The Challenge
Life before AutoRFP.ai included disparate files spread across Google Drive. Each time a new RFP came in, the team spent hours manually searching for past answers. When a keyword was missing, the team could not surface a response even when related content existed elsewhere in the library. “It was a very manual process. If the keyword was there, you would find it. If not, then you wouldn’t,” Amy Dudbridge, Bid Manager at Perk.
RFP volumes were growing, and Perk, a rapidly expanding technology company, continually added headcount. That was when the old process started to break. Every new bid manager meant local learning about which keywords to search in the library.
“60% of my deals came through RFP bids,” Sophia Georgeo, Enterprise Sales Executive at Perk. Each submission required pulling together Word, PDF, and Excel source material, including complex tables.
“We looked in-house first for a solution, and it helped part of the way, but didn’t alleviate the issues we were facing,” Rachel Millward, Head of Bid Management, Europe at Perk. Perk then approached the RFP software market in a search for top RFP software solutions.
The Solution
After a competitive process, Perk landed on AutoRFP.ai, an AI-native RFP software solution that uses semantic search across library content instead of relying on keyword matches alone. The platform also handled the complex formats in their bids, including radio buttons, complex tables, and multilingual requirements across regions.
“We chose AutoRFP.ai because it really felt like a partnership, rather than a transaction,” Rachel Millward, Head of Bid Management, Europe at Perk.
Since adopting AutoRFP.ai, Perk expanded its use of AI with Project Agent, which fine-tunes responses after the initial AI draft and connects to external systems via MCP. “The bids are a lot more tailored, and a lot more focused on the prospect in a way that we couldn’t do before,” Amy Dudbridge, Bid Manager at Perk.
“The quality of our output is just completely different,” Amy Dudbridge, Bid Manager at Perk.
The Results
Since implementing AutoRFP.ai, Perk has responded to more than double the number of RFPs than it had the year before. The team saved 949 hours, increasing capacity while keeping the team the same size.
The wins continued quarter to quarter. The team reported 20 to 30% more RFPs quarter on quarter, saving 45% of the time compared with the old process. That capacity gave bid and sales teams more room to focus on bid strategy and tailor responses to each prospect, leading to more wins.
In one particular bid, Sophia Georgeo, Enterprise Sales Executive at Perk, remembers: “It was a tight deadline. I used AutoRFP.ai for the response, and could trust its output. We got the bid in with tailored responses, and I’m happy to say I won that deal and it saved my quarter. AutoRFP.ai has definitely increased my closing ratio.”
“Our shortlist rate has been outstanding, and it just gets better,” Amy Dudbridge, Bid Manager at Perk. Stronger AI-assisted responses helped Perk improve shortlist and closing rates while increasing capacity and reducing the time it takes to complete bids.
If there is one thing Rachel Millward, Head of Bid Management, Europe, can recommend, it is this: “Don’t wait until volumes spike and quality starts to drop. Every bid your team submits manually is costing you more than you think, not just in hours, but in quality and consistency.”
“AutoRFP.ai is like a team member that never sleeps, keeps getting smarter, and allows my team to focus on the stuff that they’re really good at,” Rachel Millward, Head of Bid Management, Europe at Perk.
