In the fast-paced world of client acquisition, knowing which opportunities to pursue can make the difference between thriving and merely surviving. This case study explores how one development firm used AI-powered intelligence to transform their RFP process, resulting in smarter decisions and unexpected revenue streams.
Introduction to App Guardians
App Guardians, a mobile marketing firm with over 20 employees, works with both startups and enterprise clients. They faced a challenging situation: two large RFPs arrived in the same week, requiring extensive review, team coordination, and important decision-making.
The problem was that their CEO and Director of Operations were already overwhelmed. Responding to both RFPs could stretch the team too thin and lead to projects that weren’t the right fit. When they discovered a solution to manage their RFP load, they felt a weight lift off their shoulders. This solution would save them time and help them pursue the right opportunities.
Instead of making assumptions, they took a moment to ask three important questions:
- Is this RFP worth pursuing?
- What are our chances of winning?
- How can we avoid wasting time on low-potential leads and still find good opportunities?
Their answer was to bring in Narwin, an AI-powered RFP intelligence tool. This tool helps teams quickly evaluate suitability, spot problems, and assess the competition.
Using Narwin to Triage RFPs Fast and Easy
App Guardians uploaded both RFPs directly into Narwin. Within minutes, they received:
- Fit Score Analysis — an alignment score based on project scope, capabilities, and client intent
- Red Flag Warnings — issues like power dynamics, unclear budget authority, and geographic concerns
- Competitive Insights — information on who else might be bidding based on sector and region
- Instant Internal Briefing — summaries designed to help non-writers and leadership align quickly
This process provided them with clarity and confidence, allowing them to make two different decisions on two nearly simultaneous RFPs. They felt empowered by the control over their choices.
RFP #1: A Food App Startup
Initial Signal:
The CMO showed engagement and responsiveness, offering a Q&A session before submission, which was a positive sign.
Narwin Fit Score:
60% — promising, but with some concerns.
Red Flags:
- The CMO had a corporate background
- The budget authority was unclear
- The procurement process was unusual for a startup at that stage
Decision:
App Guardians decided to pursue the opportunity. Although the entire contract was awarded to a larger local agency, they secured a $15,000 subcontract for part of the project. This decision brought them a sense of achievement.
Outcome:
✔️ Revenue secured
✔️ Relationship established
✔️ Effort justified
RFP #2: A UK Enterprise Client
Initial Signal:
Low engagement. The client did not want to meet or clarify needs before sending the RFP.
Narwin Fit Score:
~50%, with concerns about geography, service compatibility, and decision-making.
Narwin Recommendation:
Refer to a trusted UK-based partner and discuss a referral agreement.
Decision:
App Guardians chose not to pursue and introduced a peer firm in the UK instead.
Outcome:
Their partner won the deal (a six-figure contract), and App Guardians earned $10,000+ in referral revenue without being involved in delivery.
✔️ No resource drain
✔️ Relationship strengthened
✔️ Pure margin
Real ROI: What the Team Gained
| METRIC | RESULT |
| Time Saved | 15+ hours of triage, review, and meetings |
| Revenue Generated | $25,000+ ($15k project + $10k+ referral) |
| Unnecessary Proposals | 1 full pursuit skipped |
| Subscription | ROI 100%+ in first month |
Narwin helped us save 15+ hours & generate over $25,000 by participating only where we had a real shot. Since we receive around 5 major RFPs per quarter, the annual subscription pays for itself quickly. We just made $10,000 in referral revenue for an RFP we didn’t have to go after ourselves.Carter Hawthornwaite, Operations Director, App Guardians
Long-Term Impact
This early success encouraged App Guardians to ramp up their efforts. They have since expanded Narwin’s use across multiple teams and plan to implement it in future fiscal cycles. They aim to win more while wasting less.
Why Narwin Worked for Them
Focus: Allowed their team to concentrate on high-impact work
Speed: Quickly triaged complex documents
Intelligence: Provided actionable insights into fit, client signals, and competition
Pragmatism: Helped them confidently decline pursuits and even profit from it
Final Takeaway
You don’t have to chase every RFP. Pursuing the wrong ones can waste time, energy, and trust. The App Guardians story demonstrates that with the right decision-making framework and tools, even not winning can be beneficial.
Stop chasing every RFP. Start winning the right ones. Book a free Narwin demo today and discover how you can save time, close more deals, or even profit from the ones you don’t pursue: https://narwin.ai