Case Study: How EA Transformed Tender and RFP Responses with AI Automation
Responding to complex tenders and Requests for Proposal (RFPs) has long been one of the most resource-intensive activities for organisations operating in regulated, competitive markets. Before adopting Easy Autofill, businesses relied on fragmented, manual workflows where subject-matter experts spent entire days searching for information, copying content between documents, and managing multiple versions of the same response.
This case study explores how one B2B wholesale retailer fundamentally changed its approach to tendering by implementing EA as an AI-powered RFP response platform.
The Challenge: Scaling RFP Responses Under Regulatory Pressure
The organisation faced a sudden and significant increase in tender activity following legislative changes that required thousands of its clients to reassess their procurement policies. Almost overnight, the volume of Invitations to Tender (ITTs) and RFPs increased dramatically.
The existing process could not scale.
Senior leadership within the business development function were personally spending entire days completing individual 43-page tender documents, manually drafting answers and collating supporting evidence. Balancing customer retention with new business opportunities became a major operational bottleneck, increasing pressure on leadership and limiting the organisation’s ability to respond consistently and on time.
The Solution: Implementing an AI RFP Response Platform
By implementing EA, the organisation introduced an AI-driven approach to tender and RFP management.
EA automated the most time-consuming elements of the process, including first-draft response creation, information retrieval, and repetitive data entry, allowing the team to shift focus from mechanics to quality control and strategic refinement.
According to the Business Development Director, approximately 80–85% of AI-generated responses were immediately accurate and usable, requiring only light review before submission. What had previously taken two full days of manual effort was reduced to just half a day, representing a step-change in productivity.
Results: Faster, More Consistent, Higher-Quality RFP Submissions
The impact extended well beyond headline time savings:
- Significant reduction in RFP response time, even in early stages of adoption
- Ability to manage a higher volume of tenders without increasing headcount
- Improved consistency through controlled tone, structure, and brand guidelines
- Reduced operational risk by working from a centralised, up-to-date knowledge base
By removing the “donkey work” of drafting and searching for content, teams were able to focus on improving the clarity, precision, and competitiveness of their responses rather than simply completing them.
Centralised Collaboration and Enterprise-Ready Workflow
A further benefit of EA was the introduction of a single source of truth for collaboration. The platform eliminated the need for long email chains and multiple document versions, enabling teams to assign specific questions to stakeholders and track progress in one place.
This capability proved particularly valuable for organisations managing complex, multi-stakeholder bids. By integrating with existing document storage systems such as SharePoint and OneDrive, EA ensured that AI-generated responses always referenced the most current policies, certifications, and evidence available.
Brand tone and response structure could also be defined in advance, ensuring that every submission maintained a professional and authoritative voice — a critical factor in high-stakes tenders.
From Reactive Tendering to Strategic RFP Management
Ultimately, EA enabled the organisation to move from a reactive, manual tendering process to a strategic, AI-supported RFP workflow.
Instead of starting from scratch with every new Invitation to Tender, teams could leverage their existing knowledge base to generate high-quality first drafts in minutes. This shift allowed the business to pursue more opportunities with confidence, without increasing operational strain or compromising response quality.
Clients using EA consistently report strong satisfaction with the platform, citing measurable productivity gains and the ability to scale tender activity without adding pressure to already-stretched teams.
Ready to Modernise Your RFP Process?
If your team is spending days manually drafting tender responses, EA can help you reclaim time while improving consistency and control.
Try EA for free today, or book a 15-minute demo to see how AI-powered RFP automation can transform the way your organisation responds to tenders and proposals.