Why leading organizations are automating RFPs: Case studies and success stories from top firms using AI-powered tools

Enterprise sales teams are under increasing pressure to respond to RFPs faster while maintaining high-quality, tailored responses. Yet, many organizations still rely on outdated, manual processes that slow down deal cycles and reduce efficiency. Research shows that organizations using RFP automation software can reduce response times by up to 68% and increase win rates by as much as 50%.

Industry leaders are already embracing AI-powered RFP solutions to transform their proposal processes, drive efficiency, and win more business. Below, we explore how top firms across various industries have successfully automated RFPs and achieved remarkable results.

How GoCardless reduced its RFP completion time to just 30 minutes

Operating in a highly regulated industry with complex compliance and stakeholder requirements, GoCardless needed a solution that could ensure accuracy, consistency, and speed at scale. The previous software provider fell short, especially when responses required collaboration across internal business units.

Following a competitive evaluation, GoCardless chose Platformed’s AI-powered platform for its ability to automate responses without compromising quality or compliance.

Within 24 hours of onboarding with Platformed, GoCardless automated its first RFP with a 70% higher response rate compared to its former provider. Completion times dropped dramatically - from days to just thirty minutes per questionnaire.

The platform’s self-maintaining knowledge base and support for any document format (from Excel to portals like OneTrust) allowed GoCardless to streamline its sales process without manual overhead.

Now planning to expand Platformed’s use to due diligence questionnaires (DDQs), GoCardless credits Platformed with boosting internal collaboration, maintaining trust in a regulated space, and delivering higher-quality responses that win more deals.

“Platformed accelerates us towards an accurate first draft, saving time during tight response deadlines which we can invest into response quality. Additionally, Platformed’s content management process means a previously day-long task takes half an hour. In our highly regulated industry, trust and accuracy are critical, and Platformed’s AI has been a game changer, ensuring precise responses and seamless internal collaboration.”

Borja Valiente, VP of Sales and General Manager, UK&I GoCardless

Flagstone automates due diligence questionnaires with Platformed’s powerful AI

Flagstone, the UK’s leading cash deposit platform managing over £16 billion in client assets, faced challenges in efficiently handling numerous security and regulatory financial questionnaires due to its rapid growth and the highly regulated financial services industry.

The manual processes in place were time-consuming and created bottlenecks, especially when internal teams needed up-to-date information quickly. To address these issues, Flagstone sought a solution that would reduce administrative burdens, automate due diligence questionnaire (DDQ) responses with high accuracy, and provide a self-maintaining, always up-to-date knowledge base accessible to all relevant teams.

After a successful pilot, Flagstone selected Platformed as its partner to streamline its questionnaire processes and enhance internal collaboration. By implementing Platformed's AI-powered customer assurance solution and its ever-learning knowledge base, Flagstone significantly reduced the time spent on DDQs. The AI system generates responses in the company’s voice, learning and adapting to changes to ensure the latest information is always used.

Approximately 15% of the company onboarded with Platformed, facilitating easy collaboration with subject matter experts and enabling agile, self-autonomous teams to thrive.

“One of our core values at Flagstone is to drive and embrace change, forging new ways to better serve our clients and prospects. Using Platformed’s powerful AI has allowed us to streamline our processes internally by automating responses to DDQs without compromising quality or accuracy. Not only has it enabled us to shake off onerous and repetitive admin, it’s also enabled our teams to collaborate even more effectively internally."

Lee Provoost, Chief Technology Officer, Flagstone

This strategic move not only minimized repetitive administrative tasks but also empowered teams to make a real impact on the business. Read the full case study here.

m3ter relieves operations and engineering teams of onerous DDQ admin

m3ter, a pricing operations platform, faced challenges with the administrative burden of due diligence questionnaires (DDQs), which diverted resources from core operations and engineering tasks. To address this, m3ter implemented Platformed’s full product suite, aiming to automate and streamline their DDQ processes.

By adopting Platformed, m3ter successfully relieved its operations and engineering teams from the onerous DDQ administration. This automation not only improved efficiency but also allowed the teams to focus on their primary responsibilities, thereby enhancing overall productivity and accelerating sales cycles.

“Platformed has helped our sales and operations teams handle several challenges that have emerged as we’ve scaled our growth. Sales reps and our operations and engineering teams no longer get bogged down by questionnaires for days, and I have clear insight that the responses are using the latest information.”

John Griffin, Chief Revenue Officer, m3ter

Read the full case study here.

Orbital's sales teams get time back through AI-powered questionnaires

Orbital, a UK-based property due diligence automation platform, faced challenges with manual and repetitive processes for due diligence questionnaires (DDQs) as the company expanded.

These processes, previously managed through Excel sheets and documents, consumed significant time and resources, causing disruptions across multiple teams. The need for a scalable solution that could standardize responses and eliminate complexities associated with outdated or inaccurate information became evident.

After a comprehensive market review, Orbital selected Platformed’s AI-powered customer assurance offering to automate its questionnaire processes. The platform emulates the company’s voice using historical data and learns from each response, ensuring consistency and accuracy.

With Platformed, Orbital can import questionnaires in various formats, manage and assign tasks to team members, and streamline collaboration. The onboarding process took less than an hour, leading to immediate time savings and allowing sales and engineering teams to focus on their core responsibilities.

“We signed up for Platformed because too much sales and engineering time was being spent filling in due diligence questionnaires. It took us less than an hour to onboard and we were saving time straight away. My AEs and I can get back to selling, and we don’t have to hassle our subject matter experts on every questionnaire any more.”

Aisha Tummon, Chief Revenue Officer at Orbital

LoopUp switches to Platformed for an elevated RFP automation process and self-maintained knowledge base

LoopUp, a global provider of cloud telephony solutions integrated with Microsoft Teams, transitioned to Platformed to enhance its RFP response process and knowledge management. Previously, LoopUp faced challenges with its RFP tool, which struggled with diverse document formats and required manual upkeep of its knowledge base. These limitations led to inefficiencies and internal bottlenecks, hindering their ability to respond promptly to RFPs.

Seeking a more adaptable and efficient solution, LoopUp adopted Platformed’s AI-driven tools, which offer seamless handling of various document formats and automate the maintenance of a centralized knowledge base.

With Platformed’s solutions, LoopUp experienced a significant improvement in its RFP response workflow. The AI-powered system enabled faster and more accurate questionnaire responses, reducing administrative burdens and allowing the sales team to focus on client engagement.

The self-maintaining knowledge base ensured that information remained current and easily accessible, fostering better collaboration among team members.

“Being able to respond to an RFP or a security questionnaire without doing a ton of manual work to re-answer the same questions in a different way, and not having to spend countless amounts of time just getting a questionnaire loaded into the system has been a breath of fresh air."

Allison Vose, Sales Director, LoopUp

This strategic move not only streamlined LoopUp’s internal processes but also enhanced their ability to meet client expectations efficiently. Read the full case study here.

Why leading enterprises choose RFP automation

These success stories highlight the clear advantages of AI-driven RFP automation. Organizations that automate their RFP processes benefit from:

• Faster response times that improve their ability to meet deadlines and compete effectively
• Higher win rates due to improved accuracy, consistency, and AI-optimized content
• Greater efficiency and scalability, allowing teams to handle more RFPs without increasing overhead
• Seamless collaboration across sales, product, and compliance teams, reducing bottlenecks
• Stronger compliance with regulatory requirements through automated content governance

Future-proof your RFP strategy with AI

As competition intensifies, enterprise sales teams must move beyond outdated manual processes. Leading organizations are investing in AI-powered RFP response software to stay ahead, drive efficiency, and win more deals.

Is your team ready to transform your RFP process?Discover how Platformed can help you automate RFP responses and achieve better outcomes.