RFP Answers for Sales and Proposal Teams

Upload the buyer’s RFP or information request and service brochures, contract schedules, and support terms. Word, Excel, PowerPoint and PDF files all work.

Draft a precise response and see which service commitments need confirmation before submission. The questionnaire comes back in its original format.

Yes. Each answer shows its source documents, and yellow highlights mark details your files do not cover.

Upload the buyer’s RFP and the documents that describe what you actually offer, such as service brochures, contract schedules and support terms. XiCLOPS drafts each response from those files, returns the RFP in its original format and highlights the commitments your documents do not confirm, so you can check them before you submit.

Sales material describes the offer in its best light, while the contract schedule records what you are bound to deliver. An RFP answer that repeats a brochure claim can promise more than the contract supports. With both uploaded, the draft can show the difference, as in the example on this page, where advertised 24/7 support meets a business-hours response target.

Buyers usually want the support hours, how incidents are prioritized, the initial response target for each priority, any resolution or restoration target, and what happens if a target is missed. Those terms normally sit in a service level schedule or support policy. If your files leave out after-hours cover or service credits, the draft highlights that before the response is submitted.

A response time is how quickly the provider acknowledges an incident and starts work. A resolution or restoration time is how quickly service is back to normal, which is a harder commitment and is often left out of contracts. RFP questions often blur the two, so check which one your service level schedule actually commits to, as the example on this page does.

Quote the availability commitment from your service level schedule, including how it is measured, the measurement period, planned maintenance exclusions and any service credits. Marketing pages often give a rounded figure that differs from the contractual one. If your files do not state a contractual commitment, the draft highlights it so it can be confirmed before submission.

Yes. Past responses are one of the supporting file types XiCLOPS answers from, alongside policies, reports and presentations. Include current contract terms as well, because an older answer may describe a product, price or service level that has since changed, and Sources shows which document each new answer drew on.

Yes. Match a completed proposal as a template, and XiCLOPS follows its tone, structure and level of detail. You can also choose a Concise, Balanced or Detailed style, or write custom instructions, for example to answer in the first person as your company. Whatever you pick, the facts still come from your files.

Anything that becomes a commitment once the buyer accepts it: service levels, uptime, support hours, security controls, implementation dates, pricing and liability terms. If the draft relies on marketing material for one of these, or your files are silent, check it with the product, legal or support owner first. The yellow highlights show where your documents stop.

Yes, from the security documents you include. Upload your security policies or a previously completed security questionnaire with the commercial material, and each question is answered from whichever files cover it. Questions your files do not address are highlighted, so they can go to your security team before submission.

Treat the contract schedule and support terms as the sources that decide each commitment, and upload them with the RFP. After the run, open Sources on each answer to confirm it drew on those documents rather than a brochure alone. Edit the wording yourself, or regenerate the answer with only the contract documents selected and an instruction to keep to their terms.

A request for information usually comes before an RFP, when a buyer is still learning what suppliers offer. It asks broader questions about capabilities, service model, experience and terms, and the answers often shape who is invited to bid. XiCLOPS answers RFIs the same way as RFPs, from your own documents, with gaps highlighted.

A paid run covers up to 100 questions and 1,500 pages of supporting files. An RFP with more questions, or a larger set of brochures and contract documents, uses more runs. The run count is shown before you commit, and retrying after a system failure or downloading the response again does not use another run.

No. Each draft comes from the supporting files you upload to the project, such as brochures, contract schedules, policies and past responses. That makes the files themselves the thing to keep current, because an outdated brochure or schedule can carry an old commitment into the response. After upload, XiCLOPS prepares each file, and you remove any that do not belong in the project.

Buyers ask how long implementation takes, what the phases are, what they must provide and who leads each step. Your implementation plan, statement of work template or past project plans usually hold those details. If the files give phases without durations, or durations without the buyer’s responsibilities, the draft answers what they state and highlights the rest for the delivery team to confirm.

Pricing sections ask for fees, what each fee includes, discounts, payment terms and how prices change on renewal. Those answers should come from your price list, order form or contract terms rather than a sales deck, because the buyer may hold you to them. If the files leave out a renewal increase or what a fee covers, the draft highlights the gap before you submit.

Buyers often ask for references from a similar industry or size, with contact details and a summary of the work. Case studies and past responses can supply the summaries, but contact details and permission to share them usually need checking with each client first. Where your files hold no suitable reference, the draft says so in a highlighted sentence instead of naming one.

Yes. Many RFPs arrive as an Excel workbook with one requirement per row, and XiCLOPS takes questionnaires as Word, Excel, PowerPoint or PDF files. It lists the questions it finds so you can uncheck any you do not need, such as pricing rows another team completes, and the answers go back into the workbook in its original format.

Yes. The free trial includes 1 run on your own documents, with no card required.