AI-Powered RFP Document Generation System

[samialmekhlafi]

We respond to multiple RFPs weekly for government and enterprise clients, requiring complex pricing calculations and professional documentation in both English and Arabic.

The Problem We’re Solving

Currently, our sales team takes 2-3 days to manually create proposal packages, causing us to miss 30% of RFP deadlines. Each RFP requires generating 7-8 professionally formatted documents with complex pricing calculations based on 52+ products and multiple variables.

Project Overview

Build an automated workflow in Make.com that:

1. Receives RFP emails with attachments at a designated email address

2. Processes documents using AI to extract requirements

3. Generates professional proposals and supporting documents

4. Sends response email with Google Drive links

Detailed Workflow Requirements

Step 1: Email Reception

• Monitor designated RFP inbox

• Process attachments: PDF, DOCX, XLSX

• Extract sender details and RFP deadline

• OCR capability for scanned documents

Step 2: AI Processing

Using Anthropic Claude API or OpenAI GPT-4:

• Extract and analyze RFP requirements

• Identify required products from our catalog

• Map requirements to our product catalog (52+ products)

• Generate content for all sections

Step 3: Pricing Calculation

Implement complex pricing logic:

Base Price × Edition Multiplier × Client Type × Location × Implementation Method
- Editions: Standard (1x), Professional (1.5x), Enterprise (2x)
- Client Types: Government (2.5x), Enterprise (1.5x), SMB (1x)  
- Locations: Major cities (1x), Other cities (1.3x)
- Implementation: Onsite (1x), Remote (0.5x), Hybrid (0.75x)

Step 4: Document Generation

Clone 7 documents using templates in Google Docs: (I will provide the document templates)

1. Technical Proposal (English)

   • Company profile

   • Solution overview

   • Implementation methodology (6 phases)

   • Project timeline

   • Team structure

2. Financial Proposal (English)

   • Detailed pricing table

   • Payment terms

   • Terms & conditions

3. Financial Proposal (Arabic)

   • Right-to-left formatting

   • Arabic number conversion

   • Same content as English version

4. Scope of Work

   • In-scope items

   • Out-of-scope items

   • Assumptions & dependencies

5. Project Plan

   • Gantt chart/timeline table

   • Milestone phases

   • Resource allocation

6. High-Level Design (HLD)

   • Architecture overview

   • Integration points

7. Low-Level Design (LLD)

   • Detailed configurations

   • Technical requirements

Step 5: Email Response

Send automated reply containing:

• Summary of identified requirements

• List of recommended products

• Total pricing estimate

• Google Drive links to all documents

• Next steps for the sales team

Technical Requirements

Make.com Modules Needed:

• Email: Gmail/IMAP for receiving

• Google Drive: Create folders and documents

• Google Docs: Generate from templates

• Anthropic: AI processing

• Data Store: Product catalog and pricing

• Tools: Text parser, JSON, Iterator

• Router: Conditional logic for pricing

Data Sources to Integrate:

1. Product Catalog (CSV/Google Sheets)

   • 52 enterprise software products

   • Multiple editions per product

   • Base pricing

2. Professional Services Pricing (CSV/Google Sheets)

   • Service rates by location

   • Implementation complexity factors

   • Training costs

3. Document Templates (Google Docs)

   • Pre-formatted with company branding

   • Company brand colors (will be provided)

   • Variables for dynamic content: {{client_name}}, {{products_list}}, {{total_price}} … etc

Deliverables

Primary Deliverables:

1. Complete Make.com scenario handling the entire workflow

2. Configuration documentation

3. Google Docs templates with variables

4. Product/pricing data structure in Google Sheets

5. Testing with 3 sample RFPs

Additional Requirements:

• Error handling for failed processing

• Backup/retry mechanism

• Daily summary report of processed RFPs

• Ability to update pricing without changing scenario

Sample Data Provided

We will provide:

• Sample RFP documents (PDF/Word)

• Complete product catalog (Excel)

• Professional services pricing matrix (Excel)

• Example proposals we’ve created manually

• Document templates with our branding

Skills Required

Must-Have:

• Make.com expertise (3+ years, complex scenarios)

• Google Workspace API experience

• AI Integration (Anthropic Claude or OpenAI)

• Document automation experience

• Complex data manipulation in Make.com

Nice-to-Have:

• Arabic language understanding

• Experience with pricing/CPQ systems

• B2B proposal automation

• Knowledge of IT/software sales

Success Criteria

The system must:

• Process RFP email → Generate documents in under 30 minutes

• Handle multiple products in single RFP

• Calculate pricing with 100% accuracy

• Generate professionally formatted documents (not plain text)

• Support both English and Arabic content

• Create shareable Google Drive links

• Send comprehensive email response

[Greatness_Workflows]

Hey Samial, I understand how time-consuming it is for your team to build RFP packages manually and how missed deadlines affect growth. I can design a Make.com workflow that receives RFP emails, uses AI to extract requirements, applies your pricing rules, and generates all required documents in English and Arabic delivered with Google Drive links in under 30 minutes.

I’ve built complex Make scenarios with Google Workspace, AI integrations, and pricing automation, so I can ensure accuracy, scalability, and professional output.

Schedule a call with me here so we can discuss how to get started ASAP.

[Deborah1]

We will design and deliver a fully automated Make.com scenario that receives RFP emails, extracts and analyzes requirements with AI, maps requirements to your 52+ product catalog, computes accurate pricing using your multi-factor pricing model, generates seven (7) professional proposal documents in English and Arabic from Google Docs templates, and returns a single response email containing summary, pricing, and Google Drive links. The system will include robust OCR, error handling, audit logs, and an admin-friendly pricing data store so pricing rules can be updated without editing the scenario.

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Key Outcomes (what you’ll get)

Automatic ingestion of RFP emails (PDF/DOCX/XLSX + scanned documents).

Fast, AI-driven requirements extraction and product mapping.

Deterministic pricing engine implementing your formula:

Base Price × Edition Multiplier × Client Type × Location × Implementation Method (editions, client types, location and implementation multipliers encoded).

Seven branded Google Docs output per RFP (English + Arabic Financial Proposal with RTL formatting and Arabic numerals).

Shareable Google Drive folder with document links and an automated reply email to the sender and internal sales contacts.

Daily processing summary report, retry/backoff and error notifications.

Admin UI (Google Sheet) to update product/pricing/service inputs without changing the Make.com scenario.

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Proposed Solution Architecture (high level)

Inbound email: Gmail or IMAP module in Make.com monitors RFP inbox.

Pre-processing: Attachment router → file type detection → OCR (for scanned PDFs) using an OCR module or 3rd-party OCR integrated in Make.com.

AI processing: Anthropic Claude or OpenAI GPT-4 via Make.com HTTP/AI modules for extraction, requirement classification, entity extraction (required products, deadlines, contact details).

Catalog mapping: Product catalog stored in Google Sheets (or Make Data Store) — matching logic runs in Make.com (fuzzy matching + rules).

Pricing engine: Implemented as modular routers and functions in Make.com that apply the multipliers and service tables to compute line-item pricing and totals. The engine reads multipliers and rates from Google Sheets.

Document generation: Google Docs templates with {{variables}} — populated using Google Docs module; Arabic templates preformatted for RTL; number conversion routine to Arabic numerals inline in the Make scenario or via small cloud function if needed.

Output & email: Create Drive folder → populate documents → generate share links → send templated response email with summary, product list, price, and links.

Monitoring & reporting: Daily summary email and a Make.com scenario log that includes error details and retry counts.

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Document Set Generated

1. Technical Proposal (EN) — company profile, solution, methodology (6 phases), high-level timeline, team.

2. Company Profile (EN)

3. Implementation Methodology (EN) — 6 phases, deliverables per phase.

4. Financial Proposal (EN) — pricing table, payment terms, T&Cs.

5. Financial Proposal (AR) — RTL + Arabic numerals (parity with EN).

6. Scope of Work — in-scope, out-of-scope, assumptions & dependencies.

7. Project Plan — Gantt-style timeline table and milestone phases, resource allocation.

8. HLD & LLD modules (generated partial content from templates; full LLD can be delivered separately if required).

(Templates will be provided and variables will be clearly documented.)

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Pricing Logic (implementation detail)

Source inputs: product Base Price, edition (Standard=1x / Professional=1.5x / Enterprise=2x), client type multiplier (Gov=2.5x, Enterprise=1.5x, SMB=1x), location (Major City=1x, Other=1.3x), implementation method (Onsite=1x, Remote=0.5x, Hybrid=0.75x), plus professional services rates & training costs.

Calculation flow: for each product line → apply edition multiplier → multiply by client type → multiply by location factor → add implementation/service fees (where applicable) → calculate subtotals, taxes, and totals.

Validation: cross-check totals against lookup tables; flag mismatches for manual review.

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Arabic / RTL specifics

Templates will be prepared for RTL layout (Google Docs native RTL support).

All numeric values can be converted to Arabic-Indic numerals inside the generation step.

Quality assurance includes bilingual proofreading pass (automated + manual review sample) to ensure grammatical and layout integrity.

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Error handling & resilience

File-type and OCR errors produce a clearly flagged RFP in an error queue with details and the original attachments.

Retries with exponential backoff for transient API errors (AI service, Google quota).

Manual override path: scenario generates a “requires review” flag that routes the RFP to the sales inbox with an annotated checklist.

Audit trail: each RFP processed will have a trace log (inputs, mapped products, pricing calculations, AI outputs) stored in Drive/Sheets for compliance and disputes.

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Testing & Acceptance

We will run the scenario against 3 supplied sample RFPs (you will provide).

Test cases include: scanned RFP, multi-product RFP, Arabic content RFP, variant formatting and edge cases (missing deadline, ambiguous requirements).

Acceptance criteria: accurate extraction of required fields, correct product mapping, pricing matching the formula with no calculation errors, and all documents generated with correct branding and variable substitution. The system must produce shareable Drive links and an email with the summarized content.

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Deliverables

Fully configured Make.com scenario (exportable and documented).

Google Drive folder containing test outputs and templates (with variables annotated).

Google Sheets product catalog and pricing matrix formatted for admin edits.

Configuration & runbook documentation (how to update pricing, how to add new templates, how to change email inbox).

Error handling and rollback plan.

Final test report from the 3 sample RFPs.

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Operational & Access Requirements (what we need from you)

Admin access to the designated RFP inbox (Gmail or IMAP credentials with app-specific access).

Google Workspace admin permissions to create folders and integrate Google Docs.

Product catalog (CSV or Google Sheet) with Base Price, editions, service rates, and any existing pricing rules.

Professional services pricing matrix and training rates.

Branded Google Docs templates (or logos and style guidelines for finalizing templates).

Example RFPs (3) and example manually-created proposals for style reference.

Preferred AI provider (Anthropic Claude or OpenAI GPT-4) and API keys (or we can make provider recommendations).

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Support & Handover

Scenario documentation and a recorded walkthrough of the scenario logic.

A short technical handover session (remote) to your sales/ops team to show how to update pricing and manage exceptions.

Option for ongoing support/maintenance retainer (monthly) for prompt updates, tuning, and handling template changes.

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Commercial Options

Fixed-fee implementation (one-time) + optional monthly support; or

Time & materials (hourly) with milestone invoicing.

(We will propose exact commercial figures after a brief scoping call and review of your product/pricing data to ensure accuracy.)

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Risks & Mitigations

Incomplete RFPs / ambiguous requirements: mitigation — “requires review” flag and human-in-loop step.

AI misinterpretation: mitigation — structured prompts, post-processing checks, and sample-based QA.

Google quotas / API limits: mitigation — quota checks, backoff policies, and admin alerts.

Arabic formatting nuances: mitigation — bilingual template QA and manual review on first X submissions.

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Next Steps (recommended immediate actions)

1. Provide the 3 sample RFPs, product catalog, pricing matrix, and templates.

2. Grant temporary admin access or share an API-enabled service account for integration testing.

3. Schedule a 60-minute kickoff to confirm integrations, provider choice (Anthropic vs OpenAI), and acceptance criteria.

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If this aligns with your needs I’ll prepare a succinct Statement of Work (SoW) that includes scope, milestones, responsibilities, required inputs, and commercial terms for your review.

This is my Fiverr link so that we can more on the project:https://www.fiverr.com/s/o8XWzkX

[Felipe-Aspirity]

Hi @samialmekhlafi I can see how impactful would an automation to produce the RFP would be in your business. My tema and I have helped several clients with similar automations, from producing estimates to generate POs. If you can provide some samples of the RFP that are currently being generated manually I am sure we can automate this process for you.

Let me know if you can meet to discuss this in more details 30 Min Meeting | Felipe Saucedo | Cal.com

[protoitconsultants]

@samialmekhlafi I understand exactly the kind of solution you are looking for and with experience of developing same kind of integrations in the past, I know how we can create this system and make it workable for you.

We can start by integrating your Gmail and training this system on what subject lines to check for to ensure that we extract the correct emails and will be needing the pricing logics, and requirements gathering procedures of your firm to ensure we develop and deliver the accurate system for you.

Since this is a larger projects to be completely discussed over chat threads, can you spare some time to meet and discuss this in detail?

Schedule a slot on this link: Calendly

Best,
Sameer

[andres]

@samialmekhlafi, we can help. Let’s meet on Zoom to go over the details. Book a time of us here https://connex.digital/book/make

Talk soon!

[NicoN]

I recently completed a similar product and would be happy to assist you.
Check your DM’s for more details.

Thanks!

[mital_patel]

Hi Samial,

Your project perfectly aligns with my expertise in Make.com automation, AI integrations, and document generation systems. I’ve built similar large-scale automation pipelines that reduce manual workloads from days to hours while ensuring accuracy, compliance, and multilingual support.

My Approach

1. Email Reception & OCR

   • Gmail/IMAP integration to monitor the RFP inbox.

   • Automatic parsing of PDF, DOCX, and scanned files with OCR.

2. AI Requirement Extraction

   • Use Anthropic Claude / OpenAI GPT-4 to extract RFP requirements, deadlines, and client details.

   • Map requests against your product catalog (52+ items).

3. Pricing Logic Automation

   • Implement the full formula you described with editions, client types, location factors, and implementation multipliers.

   • Store and manage base pricing in Google Sheets for easy updates.

4. Document Generation

   • Generate 7+ proposal documents directly from branded Google Docs templates.

   • Support for English and Arabic including RTL formatting, Arabic numerals, and mirrored layouts.

5. Automated Response & Delivery

   • Email back a package with pricing summary, proposal attachments, and Google Drive links.

   • Include daily summary reports for management.

6. Error Handling & Scaling

   • Retry and backup mechanisms for failed processing.

   • Modular workflows in Make.com for easy maintenance and scalability.

Why Me

• 3+ years building complex Make.com scenarios integrating CRMs, pricing systems, and AI.

• Experience with Google Workspace automation (Docs, Sheets, Drive, Gmail).

• Delivered document-heavy automation for enterprises, including multilingual proposals.

• Skilled at designing LLM-powered workflows for content extraction and generation.

Proposed Next Step
I can start with a proof of concept (processing 1 sample RFP end-to-end: extract → calculate → generate → email). Once validated, we’ll expand to the full 7–8 document workflow with Arabic support.

Would you like me to prepare a detailed breakdown (timeline + cost per phase: AI extraction, pricing, docs, testing) so you can see how we’d structure this project?