Proposal Software

Proposal software is an invaluable tool for government contractors involved in the bidding process. It can streamline the entire proposal process, from the initial bid to submission. It helps contractors to better create, organize, and present their bids in an efficient and effective manner.

proposal software

What is proposal software?

Proposal software is an invaluable tool for government contractors involved in the bidding process. It can streamline the entire proposal process, from the initial bid to submission. It helps contractors to better create, organize, and present their bids in an efficient and effective manner. It allows for easier tracking of proposal progress and can help to create proposals that stand out from competitors.

Additionally, proposal software can provide essential features that help with compliance, proposal writing and risk mitigation. Proposal teams can better prepare and submit bids in a timely manner, increasing their chances of winning the contract.

Proposal automation software, (or RFP automation software) is a hot topic in the government contracting world at the moment. RFP response teams use it to automate repetitive tasks in the proposal creation, review and approval workflows. Proposal automation software can help contractors to save time and mitigate risk. Allowing them to focus on creating compelling proposals that meet all of the requirements. By using proposal software solutions, bid and proposal teams increase their efficiency and win more bids.

Who can use Proposal Software?

Capture Managers

Capture managers play a critical role in the proposal development process. They oversee opportunities and help to develop a strategy to win. They have a solid understanding of their prospect’s business and goals and determine a plan to achieve them. A capture manager’s primary responsibility is to fill and maintain the opportunity pipeline and grow the business. Their world is fast-paced and the role requires a high degree of self-organization. They must filter out all of the clutter and understand that they cannot effectively pursue every opportunity.

Proposal software provides capture managers with a suite of tools to manage the proposal process from start to finish.  Proposal software allows managers to create a comprehensive capture plan. One that outlines the process of identifying and pursuing new business opportunities. The software can also assist in organizing the capture team, tracking progress, and analyzing the competition. It can help them to make quicker and more data-driven decisions and help analyze teaming partner capabilities. A capture manager needs to review past performance when making bid/no-bid decisions. Using proposal software can help to achieve this. It can also assist with carrying out impact analysis for handling RFP amendments or to see if the scope of work has changed

Capture managers use VT Docs’ Discovery or Concept Tracking features to do a bid/no bid or past performance analysis. They also use Concept Tracking for teaming partner analysis and the Compare Docs feature for amendment handling.

Proposal Managers

A proposal manager is responsible for responding to RFPs (Request for Proposals). They analyze government solicitations for requirements and instructions. It’s their responsibility to create a proposal plan and ensure the response is compliant, persuasive and compelling. They coordinate contributions from SMEs (Subject Matter Experts) and review proposal writing for accuracy and single tone of voice. The proposal manager handles any amendments to the RFP and often works off a draft, especially for larger bids. Their role involves a heavy amount of manual processes and they are often under very tight time pressure. Their job can be stressful with long hours as deadlines for important RFPs approach.

Once the capture manager identifies an opportunity, the proposal management teams can begin to use proposal software. They use to develop a schedule, assign tasks to team members, and manage content. They can also collaborate with SMEs, reviewers, and other stakeholders to ensure that the proposal is compliant and compelling. Ultimately, proposal software empowers proposal managers to streamline the proposal development process, increase efficiency, and improve proposal quality.

Using proposal software, proposal managers can optimize manual tasks such as creating a compliance matrix or a responsibility matrix. It can help to improve the efficiency of the entire proposal process. It can improve compliance, reduce the risk of missing a requirement, produce more compelling proposals and win more business.

Proposal management software like VT Docs is used to:

  • Shred a compliance matrix in minutes as opposed to hours or days.
  • Quickly extract FARs and DFARs
  • Compare a draft vs. final solicitation for any changes
  • Check for single tone of voice with the readability feature
  • Check resumes using the concept tracking feature

I can see a spirit change in my team where they’re excited that this tool is, is helping them do their job on a daily basis. They feel more successful. They feel more empowered.”

Marcia Watson Sr. Director of Proposal Operations Cherokee Federal

Program Managers

A program manager is responsible for program execution and delivery of product/service to the customer. They are responsible for ensuring that the program is delivered on time, within budget, and meets all requirements and specifications. This involves managing the team, identifying and mitigating risks, monitoring progress and performance, and communicating with stakeholders.

The program manager examines the basis of estimates (BOE) for proposals. (i.e. how did we reach our proposed price, number of hours, etc.). They are the liaison between the customer and internal the team (operations, engineering, subcontractors).

A program manager’s role requires a high degree of detail orientation and operational acumen. They are the focal point for customers and internal stakeholders. This can lead to time management obstacles and high levels of burnout. They manage costs to prevent over/underruns which can be challenging. Deviations are generally due to rushed estimating during the proposal process.

Program managers use proposal software to maximize their use of time by automating manual tasks. They use it to improve the quality of the proposal response and reduce risk and margin erosion. They would often use it for theme discovery, impact analysis on changing RFP versions. Or to manage scope creep in terms of loosely defined requirements that are difficult to estimate.

Contracts Managers

A contracts manager is accountable for the negotiations and execution of the sale of services to government customers. They manage a variety of contracts and subcontracts in accordance with company policies, applicable laws and government regulations.

They provide advice to upper management and project teams on compliance, risks, and fulfilment requirements. The role requires cross-functional collaboration and diplomacy to ensure they have tailored the negotiation to context/performance. A contract manager is responsible for coordinating every aspect of the negotiation. From reviewing and approving contract terms to coordinating deadlines to ensuring compliance, and more. They can have a very high workload with ever-increasing inventory and active contracts. Contract compliance can affect the organization’s overall performance.

Contract managers use proposal software like VT Docs to heighten efficiency and quickly analyze a wide range of documentation. They use it to optimize manual tasks. For example, shredding a compliance matrix and tracking amendments with the Compare Docs feature. They can use it to extract, analyze and organize FARs and DFARs. How do you check for risky indemnification clauses, IP & security clauses, or flow downs?

What does Proposal Software do?

Proposal software streamlines the entire RFP response process from the bid/no-bid decision right through to submission and beyond. The best proposal software can assist with anything from proposal writing to contract management and automation. Making it easier to create high-quality proposals that meet all requirements.

You need a strong RFP response process to give your company the best chance at winning a bid. An RFP can have hundreds of pages, numerous drafts and a wide range of requirements. But by applying a streamlined process, using proposal software, you can focus on the requirements you need to meet.

One of the benefits of using RFP proposal software is that ensures accuracy, consistency, and compliance with RFP requirements. It does this by automating many of the manual, time-consuming tasks that are likely to have human errors. Here are some examples of how proposal software can streamline your process:

Making Bid / No-Bid Decisions

Proposal software can be a valuable tool in making a bid/no-bid decision. It provides a structured and systematic approach to evaluating opportunities. With proposal software like VT Docs you can use the Concept Tracking feature to shred an RFP in seconds. This matches and categorizes relevant keywords and themes with business areas that you’ve defined as important. It quickly validates which RFPs are a match for your organization.

You can share the bid/no-bid decision checklist with relevant stakeholders. This enables collaborative decision-making and reduces the risk of bias. Using proposal software to make bid/no-bid decisions, allows you to make informed, data-driven decisions about which opportunities to pursue. This maximizes your chances of success and optimizes your resource allocation.

Responsibility Matrix

A responsibility matrix is a tool used to define and assign roles and responsibilities to the RFP response team. You can easily create a matrix that outlines every task the team must complete and who is responsible for completing it. You can do this for all teams across the project including, Proposals, Pricing and Contracts. When the responsibility matrix is complete, you get a full overview of who is doing what. There is no ambiguity which leads to a more efficient workflow.

Creating a responsibility matrix by hand can be a long and tedious task. But you can automate this by using proposal software like VT Docs. It only takes 3 easy steps:

  1. Create a keyword dictionary
  2. Upload the RFP to VT Docs and click “Create Responsibility Matrix”
  3. Share the matrix with your team

Compliance Matrix

A compliance matrix is a document that outlines the requirements of an RFP. It indicates how you will address each requirement in the proposal. Proposal software allows you to can create a compliance matrix that maps each requirement to the corresponding section of the proposal. This ensures that you have addressed all requirements and you have not omitted essential information. A well-organized compliance matrix helps you demonstrate that you understand the customer’s needs and can meet their requirements.

By using proposal software to create a compliance matrix, you can streamline the proposal development process. This increases the accuracy and completeness of your response and improves your chances of winning the contract.

Scope Creep

Proposal software can help avoid scope creep by enabling you to establish and maintain a clear scope of work for each proposal. With proposal software, you can define the scope of work and associated deliverables. You can establish timelines and milestones, and track progress against these parameters. You can ensure that you develop your proposals in a way that meets the client’s requirements. All while staying within the defined scope of work. This can help you avoid cost overruns, schedule delays, and quality issues that can result from uncontrolled scope creep. Ultimately, using proposal software to manage scope can help you improve the success rate of your proposals. Enhancing your organization’s reputation for delivering high-quality work.

Acronym Finder

RFPs can contain numerous acronyms that may be unfamiliar to the proposal development team. This can lead to confusion and errors in the proposal response. Proposal software can automatically identify and highlight acronyms in the RFP. Allowing you to quickly look up their meanings and ensure you are using them correctly in the proposal response. In addition, proposal software may have built-in databases of commonly used acronyms in a particular industry. Making it easier to ensure accurate and consistent use of acronyms in the proposal response. By using proposal software to manage acronyms in an RFP, you can improve the quality and clarity of your proposal response. It can reduce the risk of errors, and increase your chances of winning the contract.

Proposal Win Themes

Proposal software can be a valuable tool in identifying proposal win themes. It helps you to analyze the customer’s needs, pain points, and decision-making criteria. You can import the RFP and use the built-in features to extract and analyze key requirements and evaluation criteria. You can also review previous proposals and client feedback to identify what worked well and what did not. By analyzing this information, you can identify the client’s priorities. You can then tailor your proposal response to address those priorities, highlighting your unique strengths and value proposition. By using proposal software to identify proposal win themes, you can differentiate your proposal from the competition. This increases your chances of winning the contract, and building stronger client relationships.

Compare Documents and Excel Files

When the government issues a new RFP, how do you compare the changes between the draft and the final version? If you are still doing this manually, you need to consider automation. You can use proposal automation software to identify differences, inconsistencies, or errors between different documents or excel versions. You can easily upload and compare multiple documents and Excel files side by side, highlighting any discrepancies in real time. Proposal software can also automatically identify and flag potential errors or inconsistencies. This reduces the risk of human error and saves time and effort. By using proposal software to compare documents and Excel files, you can ensure that your proposal response is accurate, consistent, and complete. This increases your chances of winning the contract and delivering high-quality work.

What is proposal writing software?

Using proposal writing software in the RFP response process can greatly enhance the efficiency and effectiveness of proposal development. These tools provide a framework for organizing information, generating outlines, and formatting content. However, you cannot overstate the importance of using active voice and a single tone of voice. This is critical in creating a proposal that is clear, concise, and compelling. Using active voice helps to convey a sense of action and urgency. This can make the proposal more engaging to the reader.

A well-written RFP executive summary can give you a competitive edge and increase your win rates. But according to a recent survey by VisibleThread, 72.73% of proposal professionals said that “not focusing on the customer” is their largest barrier to success. Using a consistent tone of voice throughout the document helps to establish credibility and authority. This can instill confidence in the proposal’s overall message. By utilizing these writing strategies in conjunction with proposal writing software, organizations can create proposals that are well-structured, easy to read, and persuasive to potential clients.

Proposal writing software like VT Writer scores your proposal content for clarity, readability and grade level. It aims to reduce long sentences, passive voice and jargon in your proposal. It gives objective metrics and the ability to score and edit every paragraph in your document.

Why use proposal software?

There are a lot of benefits to using proposal software in the RFP response process. Many organizations are using it to help avoid burnout in RFP response teams. Burnout has become an increasingly common problem with employees feeling overwhelmed and stressed, particularly in the proposal industry. There is a direct link between heavy workloads with intense, unrelenting pressure, and incidents of burnout. Using proposal automation software can help with reducing repetitive manual tasks. Allowing the team to focus on creating quality proposals that strong probability of winning. Some tasks that you can be automate include:

  • Creating a compliance matrix
  • Creating a responsibility matrix
  • Conducting a gap analysis
  • Assisting with risk management
  • Creating and updating the requirements traceability matrix
  • Conducting past performance data calls
  • Communicating with and updating the proposal team
  • Keeping track of scope creep

Here are some more benefits of using proposal software:

Improved accuracy and consistency of proposals

The benefit of using RFP proposal software is that it helps to ensure that proposals are accurate, consistent, and compliant with RFP requirements. The software automates various processes, reducing the risk of errors, omissions, and inconsistencies in the proposals. Additionally, the software comes equipped with an acronym finder and a compliance matrix. This helps to ensure that all proposals meet the RFP requirements, regulations, and standards.

Streamlined proposal writing process

RFP proposal software streamlines the entire proposal writing process. It flags long sentences, and passive voice and ensures a single tone of voice throughout the proposal. Writers can easily collaborate with team members, track revisions, and ensure that all necessary information is included in the proposal.

Improved collaboration and communication

RFP proposal software improves collaboration and communication among team members. It allows multiple team members to work on the same proposal simultaneously. This makes it easier to complete proposals within tight deadlines. Additionally, the software provides a centralized platform for communicating and sharing information. This reducing the risk of ambiguity and improves the quality of the proposals.

Better risk management

RFP proposal software helps to manage risk by identifying risky keywords and phrases within a document. This provides a clear understanding of the risks involved in each proposal. The software helps to mitigate the risk of scope creep by providing a clear understanding of the scope of the project. It also ensures that all proposals are compliant with the RFP requirements.

Improved win rate

Using RFP proposal software can help to improve your win rate by providing a clear understanding of the RFP requirements. It helps to ensure that all proposals are compliant with the RFP requirements. It provides a clear understanding of the proposal win themes, making it easier to create compelling proposals that stand out from the competition.


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