AI-Assisted Documentation Automation: Our Guide

Creating repetative documents sucks for everyone. Many will look to AI-Automation for document generation, but it will backfire if the human element is left out. When you read an AI-written article online, your reaction is a loss of credibility. The same risk is at play when you look to automate your next RFP.

Here are some key advances in AI-Assisted Document Support which are available today:

RFP Software Solutions

Responsive’s RFP software automates the process of preparing and responding to Requests for Proposals. It utilises intelligent parsing to ingest complex questionnaires from various file formats (DOCX, XLSX, PDF) and converts them into structured data. Advanced AI generates first-draft responses by leveraging historical data and a centralised content library. This standardises responses through custom templates and branded exports while preserving work during document revisions. Ensure that a human expert can oversee and finalise each response, maintaining quality, compliance, and "soul" in your proposals.

RFQ Software Solutions

The RFQ (Request for Quotation) focuses on accelerating the response process for pricing and quotation documents. It automates the extraction and interpretation of essential data, for rapid draft generation for RFQs. With built-in content management, teams can quickly assemble accurate, consistent responses that reflect current pricing and terms.

Proposal Management Software Solutions

The Proposal Management option creates a platform for managing the entire lifecycle of proposal creation. A centralises proposal content within a digital library, will allow for the reuse of information and compliance with brand guidelines.

Issuing RFP Software Solutions

For organisations that issue RFPs, you can semi-automate the creation and distribution of RFP documents. Automated intake of vendor responses and provides comprehensive tracking tools will allow you to manage and evaluate incoming proposals.

RFI (Request for Information)

The RFI (Request for Information) is designed to simplify the process of gathering information from potential vendors. Automating the distribution and collection of RFIs, you will reduce the boring administrative burden on teams that no one likes to do. Intelligent parsing and AI-generated drafts quickly synthesise vendor responses.

DDQ (Due Diligence Questionaiers)

Due Diligence Questionnaires (DDQs) require meticulous detail and strict adherence to regulatory standards. You can create workflows that generate initial draft responses based on previous submissions and centralised data repositories. It helps to bulid in audit capabilities to make sure that every change is traceable and compliant with industry standards.

Best implementation practices to get you started

• Integrate Multi-Format Parsing: Ensure your system can ingest DOCX, XLSX, and PDF files through advanced OCR and NLP pipelines.

• Adopt Human-in-the-Loop: Use AI-generated drafts as a baseline while enforcing at least 90% human review to maintain quality and compliance.

• Utilise Custom Templates: Deploy configurable templates that align with your organisation’s branding and compliance requirements.

• Centralise Content Management: Maintain a secure repository with version control for all documents, enabling efficient reuse and auditability.

• Streamline Collaboration: Integrate with enterprise communication tools (e.g., Slack, Microsoft Teams) to facilitate real-time collaboration and review.

• Implement Robust Workflow Automation: Use digital signature and review management features to ensure each document undergoes thorough oversight.

• Leverage Analytics: Utilise real-time dashboards and reporting tools to monitor performance and continuously optimise the documentation process.

Key Bonus Tip: Once you start submitting (for example) tender docs, you can provide feedback into the AI model on if your submission was successful or not. This way, you can give yourself an advantage.