# The RFP & Structured Brief Generation Playbook > Turn a 12-hour RFP into a 30-minute review. An enterprise RFP lands with 50 questions. The answers may already exist, but they’re scattered across knowledge bases, security documentation, product materials, and previous RFPs. Someone still has to find the right information, determine what applies, and assemble it into a response. Ballet turns that process into a workflow that works through the RFP, pulls from the sources your team trusts, prepares responses, and flags what needs human review. Teams: Sales, Proposals ## Most of the information already exists. Finding the right version takes hours. RFPs can turn highly paid Sales teams into internal researchers. What did we say about this security requirement in the last RFP? Where is the latest SOC 2 information? Is this answer still current? Did another AE already answer a nearly identical question? Which version should we use? Multiply that across dozens of questions and a single enterprise RFP can consume 12+ hours of Sales time on a deal that still might not close. The problem isn’t always writing the answer. It’s finding the right information and turning it into a response you can trust. ## The play: Give Ballet the RFP. Ballet builds the response workflow. Define where trusted information lives, what Ballet should use, and when a question should go to a human. What you hand Ballet: > When we receive a new enterprise RFP, work through it section by section. For each question, find the relevant information in our knowledge base, security library, product documentation, and previous approved RFP responses. Use those sources to prepare a draft response and show which sources were used. If information is missing, conflicting, or requires judgment, flag the question for review and continue with the rest of the RFP. Ballet builds the integrations and workflow needed to execute that process across the systems where the information lives. Instead of researching and writing 50 answers one by one, the AE reviews the completed draft and focuses on the questions that actually need their attention. ## Here’s how the workflow runs ### 1. A new RFP starts the workflow Whether it’s a 50-question questionnaire or a longer enterprise RFP, Ballet takes the document and begins the workflow your team has defined. ### 2. Ballet finds the information needed for each question The workflow looks across the sources your team has defined to find information relevant to each question. | Information source | Tools | Information to use | | --- | --- | --- | | Knowledge base | Notion, Confluence | Product capabilities, company information, processes, standard answers | | Security & compliance | Security library / documentation | SOC 2 information, security policies, compliance documentation, approved security responses | | Prior RFPs | Google Drive, SharePoint | Previously approved answers, similar questions, prior enterprise responses | | Product documentation | Notion, Confluence, internal docs | Features, technical capabilities, integrations, implementation information | | Sales documentation | Salesforce, Google Drive | Deal requirements, customer-specific information, supporting documentation | The exact sources depend on where your organization keeps its approved information. ### 3. Ballet builds the response section by section For each question, Ballet uses the relevant information available to the workflow to prepare a response and retain the sources behind it. ### 4. Reviewers can see what each response is based on The source information stays connected to the response so the reviewer can see where it came from. Draft response: Customer data is encrypted in transit and at rest. Sources: Security documentation / SOC 2 materials Instead of reviewing generated answers without context, the AE can see the information behind each response. ### 5. Unclear questions go to review Not every question should be completed without human input. If information is missing or conflicting, a source appears outdated, or the question requires a customer-specific commitment or judgment call, the workflow can flag it for the appropriate reviewer. - Needs review: No approved response found. - Needs review: Conflicting information found across sources. - Needs review: Question requires a customer-specific commitment. The rest of the RFP can continue while those exceptions wait for review. ### 6. The AE reviews the completed response Once the workflow finishes, the AE can verify the responses and sources, resolve flagged questions, make necessary edits, and prepare the RFP for submission. What took 12+ hours of searching and assembling becomes a 30-minute review. ## Take this play and make it yours Before you bring your RFP workflow to Ballet, define how you want it to work: - Where do your approved RFP answers live? - Which sources should Ballet use? - Which sources should be considered authoritative? - Which previous responses can be reused? - What should happen when sources conflict? - Which questions require Security, Legal, Product, or another SME? - What should happen when there isn’t enough information to prepare a response? - Who needs to review the RFP before submission? You don’t need to map the integrations yourself. Start with the sources your team trusts, the review rules you follow, and the finished response you need. ## FAQs ### How can you automate RFP responses? Ballet can turn the repetitive work behind an RFP into a cross-system workflow. The workflow can find relevant information across the sources your team defines, prepare responses, retain source information, and flag questions that require human review. ### Can AI fill out an RFP automatically? AI can help prepare RFP responses, but enterprise RFPs often involve information from multiple internal sources and questions that require human judgment. With Ballet, you can build a workflow that gathers the relevant information, prepares responses, and surfaces exceptions for review. ### How do you reduce the time it takes to complete an RFP? A major source of RFP workload is searching for information across knowledge bases, security documentation, product materials, and previous responses. Ballet can orchestrate that work across the systems involved so reviewers can spend more of their time validating responses and resolving exceptions. ### Can Ballet use previous RFP responses? Yes. Previous approved RFPs can be incorporated as a source within the workflow, alongside other information your team trusts. ### Can Ballet use security and compliance documentation for RFP responses? Yes. Security and compliance documentation can be incorporated as a source in the Ballet workflow. If the available information is missing, conflicting, or requires judgment, the question can be flagged for review instead of forcing a response. ### How do you make sure automated RFP responses are accurate? Start by defining the trusted sources the workflow should use and which situations require human review. With Ballet, responses can remain connected to their source information while uncertain or conflicting questions are surfaced to the appropriate reviewer. ### Can Ballet show where an RFP response came from? The workflow can retain the source information used to prepare each response, giving reviewers visibility into the information behind it. ### What happens if Ballet can’t find enough information to answer a question? The workflow can flag that question for human review and continue processing the rest of the RFP. ### Does Ballet replace the AE or RFP team? No. Ballet handles the operational workflow involved in finding information and preparing the response while your team remains responsible for the review and decisions that require judgment. ### Do you need to build integrations for an automated RFP workflow? No. You describe how the RFP workflow should run, and Ballet builds the integrations and workflow needed to execute it across the systems involved. Your team defines the sources, review requirements, exceptions, and desired output. Ballet handles the technical workflow needed to connect those steps.