Managing Proposals

The Proposals module is the central workspace in ProposalGPT where users upload, manage, and track the entire lifecycle of their RFP responses — from AI-driven analysis to final document generation.

This section covers everything from initiating a new proposal to customizing outlines, tracking compliance, managing drafts, and generating the final solution document.

4.1 Navigating to the Proposal Workspace

To access your proposals:

• Login to your ProposalGPT dashboard.
  
  

• Click on the “Proposals” tab in the left-hand sidebar.
  
  

• This will open the Proposals management screen, which displays all active and archived proposals along with their status.

Tabs and Workflow

The proposal workflow in ProposalGPT is structured across the following interactive tabs:

4.2 Adding a New Proposal

To create a new proposal:

1. Click the “New Proposal” button on the Proposals screen.
   
   

2. Enter a Proposal Name.
   
   

3. Upload all relevant solicitation documents, such as:
   
   

   • Instructions to Offerors
     
     

   • Performance Work Statement (PWS) / Statement of Work (SOW)
     
     

   • Attachments or Appendices
     
     

Supported file formats: PDF, DOCX, DOCS, TXT, XLS, XLSX

4. Click “Submit” to upload and initiate the process.

AI Analysis Phase

After document upload, ProposalGPT’s AI begins processing the content using NLP and domain-specific models trained on federal and commercial solicitations.

What Happens Here:

• The system extracts all solicitation metadata automatically.
  
  

• A compliance matrix and a proposal outline structure are drafted based on evaluation factors, PWS content, and instructions.

The metadata includes information like (presented under the AI Analysis tab): 

• Field Name

• Solicitation Name 

• Solicitation Number

• Customer

• Due Date

• Contracting Officer 

• Buyer Email 

• Buyer Address 

• Buyer Phone Number

• Solicitation Type

Click on the “AI Analysis” Tab to check the extracted info, along with the compliance matrices and section-wise outline based on the RFP’s structure and content.

Once the analysis is completed, the proposal moves to the “Approve Outline” stage.

4.2 Proposal Management Process

A) Solicitation Tab

Provides a quick summary of the solicitation metadata and current status. The table format includes:

• Solicitation Name
  
  

• Solicitation Number
  
  

• Customer / Agency
  
  

• Due Date
  
  

• Contracting Officer
  
  

• Buyer Contact Details
  
  

• Solicitation Type
  
  

Users can sort proposals by RFP status for easier tracking:

• Analyzing Document
  
  

• Ready
  
  

• Processed

B) Compliance Matrix Tab

This tab outlines all the compliance criteria extracted from the RFP, such as:

• Section
  
  

• Section Title
  
  

• Instructions (Info)
  
  

• PWS/SOW (Info)
  
  

• Evaluation Factors
  
  

It provides a structured overview to help ensure that every required response element is addressed in the proposal.

C) Proposal Outline Tab

Displays the AI-generated outline that forms the backbone of the final proposal.

Users can:

• Edit a section: Click on the pencil icon to customize the following parameters:

• Title (section heading)
  
  

• Page Estimate (number of pages expected)
  
  

• Writing Plan (custom AI prompt — recommended to be detailed for best results)

After making changes, click the “Update” button to save.

• Delete a section: Similarly, delete a section: Click the delete icon to remove it from the outline.

• Add a new section: Similarly, add a new section: Click the “+” icon where you want to insert a new section.

Additionally, users can attach assets to each outline section:

• Past Performances
  
  

• Team Resumes

• Users can also add any relevant Supporting Documents

D) Solutioning Tab

This tab is used to configure your solution narrative — a critical part of most technical and management proposals.

Answering these questions helps the AI understand your solution strategy and generate tailored responses that are aligned with both compliance and competitive positioning.

Users are guided through structured questions grouped into five categories:

• General
  
  

• Approach
  
  

• Features
  
  

• Benefits
  
  

• Risks

E) Proposal Drafts Tab

This screen shows a list of all proposal drafts generated for the current RFP. Each version is automatically saved by the system and remains accessible for download or regeneration.

4.3 Generating the Final Proposal

Once all necessary inputs (outline, solution answers, documents, etc.) are configured:

1. Click the “Generate Proposal” button.

2. The system will enter the AI Drafting Phase and begin compiling the complete proposal document.

• Please allow up to 2 minutes for processing.

3. Upon completion, the proposal will be available in the “Draft” tab.

4.4 Downloading the Proposal Draft

1. Navigate to the Draft tab.
   
   

2. Locate the RFP for which you want to download the generated proposal.

3. Download the finalized document by clicking on the file name. 

4.5 Regenerating a New Proposal Version

If you wish to produce an alternate version:

1. Return to the Outline or Solutioning tab.
   
   

2. File the smae process as above (i.e., update outline sections, prompts, or answers as needed).
   
   

3. Click “Re-Generate Proposal” to initiate a new draft.

Each generated version is preserved, allowing teams to compare, revise, or submit alternate versions based on different evaluation strategies.