AI-Driven RFP Proposals Management | Acuity Knowledge Partners

Published on June 27, 2025 by Vaishnavi Bhaskar , Mohummad Tahir , Reecha Pathak and Khushi Behl

Proposal management in the past was a cumbersome process of extracting a single response from multiple documents, endless email chains overflowing your inbox and the never-ending stress of collating all the responses in a proposal while coordinating with a number of subject-matter experts (SMEs) and praying you hadn't missed a crucial detail. Despite our expertise and determination, outdated systems acted like slow-moving monsters that weighed us down, making it difficult to keep pace with the increasing tide of proposals.

The day of an RFP writer is anything but predictable. It is a dynamic dance of shifting priorities, with no two days ever mirroring each other. The complexities range from balancing strategic messaging with technical accuracy and managing timelines that seem to shrink by the hour to navigating the fine art of persuasion under pressure. It is like trying to harmonise a chorus of different voices – beautiful yet challenging to synchronise.

As the demands of the role have grown, however, so too has support for managing them. Within this complex landscape, a pivotal shift in innovation has begun to reshape how proposal management is managed from start to finish.

From manual to modern

Every small improvement to the process, each new tool, each lesson learned has been like a droplet. Individually subtle, but together, they have created an ocean of change.

It may not seem revolutionary at first, but the progress is undeniable. We have come a long way, but the best part is that we are just getting started.

1. From manual tracking to data-driven planning

Capacity management used to mean glancing at someone’s calendar or shooting them a “Hey, you free?” ping. It was not scientific, and it certainly was not sustainable during peak cycles. The process is now data-driven and far more intentional. RFP managers use analytics to gain real-time visibility on workload distribution, analyse historical data to forecast upcoming volume spikes and scrutinise utilisation data to rebalance work and optimise team performance. It is like moving from walking in the dark to flipping on a light switch.

2. From content chaos to centralised control

Our knowledge base used to be scattered across a maze of Word documents and folders. If you could not recall the exact file name or who last updated it, you were better off rewriting from scratch. It was time-consuming, inconsistent and frustrating.

Smart response management systems have transformed Proposal Management by centralising everything in one place, searchable, tagged and version- controlled. Need the latest response on our risk-management framework? It is just a few clicks away, clearly labelled and ready to use. What was once a decentralised scramble is now an organised, efficient system that helps us respond faster, more accurately and with greater confidence.

3. From SME bottleneck to smarter collaboration

There was a time when every unfamiliar or nuanced question, like a client asking how we integrate ESG into quant models, was tossed to an SME. We would hesitate to attempt a first draft. It clogged up SME calendars, slowed down the process and left little room for deeper review. Today, the approach to rfp proposals management is more balanced. The proposal team drafts the initial response based on past material and context, even for complex asks. Searchable SharePoint libraries and smart response management systems have made it easier than ever to retrieve relevant content even from dense documents like prospectuses and annual reports in seconds. Then, SMEs review, refine and weigh in where needed. The onus no longer rests solely on SMEs; instead, the responsibility is shared, allowing for more thoughtful contributions and more respectful use of their time.

4. From disjointed edits to seamless teamwork

There was a time when five people working on one RFP meant five slightly different versions floating around, some on email, others buried in personal drives. It led to duplication, missed edits and plenty of last-minute merging.

In modern rfp proposals management, platforms like SharePoint act as a central workspace, enabling real-time collaboration. Each section has a clear owner, version history keeps things clean and live edits mean we are never stepping on each other’s toes. It has turned collaboration from a buzzword into something real, and it has made our process faster and a lot more transparent.

5. From manual updates to managed intelligence

RFP content used to live in scattered Word files, and updating it felt like a full-time job. If 10 responses mentioned a company’s AuM, someone had to update each one manually, every quarter. And if the company had 20 strategies, it meant having 20 different versions of the investment philosophy, buried in different documents. It was slow, error-prone and exhausting.

Now, with AI in the mix, content management is smarter and faster. Merge tags let us personalise at scale, metadata makes content easy to find and duplicate detection keeps things clean. We have gone from digging through folders to instantly retrieving the right content.

6. From repetition to automation

Filling AuM tables or performance data across 20 tabs meant manually copy-pasting figures from multiple different sources and triple-checking every cell and formula in the past. It was not just tedious but also prone to error. Now, automation has revolutionized rfp proposals management, with VBA scripts and macros to auto-populate these recurring number-heavy DDQs. The monthly RFP from XYZ Bank once took half a day to draft. The work is now down to a couple of hours or even less, with fewer corrections required during quality checks. Not just data-heavy questionnaires, but even qualitative questionnaires low in complexity such as standard RFIs where the structure or set of questions is seldom changed are now streamlined through automation.

How the industry is moving towards NLP, LLMs and Gen AI

The way we craft responses through proposal management systems is changing fast, particularly with the evolution of rfp proposals management powered by natural language processing (NLP), large language models (LLMs) and generative AI (GenAI), we can analyse RFPs in seconds, pinpoint what clients need and tailor our responses perfectly. This technology is a game-changer. Suddenly, proposal writing is not tedious and time-consuming anymore. AI is streamlining the entire process, automating the grunt work and helping teams work together seamlessly. The result? Proposals that truly speak to each client's needs and a whole lot more time for RFP teams to focus on creative work.

What’s even more exciting is how these technologies and AI are levelling the playing field. Smaller and boutique asset managers who once struggled to match the scale and speed of larger firms can now compete more effectively, leveraging the same intelligent tools to deliver high-quality, timely and tailored proposals.

How Acuity Knowledge Partners can help

We have established ourselves as a significant player in the AI-powered RFP tool market with our innovative proposal management solution, BEAT RFP Pulse. This tool uses advanced technologies, including LLMs and GenAI, to streamline and automate the RFP process for financial institutions. It enhances efficiency by reducing the time required to respond to RFPs and DDQs by 25-30%, enabling institutions to focus more on strategic tasks and client engagement.

The tool includes useful features such as a web-based platform, secure login, easy content management and integration with CRM systems. These features ensure a smooth and secure process. One standout capability is the ability to work on Word and Excel files in their native formats directly within the BEAT RFP Pulse interface, eliminating the need to switch between applications. Additionally, the tool's interactive dashboards and project workspace help teams collaborate better and make informed decisions. With extensive industry experience, we have designed this tool to meet the specific needs of financial institutions, making the RFP process more efficient and effective.

As we stand at the intersection of tradition and transformation, proposal management is no longer just about meeting deadlines; it's about unlocking potential. The tools we choose today for rfp proposals management will shape how we collaborate, communicate and compete tomorrow. The question is no longer whether we should evolve, but how far we’re willing to go.

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About the Authors

Vaishnavi Bhaskar

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Vaishnavi Bhaskar is a Delivery Lead within the Financial Marketing Services team at Acuity Knowledge Partners. In this role, she is responsible for ensuring timely execution and seamless delivery of key client deliverables including due diligence questionnaires and process improvement trackers for the sales & marketing team of leading global asset management firm.

Vaishnavi has over eight years of experience supporting marketing and operations teams across the asset management domain. Prior to Acuity, she worked as an Analyst at Goldman Sachs in the Accounting Services department and was primarily responsible for reviewing invoices and vendor management.

Vaishnavi holds a Bachelor of Business Management from CMS –..Show More

Mohummad Tahir

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Mohummad Tahir is a seasoned Delivery Manager within the Fund Marketing Services line of business at Acuity Knowledge Partners (Acuity), where he oversees the timely execution of critical client projects for top asset management firms. With over 11 years of experience in crafting winning proposals and managing cross-functional teams, Tahir has developed a keen understanding of what drives success in the asset management industry.

Before joining Acuity, Tahir honed his skills at Northern Trust Asset Management, leading teams in RFP management, content development, and more. He holds a Bachelor of Commerce degree from North Odisha University and a Post Graduate Diploma in Management from IIPM, Bangalore.

Reecha Pathak

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Reecha Pathak is a Senior Associate within the Fund Marketing Services line of business at Acuity Knowledge Partners (Acuity). In this role, she is responsible for ensuring timely execution and seamless delivery of key client deliverables including due diligence questionnaires (DDQs) and Request for information (RFIs). Reecha has over eight years of experience in financial services domain. Prior to Acuity, she worked at TNW Solution, as paraplanner where she was primarily responsible for preparing Statement of Advice (SOAs).

Khushi Behl

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Khushi Behl holds the position of Associate within the Fund Marketing Services line of business at Acuity Knowledge Partners. In this role, she is responsible for crafting high-impact proposals and due diligence questionnaires for the marketing team of a leading global asset management firm.

With over three years of experience in financial services domain, she is passionate about exploring ways content and technology can come together to solve real-world challenges in this space.

Khushi has cleared her CFA Level 2 examination and holds a Bachelor of Commerce from Delhi University, India.