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.
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.
From 50 questions to a ready-to-review RFP.
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.
