Is RFP automation really worth it? We break down the time, cost, and win rate differences between manual and AI-powered proposal workflows in 2025.
In the ever-competitive world of proposals, businesses are under constant pressure to respond to more RFPs, faster — and with higher precision. But the question on many minds remains: Should we still do it manually, or is automation finally worth it?
As we step further into 2025, the gap between manual and automated RFP processes has become starker than ever. With AI-native tools gaining traction, it’s time to break down what’s actually at stake — in terms of time, cost, and perhaps most importantly, win rate.
1. Time: How Long Does Each Method Take?
- Manual Process
Time-consuming and repetitive, manual RFP responses can take 20 to 40+ hours per proposal. This includes reading through lengthy documents, copying and pasting from old proposals, coordinating with SMEs (subject matter experts), and assembling the final version. Multiply that by dozens of proposals a year, and the hours vanish fast. - RFP Automation
With the right software in place, much of that time shrinks. AI-driven platforms can pull from your content library, auto-fill common responses, and suggest optimal answers based on past wins — cutting response time down to 5 to 10 hours, or even less.
✅ Time Savings: Up to 75% reduction in time spent per proposal.
2. Cost: What Are You Really Paying For?
- Manual Process
You’re paying in labor: proposal managers, writers, SMEs, legal reviewers — not to mention the opportunity cost of slower responses. If your team spends 40 hours per RFP at an average loaded hourly rate of $75, you’re looking at $3,000 per proposal, minimum. - RFP Automation
Software costs vary, but modern platforms range from $99 to $499/month per user. Even with onboarding and training, most teams break even quickly — especially if they’re submitting 5+ RFPs per month.
✅ Cost Efficiency: Automation can bring down proposal costs by 30–60% over time, especially for high-volume teams.
3. Win Rate: Does Automation Actually Help You Win More?
This is where the conversation shifts from productivity to performance.
- Manual Process
Manual teams often operate under stress, with last-minute input and patchwork content reuse. This can lead to inconsistent messaging and missed requirements — which directly affects how proposals are scored by evaluators. - RFP Automation
Tools like Narwin, Loopio, and Responsive aren’t just time-savers — they improve quality. With AI suggesting language that’s worked before and enforcing brand consistency, teams are more likely to submit polished, compelling proposals. Plus, many tools now offer built-in compliance checks and win-loss analysis to help you continuously improve.
✅ Win Rate Boost: Teams report 10–25% increases in win rates after switching to automation, according to industry surveys.
Bottom Line: Is RFP Automation Worth It in 2025?
If your team is submitting more than a few proposals per quarter, automation is no longer a luxury — it’s a strategic advantage. While manual processes may still work for smaller teams or niche projects, scaling your efforts without burning out your people demands modern tooling.
Emerging AI-native platforms like Narwin are especially well-positioned for 2025, offering speed, brand-safe AI generation, and seamless collaboration without overcomplicating your workflow.
So ask yourself: Do you want to do more RFPs — or win more RFPs?
Because in 2025, automation isn’t just about efficiency. It’s about winning smarter.