales team. Instead of getting bogged down in copy-pasting and formatting, they can focus their energy on high-level sales strategy and tailoring the proposal to truly resonate with the client. It’s about shifting from manual labor to strategic oversight.

How Does AI Proposal Software Actually Work?

When you look under the hood, you'll find a few key components that make these tools so powerful. The main engine is content generation, which pulls from a central library of your best answers to create drafts automatically. But it doesn't stop there. Good AI proposal software also includes editing assistance and robust workflow management features to keep your team aligned. The most valuable tools are those that can intelligently tailor each proposal by weaving in brand elements, customer-specific details, and proven best practices, ensuring every document feels custom-built and professional.

What Problems Can AI Proposal Tools Solve for You?

These tools are designed to solve some of the biggest headaches in the sales cycle. First, they tackle the time crunch by automating repetitive tasks and slashing the hours spent on each proposal. This directly impacts your team's capacity and deal volume. Second, they improve quality and accuracy. With built-in checks and a single source of truth for information, you can say goodbye to embarrassing typos or outdated product details. This not only enhances the professionalism of your proposals but also builds trust with potential clients by ensuring every piece of information is correct and current, a key factor in improving win rates.

Why Now is the Time to Adopt AI Proposal Software

If you're in sales, you know the pressure is always on. The competition is fierce, and clients expect fast, personalized responses. Sticking with manual, time-consuming proposal methods is like showing up to a car race on a bicycle—you’re working hard, but you’re going to get left behind. The conversation around AI in sales has shifted from a futuristic "what if" to a very practical "what are you waiting for?" Adopting AI proposal software isn't just about keeping up; it's about fundamentally changing how your team operates. It allows you to reclaim countless hours lost to administrative work and redirect that energy toward what really matters: building relationships and closing deals.

Making the switch to an AI-powered system is a strategic move that directly impacts your bottom line. These tools have matured into powerful, user-friendly platforms that integrate seamlessly into existing workflows. By automating the creation of first drafts for RFPs, SOWs, and other sales documents, you equip your team with the speed and accuracy needed to outperform competitors. The strategic advantages are too significant to ignore. It’s about empowering your team to respond to more opportunities with higher-quality proposals, which is the clearest path to increasing your deal volume and win rates without causing burnout.

The Winning Edge: Key Proposal Statistics

The numbers don't lie. If you're on the fence about adopting this technology, the data might just make the decision for you. According to industry research, sales teams that use proposal software win an incredible 59% more deals than those who don't. This isn't a small improvement; it's a game-changing advantage. Speed is another critical factor. With the right tools, proposals can be created in minutes, and some reports show that 43% of proposals sent through dedicated software are won within 24 hours of being opened. This proves that being the first to deliver a high-quality, accurate proposal gives you a massive head start and significantly improves your chances of success.

Comparing the Best AI Tools for Sales Proposals

Alright, let's get into the details. Choosing the right AI proposal tool feels a lot like picking a business partner—you need one that gets your workflow, understands your goals, and makes your life easier. Each of the tools we're about to look at brings something unique to the table. Some are all-in-one powerhouses, while others are specialists designed to solve very specific problems. The best choice for you really depends on your team's size, the types of documents you create, and what you're trying to achieve. Let's break down the top contenders so you can see how they stack up.

HeyIris.ai

HeyIris.ai is built for teams that need more than just a proposal writer; they need an intelligent assistant that fits right into their existing sales process. Its biggest strength is its focus on providing a secure, tailored solution for handling a wide range of documents, from RFPs and SOWs to security questionnaires. Instead of overwhelming you with flashy, one-size-fits-all features, Iris prioritizes a deep understanding of your content. It proactively finds and flags outdated information across your systems, ensuring every proposal is accurate. This makes it the perfect choice for teams that value precision and need a tool that adapts to their specific needs, not the other way around. You can see how its platform is designed to streamline these complex workflows.

Proposify

If you're looking to get up and running quickly, Proposify is a fantastic option. Their big draw is the free AI Proposal Generator, which is designed to help you create professional, beautifully branded proposals in a fraction of the time. It’s all about speed and efficiency, letting you whip up a template that looks sharp and helps you close deals faster. This makes it an excellent tool for small to medium-sized businesses or any sales team that wants to stop building proposals from scratch. If your main goal is to streamline the creation process and maintain brand consistency without a steep learning curve, Proposify delivers a straightforward, effective solution that gets the job done.

PandaDoc

PandaDoc is the go-to for teams who want to manage the entire document lifecycle from a single dashboard. It’s a true end-to-end solution, letting you create, send, e-sign, and track your proposals all in one place. One of its standout features is its ability to integrate with the tools you already use, like your CRM, which keeps everything connected and your data flowing smoothly. This comprehensive approach is ideal for teams that need more than just a writing assistant; they need a full command center for their sales documents. If you’re looking to consolidate your tech stack and manage everything from first draft to final signature without switching between apps, PandaDoc is a powerful contender.

Qwilr

For teams that want to make a memorable impression, Qwilr offers a completely different approach. Instead of creating static PDFs, Qwilr helps you build interactive, web-based proposals that feel more like a personalized microsite. You can embed videos, interactive pricing tables, and other rich media to create a truly engaging experience for your potential clients. This is a game-changer for creative agencies, consultants, or anyone selling a high-value service where presentation matters. By making your proposals dynamic and visually compelling, you can hold a prospect's attention longer and stand out from a sea of boring documents. It’s all about turning your proposal into a powerful sales tool that actively helps you win the deal.

RFPIO

As its name suggests, RFPIO is a specialist built for the complex world of responding to Requests for Proposals (RFPs). It’s designed for organizations that regularly tackle lengthy, detailed questionnaires that require input from multiple departments. The platform excels at automating content generation by creating a central library of approved answers, which saves countless hours of searching for the right information. It also has strong collaboration features that make it easy for subject matter experts, sales reps, and legal teams to work together seamlessly on a single response. If your team frequently deals with high-stakes RFPs, RFIs, or security questionnaires, RFPIO provides the focused, heavy-duty tools you need to manage the process efficiently.

GetAccept

GetAccept is a strong contender for larger sales teams, especially those already embedded in the Salesforce ecosystem. Its power lies in its deep CRM connections, which help keep your sales process smooth and integrated. But what really sets it apart is how it brings proposals to life. GetAccept allows you to embed live chat and video directly into your documents, turning a static proposal into an interactive conversation. This is a fantastic way to answer questions in real-time and build a personal connection with your prospect. If you're looking for a versatile tool that does more than just generate text and helps your team enhance the entire proposal experience, GetAccept is definitely worth a look.

Better Proposals

If you need to get up and running fast, Better Proposals is designed for speed and simplicity. The setup is incredibly straightforward, allowing your team to start designing and sending professional-looking proposals almost immediately. It’s a particularly great fit for teams that use HubSpot, as its integration makes for a seamless workflow within that environment. The platform focuses on the core essentials: creating clean, branded documents that help you close deals without getting bogged down in complicated features. For teams that value efficiency and want a no-fuss solution that delivers polished results, Better Proposals is a solid and reliable choice that lets you focus on the sale, not the software.

Other Niche and Specialized Tools

Not every team needs a massive, all-in-one platform. Sometimes, the best tool is one that’s built to do one thing exceptionally well. The market is full of specialized AI proposal writers designed for specific users, from freelancers who need a simple drag-and-drop editor to large enterprises managing incredibly complex contracts. The key is to identify your primary challenge—whether it’s creating visually stunning documents or managing intricate legal requirements—and find a tool that’s laser-focused on solving it. Let's look at a few of these niche players and what makes them stand out.

For Freelancers and Small Teams

When you're a freelancer or running a small team, you wear a lot of hats. The last thing you need is a complex piece of software with a steep learning curve. That's where a tool like Proposally.ai comes in. It’s specifically tailored for smaller operations, using AI to help you create professional proposals with a simple drag-and-drop editor. This approach lets you build polished documents quickly so you can get back to your actual work. It’s an excellent choice if you need a straightforward, efficient solution that handles the proposal process without adding unnecessary complexity to your plate, allowing you to focus on your core business activities.

For Visually-Driven Proposals

In a crowded market, sometimes the best way to stand out is with a proposal that looks and feels different. If your brand is built on creativity and visual appeal, a standard PDF just won't cut it. Qwilr is designed for modern sales teams that want to create stunning, interactive proposals that capture a prospect's attention. Instead of a static document, you can build a dynamic webpage with embedded videos and engaging content. This makes your proposal more memorable and gives you a chance to tell a more compelling story. For teams that believe presentation is just as important as the content, Qwilr provides the tools to make a lasting impression.

For Complex Sales and Contracts

For large enterprises managing intricate sales cycles, a simple proposal tool isn't enough. You need a powerhouse that can handle complex pricing structures, detailed contract management, and multi-stage approval workflows. Conga is built for this exact environment. It’s designed for organizations that require an extremely high level of detail and customization in their proposals and contracts. With advanced pricing tools and robust features for managing legal and compliance requirements, it’s the go-to solution for teams navigating high-stakes deals. If your sales process involves multiple stakeholders and complex variables, Conga provides the industrial-strength support you need to get every detail right.

Other AI-Powered Options

Beyond the dedicated proposal platforms, other tools offer AI features that can seriously improve your documents. Visme, for example, is known for its powerful visual content creation tools, but it also includes an impressive AI generator. Its ability to create stunning 3D charts and graphs can make your data more persuasive and easier to understand, which is a huge advantage when you can't present in person. While not a full proposal management system, incorporating a tool like Visme can add a layer of professionalism and visual polish that helps your proposal stand out. It’s a great reminder that sometimes the best solution involves combining the strengths of different AI-powered tools.

What to Look For in an AI Proposal Writing Tool

When you start looking at AI proposal tools, you’ll notice they all promise to save you time and help you win more deals. But how do you separate the truly great platforms from the ones that are just okay? It comes down to the features. The right tool doesn't just automate tasks; it becomes a core part of your sales strategy, making your entire team more efficient and effective.

Think of it like this: you’re not just buying software, you’re investing in a better way to work. A great AI proposal assistant should feel like a natural extension of your team, handling the tedious work so you can focus on building relationships and closing deals. Let’s walk through the non-negotiable features you should look for to make sure you’re getting a tool that will actually move the needle for your business.

Core Functions: Creation vs. Management

When you dig into these tools, you’ll find they generally handle two core jobs: creating the proposal and managing it. The creation part is all about getting that first draft done. This includes everything from designing a professional-looking document and using templates to automatically pulling in the right answers for an RFP. The real power here is in automating the repetitive work. Instead of your team spending hours hunting for information, the AI generates an accurate draft, freeing them up to focus on personalizing the content and building a winning sales strategy. This is how you move from simply responding to RFPs to strategically crafting a compelling pitch.

Proposal management, on the other hand, covers everything that happens after you hit send. This is where you track engagement—seeing who opened the document and what sections they focused on—and streamline the next steps. The best platforms include features for internal approvals, e-signatures, and reporting to give you a clear view of your sales performance. A tool that excels at both creation and management provides a complete solution. It solves the initial bottleneck of building the proposal and then gives you the workflow tools you need to guide the deal all the way to the finish line without ever leaving the platform.

Effortless Content Generation

This is the heart of any AI proposal tool. Its main job is to eliminate the "blank page" problem that slows down so many teams. Instead of writing every response from scratch, the AI can instantly generate accurate, well-written drafts for common questions in RFPs, RFIs, and security questionnaires. This allows your team to shift their focus from basic writing to strategic refinement and personalization. A powerful AI engine can pull the best answers from your content library, ensuring consistency and quality while cutting down your response time from days to hours. It’s the feature that delivers the most immediate and noticeable impact on your team’s productivity.

Customizable Templates for Any Client

Your proposal process is unique, and your software should reflect that. A one-size-fits-all approach just doesn’t work. Look for a tool with a flexible template library that you can easily customize to fit your workflow. You should be able to create, save, and modify templates for all the different documents your team handles, from SOWs to DDQs. This ensures brand consistency across every proposal and saves your team from having to reinvent the wheel every time a new request comes in. The best platforms let you build a library of pre-approved content and designs, making it simple to spin up a high-quality, on-brand proposal in minutes.

Keep Your Team on the Same Page

Proposals are rarely a solo effort. They require input from sales, legal, marketing, and subject matter experts. A top-tier AI proposal tool should act as a central hub for all this activity. Look for features that allow for real-time commenting, version control, and clear approval workflows. When everyone can work on the document within the same platform, you avoid the chaos of tracking changes across endless email threads and multiple document versions. This streamlines the review process and ensures everyone is on the same page, which is critical when you’re working against a tight deadline. A tool that supports your team's workflow is essential for smooth collaboration.

Integrations That Streamline Your Workflow

Your proposal software shouldn't live on an island. To be truly effective, it needs to connect seamlessly with the other tools your team uses every day. Think about your CRM, cloud storage, and communication platforms like Slack or Microsoft Teams. A solid set of integrations means you can pull customer data directly from your CRM, access files from Google Drive or SharePoint, and get notifications without having to constantly switch between apps. This creates a more connected and efficient workflow, reduces manual data entry, and ensures that your proposal process is perfectly in sync with the rest of your sales operations.

Security and Compliance You Can Trust

You’re handling sensitive client and company data in your proposals, so security is non-negotiable. A trustworthy AI proposal tool must have robust security measures in place to protect that information. Look for platforms that are SOC 2 compliant and offer features like data encryption, granular user permissions, and secure data centers. This isn't just about checking a box; it's about building trust with your clients and protecting your business from risk. When you can confidently tell a potential customer that their data is safe with you, it strengthens your entire proposal.

Analytics That Show You What's Working

How do you know if your proposals are actually hitting the mark? Guesswork isn't a strategy. The best AI proposal tools provide analytics that give you clear insights into your performance. You should be able to track key metrics like which proposals are being viewed, which sections your prospects spend the most time on, and which templates are leading to the most wins. This data is invaluable. It creates a feedback loop that helps you understand what content resonates with buyers, allowing you to continuously refine your approach and improve your win rates over time.

How Much Do AI Proposal Tools Cost?

Choosing an AI proposal tool isn't just about comparing monthly fees. It's an investment in your team's efficiency and your company's bottom line. The right tool pays for itself through time saved, deals won, and headaches avoided. But to make a smart choice, you need to look beyond the sticker price and understand the full picture of cost, value, and return on investment (ROI). Let's break down what you should consider when you're ready to talk numbers.

Breaking Down the Pricing Models

When you start looking at pricing pages, you'll notice a few common models. Many companies use a per-user, per-month structure, which is straightforward but can get pricey as your team grows. Others offer tiered plans, where you pay more for advanced features, a higher number of proposals, or more storage. You might also see usage-based pricing, which is tied to how much you use the tool. For larger organizations, custom enterprise-level packages are common, offering dedicated support and features tailored to your specific needs. Don't get swayed by the lowest price; focus on the plan that gives you the features you need without paying for a bunch you don't.

How to Calculate Your ROI

This is where the real value conversation happens. To figure out your potential ROI, start by calculating how many hours your team currently spends on each proposal. Multiply that by their hourly cost. Now, estimate how much time an AI tool could save—most teams see reductions of 50% or more. That's your time-savings value. Next, consider your win rate. If a tool helps you increase your win rate by even a few percentage points, that translates directly into revenue. When you see the tangible results other companies are getting, you can start to build a strong business case. The goal is to find a tool where the value of your time saved and deals won far outweighs the subscription cost.

What to Watch For: Avoiding Hidden Fees

The monthly subscription fee is rarely the only expense. Be on the lookout for one-time setup or implementation fees, which can be significant. Ask about the cost of training and ongoing support—is it included or an add-on? Another hidden cost is internal resources. Implementing any new software takes time. You'll need to factor in the hours your team will spend learning the system and, most importantly, building and maintaining your central knowledge library. Without quality training data and clean content, even the best AI tool will struggle to deliver results. Make sure you budget for both the software and the internal effort required to make it successful.

Premium Features: Are They Worth the Price?

When comparing plans, it’s tempting to go for the basic tier. But sometimes, paying more for the right features delivers a much higher return. Look for tools that go beyond simple content generation. Can it proactively identify and flag outdated information in your content library? Does it offer robust workflow management to streamline reviews and approvals? Seamless integrations with your existing tech stack, especially your CRM, are non-negotiable. A tool should fit into your workflow, not force you to create a new one. These are the kinds of advanced capabilities that truly transform your proposal process and are often well worth the extra investment.

How to Choose the Best AI Tool for Your Sales Proposals

Choosing the right AI proposal tool can feel like a big decision, but it doesn't have to be overwhelming. It all comes down to understanding what your team truly needs to succeed. Instead of getting distracted by every shiny new feature, focus on finding a solution that solves your specific challenges and fits into your existing sales process. Think of it as hiring a new team member—you want someone who complements your strengths and makes everyone's job easier. By asking the right questions and evaluating your options thoughtfully, you can find a tool that not only saves time but also helps you win more deals.

First, Define What You Really Need

Before you even look at a demo, take a step back and map out your team’s current proposal process. What are the biggest bottlenecks? Where do you spend the most time? The goal is to select a tool that fits your workflow, not the other way around. Look beyond flashy features and prioritize an AI proposal writing assistant with robust security, seamless integrations with your existing tech stack (like your CRM), and a clear focus on the specific documents your team handles, whether that’s RFPs, SOWs, or security questionnaires. Make a list of your must-haves versus your nice-to-haves to keep your evaluation focused.

Assessing Your Current Process (and Pain Points)

Get your team together and map out your current proposal workflow from start to finish. Be brutally honest about where things slow down. Is it the initial scramble to find the right content, the endless back-and-forth with subject matter experts, or the final review process that seems to drag on forever? Pinpointing these exact frustrations helps you create a clear checklist of problems that need solving. This exercise is crucial because it moves you beyond a generic desire for efficiency and toward a specific understanding of how a tool can help your team spend less time on repetitive tasks and more time on the high-level strategy that wins deals.

Next, Compare the Top Contenders

Once you know what you’re looking for, you can start comparing the leading tools. While AI can make the process faster and help you write stronger proposals, remember that it’s not magic. Your team will need time and training to learn how to write effective prompts, manage the content library, and fit the AI into their workflow. As you evaluate different platforms, consider the implementation process and the level of support offered. A great tool should feel like a partner, providing the resources and training necessary to get your team up and running smoothly.

Matching the Tool to Your Team Size

The needs of a five-person startup are worlds apart from those of a global enterprise. A freelancer might just need a tool to create polished, professional-looking proposals quickly, while a large sales team needs a robust system that can handle complex workflows, multiple reviewers, and tight security protocols. This is why it’s so important to match the tool to your team's scale and specific challenges. Don't get sold on an enterprise-level solution if you just need to get proposals out the door faster. Conversely, don't try to make a lightweight tool work for a complex process that involves legal, finance, and multiple subject matter experts.

For Small Teams and Freelancers

If you're a small team or flying solo, your main goal is likely speed and simplicity. You need a tool that helps you create professional, well-designed proposals without a lot of fuss. Look for platforms that offer a great library of proposal templates and a user-friendly design interface, like Proposify. The focus here is on efficiency—getting a sharp-looking proposal into a client's hands quickly so you can close the deal and move on to the next one. You don't need a system with a dozen layers of approval workflows; you need a straightforward solution that makes you look good and saves you time.

For Larger, Enterprise Teams

For larger organizations, the requirements are much more complex. You're not just creating proposals; you're managing an entire document lifecycle that involves multiple departments. The best tools for enterprise teams, like PandaDoc, offer end-to-end solutions that let you create, send, track, and e-sign documents all in one place. Crucially, these platforms must integrate seamlessly with your CRM and other business systems to ensure data consistency. For teams handling complex RFPs and security questionnaires, a solution like HeyIris.ai becomes essential. It provides a secure, centralized knowledge base and advanced workflow management to keep everyone from sales to legal perfectly aligned, ensuring every response is accurate and approved.

Then, Double-Check the Security Features

You’re trusting your proposal software with some of your most sensitive company and client information. That’s why security can’t be an afterthought. When you’re evaluating different AI tools, make sure you ask tough questions about their security measures. Look for features like data encryption, access controls, and compliance with industry regulations like SOC 2 or GDPR. Protecting your data is crucial, and you need to be confident that the tool you choose has robust security measures in place to keep your information safe from any potential threats.

Will Your Team Actually Use It?

The most powerful tool in the world is useless if your team finds it clunky or confusing. User adoption is everything. During your evaluation, pay close attention to the user interface and overall ease of use. Is it intuitive? Can you see your team using it every day without friction? Involve a few team members in the demo process to get their honest feedback. Finding the right AI proposal assistant really comes down to matching a tool's strengths to your team's specific needs and making sure it’s something they’ll be excited to use.

Finally, Align on a Budget

Finally, let’s talk about cost. Pricing for AI proposal tools can vary widely, so it’s important to understand what you’re paying for. Evaluate different options based on their features, integration capabilities, and ease of use, while also considering the total cost. Some platforms charge per user, while others have tiered pricing based on features or usage. Think about the return on investment—if a tool can help you respond to 20% more proposals and increase your win rate, it might be worth a higher price tag. Be sure to ask about any hidden fees for implementation or support to get a clear picture of the total investment.

Making the Business Case to Leadership

Getting approval for a new tool means speaking the language of leadership: time, money, and results. Frame your pitch around the return on investment. To start, calculate your ROI by figuring out how many hours your team currently spends on each proposal and multiplying that by their hourly cost. Then, show how an AI tool can cut that time significantly, freeing them up for more strategic work like personalizing content. It’s not just about saving time; it’s about winning more. Point out that sales teams using proposal software can win 59% more deals. When you present a clear case showing how the tool pays for itself through efficiency, improved quality, and increased revenue, it becomes an easy yes.

Your Action Plan for Getting Started

Choosing the right AI proposal tool is a huge step, but the real work begins when you bring it into your team's daily grind. A powerful tool is only as good as the strategy you build around it. Think of it like getting a new, top-of-the-line kitchen appliance—you still need a recipe to make something amazing. To get the most out of your investment and start winning more deals, you need a clear plan for implementation. Here’s a step-by-step guide to get you started on the right foot.

Set Up Your Central Content Hub

Your AI proposal writer is a brilliant new team member, but it needs to be trained. The first step is to build a single source of truth—a centralized content library with all your best, most up-to-date information. This includes company history, product specs, case studies, security details, and answers to common questions. AI tools can make the process faster, but your team will need to learn how to manage the content library and fit the AI into their existing proposal workflow. Investing time upfront to create this knowledge hub ensures every proposal the AI generates is accurate, consistent, and on-brand.

Customize Your Go-To Templates

Templates are your best friend for speed, but a one-size-fits-all proposal rarely wins the deal. Your new AI tool is the key to creating tailored proposals at scale. Start by building a few solid base templates for your different services or customer types. From there, use the AI to personalize each one for the specific client. AI enables you to easily customize content for different customers, ensuring that each proposal feels unique. This means swapping out generic language for industry-specific terms, highlighting the most relevant case studies, and directly addressing the client’s stated pain points.

Establish Your Team's Workflow

To avoid confusion, map out exactly how the AI tool will fit into your proposal process. Decide which steps the AI will handle—like generating a first draft or pulling in standard company information—and where your team’s human touch is essential. It’s crucial to maintain a human element to ensure that the proposals reflect your organization's unique voice and values. A great workflow might involve the AI creating the initial draft, a proposal manager refining the strategy and narrative, and a subject matter expert verifying the technical details. This creates a partnership between your team and the technology, letting each do what they do best.

Set Up a Review and Approval Process

Even the smartest AI can make mistakes. That’s why a non-negotiable part of your workflow must be a final human review. While AI tools can help reduce errors with built-in grammar and style checks, you still need a person to read through the final document. This quality check isn’t just for typos; it’s to ensure the proposal is factually accurate, the tone is right, and it strategically aligns with your sales goals. Some platforms, like Iris, even help by proactively identifying outdated information across your systems, giving you a head start on maintaining accuracy.

Track Your Wins and Learn What Works

Your proposal process shouldn't be static. Use the analytics from your AI tool to understand what’s working and what isn’t. Track metrics like win rates, time to create, and which templates perform the best. AI can rapidly generate draft responses to common questions, which frees up your team to focus on refining and tailoring content based on what the data tells them. By regularly reviewing your performance and making small adjustments, you can continuously improve your approach. This feedback loop is what turns a good proposal process into a deal-winning machine. Check out our case studies to see how other teams have refined their process.

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Frequently Asked Questions

Can I just use a general AI tool like ChatGPT instead of a specialized proposal tool? That’s a great question, and it’s something a lot of teams wonder about. While general AI writers are fantastic for brainstorming or drafting an email, they aren't built for the specific, secure workflow of proposal writing. A dedicated tool like HeyIris.ai connects directly to your own secure knowledge base, ensuring every answer is accurate and company-approved. It also manages collaboration, provides analytics on what’s working, and integrates with your CRM. Think of it as the difference between a helpful intern and a seasoned proposal manager who knows your business inside and out.

How much work is it to set up the "knowledge hub" you mentioned? I won't sugarcoat it—there is some upfront work involved. You'll need to gather your best and most current content, like product details, case studies, and security information, to create that single source of truth. However, the process itself is incredibly valuable because it forces you to refine your messaging. Plus, the best platforms are designed to make this initial setup as smooth as possible. Once it's done, the time you save on every single proposal moving forward makes that initial investment of time completely worth it.

My team is small. Are these tools overkill for us? Not at all. In fact, smaller teams often see the biggest impact. When you have fewer people, every minute counts. If your team is spending hours building proposals from scratch, that's time they aren't spending on strategy or talking to potential clients. An AI proposal tool levels the playing field, allowing a small, agile team to respond to opportunities with the speed and quality of a much larger organization. It’s about maximizing the impact of the resources you have.

With AI writing the proposals, will my team's role become less important? Quite the opposite. The AI is there to handle the tedious, repetitive parts of the job—the tasks that no one really enjoys. It generates the first draft and pulls in the standard information. This frees up your team to focus on the high-value work that actually wins deals: deeply understanding the client's needs, tailoring the narrative, and adding the strategic insights that an AI can't replicate. The tool handles the science of proposal building so your team can master the art.

How do I know if my current proposal process is inefficient enough to justify the cost? A simple way to check is to track your next proposal from start to finish. How many hours did it take? How many people had to search for information in different places? Did you find yourself copying and pasting from an old document, hoping the information was still correct? If the process feels chaotic, takes days instead of hours, or you’re constantly worried about accuracy, then you have your answer. The cost of a tool is often a fraction of the cost of lost time and lost deals.