It’s time to zero in on your proposal automation priorities.

This checklist is designed to help you choose the solution that adds value where it really matters.

Compiling a winning proposal is a mammoth task. 

Without automation, the process is labor-intensive and expensive, and the scope for error and inconsistency is high. 

You’ve done your research and you know that proposal automation could cut out manual, repetitive tasks, improve accuracy, elevate your branding, and ensure robust security and compliance.

Now it’s time to choose your vendor. 

However, with the increase in different variations of proposal automation software available, coupled with rapid technological development, finding the right solution isn’t always straightforward.

In this blog, we’ve consolidated the most important questions to ask when shopping for a proposal automation solution.

System architecture: The blueprint

System architecture is the structure and design of a software system. You can think of it as the blueprint of a building. 

A well-designed system architecture will align with your existing systems and workflows, to create a smooth and seamless experience for end users.

The checklist:

• Compatibility check: Are the proposal templates compatible with Microsoft Office, Google Workspace, Salesforce, DocuSign, and SharePoint? Seamless integration across these applications will save time by ensuring a cohesive proposal process.
• Use cases and adaptability: How adaptable is the system architecture to diverse use cases? A flexible system will evolve with your changing requirements, accommodating different proposal formats and complexities as your consulting firm expands.
• User-friendly assessment: How user-friendly is the software for both administrators and consultants? A smooth experience for all involved is vital for adoption and productivity.

Platform & administration: Can the platform manage change?

Your chosen platform will continue to grow – but how do they manage the deployment of updates?

The platform’s approach to managing updates, including the frequency, testing procedures, and user impact assessment, plays a pivotal role in its ability to adapt and evolve without disrupting your operations.

The checklist:

• Adaptability & updates: How does the solution adapt to evolving business needs and deploy updates seamlessly? A forward-thinking solution adapts to changes, ensuring it remains aligned with your company’s growth and can integrate into other systems.
• Scalability assurance: Can the platform scale with your company’s growth? Scalability is crucial for handling increased complexities, expanding into new markets, and accommodating growth.
• Efficient administration: Can the solution facilitate template distribution without relying on IT resources? Streamlined administration ensures efficient template distribution and accurate permission control for end-users, without overburdening IT resources.

Security & data: Protect your assets

Ensuring the utmost security for your sensitive data is a top priority when selecting a proposal automation vendor. These questions will make sure you safeguard your assets and maintain the integrity of your information.

The checklist:

• Security-first approach: Can your vendor prove they have a security-first approach with certifications like SOC II and ISO 27001? Certifications demonstrate a commitment to robust security measures, to provide peace of mind.
• CISO connection: Can you connect with their Chief Information Security Officer (CISO) to understand how data is managed? Direct communication with the CISO fosters transparency and builds confidence in the vendor’s data protection strategies.
• Data integrity assurance: How does the solution ensure maximum data integrity during document creation? A focus on data integrity is crucial to prevent any compromise during the proposal creation process.

Why is security so important?

Companies without ISO 27001 certifications are 48% more likely to experience a data breach compared to certified organizations.

Businesses using vendors without SOC II compliance face an average of 2.5x higher financial losses in the event of a security incident.

End user capabilities: Empower your team

Even the best features are redundant if your consultants can’t work out how to navigate them. Putting the end user first is the best way to ensure you get the most from your investment.

The checklist:

• Intuitive usage: Can consultants use the software intuitively, without extensive training? A user-friendly interface is paramount for a speedy adoption and maximum efficiency.
• Post-production proficiency: Does the solution provide robust post-production capabilities for consultants? Efficient post-assembly adjustments empower consultants to personalize proposals with ease.
• Output flexibility: Can the solution handle variable output formats based on recipient and use case? Flexibility in output formats makes sure the software meets diverse needs with ease – catering to a range of clients.

Implementation, support & training: Smooth onboarding for success

A smooth onboarding process is the foundation for success. This section will help you ensure your solution offers seamless implementation, ongoing support, and high adoption rates.

The checklist:

• Efficient implementation: How quick and easy is the implementation process? A streamlined implementation process will allow you to derive value as quickly as possible.
• Ongoing support & training: What kind of ongoing support and training does your company provide? Continuous support and training are vital for issue resolution and skill enhancement, ensuring success is sustainable.
• Adoption-rate assurance: How do you ensure high adoption rates? High adoption rates are crucial for the continued success of the proposal automation software. Understanding the strategies in place ensures active usage and integration into existing workflows.

Partnerships: Strengthen your company’s ecosystem

A solution is only as strong as its ecosystem. Ensure the company you’re buying from is and may come with additional financial benefits.

The checklist:

• MACC eligibility: Are you MACC-eligible and transactable? Understanding eligibility for programs like MACC provides insights into potential financial benefits for your company.
• Solution partner network: Can you point to a strong network of external solution partners? Most solutions will require customization, so the provider should have experience working with external solution partners.

It’s time to power up your proposals

As the market leader in proposal automation software, Templafy is already supporting hundreds of thousands of users across consulting companies, including three of “the big four” consulting firms, to create better proposals, faster.

Our platform ensures that the assembly of every proposal is frictionless for the employee while guaranteeing to the admin or director that all the information in it is correct and up to date.