​​Why SiftHub is the best AI RFP tool

If you’re reading this, chances are you’ve felt the pain of RFPs.

They’re not just checklists. They’re strategic documents that signal deal intent, and for most companies, they still involve broken workflows, repetitive questions, overwhelmed SMEs, and outdated tools.

The reality? Legacy platforms and manual methods can’t keep up with the speed, complexity, and volume of today’s RFPs.

That’s why we built SiftHub. AI built to take on the grunt work, streamline collaboration, and help you focus on winning, not just responding.

What makes a winning RFP tool in today’s world

A modern RFP solution needs to do more than pull content from a static library. It needs to:

• Understand context across deals, products, and buyers
• Auto-fill answers are grounded in your real-time product knowledge
• Minimize SME involvement
• Integrate directly into the tools your team already uses
• Improve with every submission
  

In other words, it needs to feel less like software and more like a smart, embedded teammate.

How does SiftHub solve the RFP business for sales teams?

1. Completing questionnaires without burning weeks

The problem

Manual questionnaire completion eats up weeks. Whether it’s a 500-question RFP or a detailed security review, answers are copied and pasted from past docs, stitched together by SMEs, and reviewed endlessly. The work is repetitive, slow, and often inconsistent.

The solution with SiftHub

‍SiftHub auto-fills entire questionnaires in minutes, pulling directly from your connected knowledge sources, Google Drive, Slack, Confluence, Salesforce, past RFPs, and more. You get a complete, editable draft instantly, grounded in approved content.

The outcome:

• 14+ hours saved per questionnaire
• First drafts ready in under 10 minutes
• SMEs focus on strategic tasks, not data entry

Superhuman’s team was able to save >8 hours per week with intelligent autofill. Want to know how? Read here. 

2. Managing RFPs without project chaos

The problem‍

Every RFP turns into a project management nightmare. Multiple owners. Dozens of email threads. Versions flying around. Constant Slack reminders. It’s easy to lose track of what’s done, what’s pending, and who owns what.

The solution with SiftHub‍

SiftHub breaks down each questionnaire automatically, assigning questions to the right owners, tracking progress in real time, and nudging reviewers when deadlines slip. Best part? It all happens inside the tools you already use: Word, Excel, Google Docs, Sheets, and even vendor portals.

The outcome:

• Clear ownership and accountability for every section
• Faster, smoother reviews with fewer back-and-forths
• Zero “status update” meetings or last-minute scrambles
  

3. Deciding which RFPs deserve your time

The problem‍

Not every RFP is worth chasing, but most teams find that out after they’ve already sunk days or weeks into the response. That wasted effort stretches teams thin and hurts morale. According to 2021 research from Consensus, the median ratio of AEs to SEs is 4:1. That means each SE is supporting four account executives and is already stretched to cover demo requests, evaluations, and customer questions, leaving little room for wasted effort.

The solution with SiftHub‍

SiftHub analyzes new requests, highlights risks or misalignments, and compares them against past wins and losses. In minutes, you know whether to bid or walk away.

The outcome:

• Invest time only in high-potential deals
• Free up bandwidth by skipping low-fit opportunities
• Improve win rates by focusing on where you can compete and win

Real-world impact

Presales leaders don’t just want tools; they want results. Here’s how SiftHub has delivered measurable impact for real teams.

Congruent Solutions

• 10× faster responses, from 1–2 weeks to just 2–3 days
• 50% more bandwidth for presales and product teams
• 100% visibility into company knowledge, eliminating tribal know-how silos

“We’ve gone from taking 1-2 weeks to gather and finalize responses to being able to submit within 2-3 days!” — Mahesh Natarajan, Chief Revenue Officer at Congruent Solutions. Read the full case study here.

Sirion

• 1.5× increase in RFPs handled per month (40–45 per month, 2 per working day)
• 48-hour reduction in RFP SLAs, even as complexity and volume increased
• 400+ technical queries answered each month with consistent accuracy
• Down-select rate improved from 65% to over 90%

“Another big impact we’ve seen, which is at least partially thanks to SiftHub, is the improvement in our down-select rate – namely, the rate of how often we advance to the next deal stage post-RFP submission.  From the industry average of 65%, we’ve seen this rate go up to 90%+ in the last few months.” — Ujjwal Bhardwaj, Vice President of Presales at Sirion. Read the full case study here.

Allego

• 14+ hours saved per project
• 8× faster RFP processes week over week
• 90% of questionnaires automated for smarter, faster responses

Allego’s team sees SiftHub as a catalyst, making RFPs smoother, faster, and more productive across the board.

“SiftHub’s vision aligns very closely with our own to help go-to-market teams close deals faster. Their AI platform has helped us realize massive time savings on RFP and information security responses, boosting overall sales productivity.” — Peter Kyranakis, VP of Solution Consulting and Sales Enablement at Allego. Read the full case study here.

Why teams choose SiftHub over legacy tools

Switching to SiftHub isn’t about doing the same things faster; it’s about doing them smarter. Teams choose SiftHub because it’s:

• AI-first, not AI-added → Contextual responses that improve every cycle
• Embedded where you work → Google Docs, Sheets, Word, Excel, vendor portals
• Grounded in your ecosystem → Slack, Confluence, past RFPs, product docs, and more
• Enterprise Secure → No training on your data, with full control over access
• Collaboration without chaos → Tasks, reviews, and nudges built in
• Smarter with use → Learns from every RFP to deliver better responses next time
  

And if you’re wondering what that means for your team in hard numbers…

Try our ROI calculator to see how many hours and dollars your team could save.

Conclusion: Your AI teammate for RFP success

RFPs aren’t going anywhere. But the way your team handles them can change.

With SiftHub, you don’t waste weeks chasing inputs, fixing inconsistent answers, or managing version chaos. You finally have a platform that takes care of the grind so you can focus on strategy, customers, and closing deals.

Your team responds faster. Collaborates better. Wins more. And finally, has the bandwidth to focus on the opportunities that matter most.

Book a live walkthrough and see how SiftHub becomes your smartest teammate.

FAQs

Does SiftHub work inside Google Docs or Microsoft Excel?

Yes. You can generate and edit responses right where you already work, no import/export needed.

How does SiftHub reduce SME involvement?

The RFP Agent only escalates questions that truly require SME input, and even then, it suggests the right person to ask.

Is my data safe with SiftHub?

Yes. SiftHub runs on enterprise-grade architecture, with no data used to train public models. 

You control what’s used, where it’s used, and how it’s sourced.

How fast can we onboard with SiftHub?

Most teams see value within days. SiftHub integrates with your tools and builds on what you already have.