From brief to award.
Run sourcing events that start with a conversation, structure themselves around your vendors, contracts, and spend, score responses against weighted criteria with AI suggestions, and turn the winner into a vendor record without rekeying. One workflow, one audit trail.
Sourcing events deserve more than a spreadsheet
A real RFP has a brief, a structured set of questions, weighted criteria, suppliers to invite, responses to compare, scores to assign, clarifications to track, a winner to pick, and a vendor record to set up. Most teams run all of it through email and a spreadsheet, which is fine until somebody asks how the decision was made.
The structure that an RFP needs is the thing that always gets skipped. Setting up weighted criteria takes time. Side-by-side comparisons require manual reformatting. Audit trails are a separate file. By the time the next sourcing event comes around, half the work is being done from scratch.
ProcuHelp turns the whole lifecycle into a single workflow. AI-assisted brief intake. Structured questions with weights. Suppliers respond in the portal you already use for onboarding. Side-by-side comparison with AI score suggestions you can apply or override. Award the winner and their record flows into your vendor directory automatically.
Start with a brief, not a blank page
Tell ProcuHelp what you’re sourcing in your own words. The assistant asks clarifying questions, then proposes a structure with sections, weighted criteria, and questions tailored to the category. You confirm the basics, edit anything you want, and launch.
One workflow, five stages
From the first conversation with the AI to the moment a vendor record is created on award. Every stage flows into the next without leaving the platform.
Brief
Tell the AI what you’re sourcing. It asks clarifying questions until the scope is tight.
Structure
AI proposes weighted sections with questions tailored to the category. You review and edit.
Invite
Suppliers get a portal invite. Existing vendors skip onboarding. New ones complete a profile first.
Score
Compare responses side by side. AI suggests scores you can apply, override, or dismiss. Weighted totals roll up.
Award
Winner notified, losers notified, vendor record created automatically. Non-winning supplier data deleted per GDPR.
Every step writes to the same audit log. Every supplier interaction is timestamped. Every score is attributed. When somebody asks “how did we pick this vendor” six months later, the answer is one click away: brief, structure, invitees, responses, scores, comments, and approvals, all in one place.
Four capabilities, one workspace
The RFP module is built around four things that change how sourcing events get run. Each one earns its place in the workflow.
AI scoring with a human in the loop
Every response gets an AI-suggested score against the question, with a rationale you can see. Apply it, override it, or dismiss it. The pattern keeps you fast on the easy ones and thoughtful on the ones that matter.
Weighted criteria, summed automatically
Sections carry weights. Questions inside sections carry weights. Scores roll up to a weighted total per supplier without anybody opening a spreadsheet. The math stops being a side project.
Vendor profile gate, GDPR-clean
Suppliers fill in legal entity, contacts, and any custom fields from your onboarding template before they can answer. On award, the winner’s data merges into your vendor directory. Everyone else’s is deleted.
An audit log that writes itself
Every action gets recorded: who created the RFP, when invitations were sent, what clarifications were asked, how scores landed. Six months later, the trail is intact and the decision is defensible.
When an RFP is the right move
Test the market before resigning
A major contract is six months out from renewal. The current vendor is fine, but nobody has checked the market in three years. Run a focused RFP with two or three alternatives invited. Compare on price, capability, and service level.
Worst case: you confirm your current vendor is competitive and renegotiate from a stronger position. Best case: you find someone better.
Source a category from scratch
A new requirement comes up. The business needs an HR system, a logistics partner, a security audit firm. Brief the AI in the morning, generate the structure by lunch, send invites in the afternoon. The sourcing event is in flight by the end of the day.
Existing vendors you already know skip onboarding and answer the questions directly. New vendors complete a profile first, so by the time you score them, the data is clean.
Scheduled review of recurring spend
Some categories don’t have one big contract; they have a quiet collection of incumbents that nobody has formally reviewed in years. Office supplies, cleaning, fleet leasing, energy.
Run an RFP on a schedule: every three years, every category gets a structured market check. The audit trail proves it happened.
Where the RFP connects
Where awarded suppliers land
Profile data from the winning RFP response flows straight into the vendor directory. No rekeying, no duplicate records, no “wait, who do we have in our system for this” six months later.
Read more ContractsThe agreement that follows
Contract management tracks the agreement that comes out of the sourcing event. Renewal dates, e-signature, AI analysis, and a link back to the source RFP for full traceability.
Read more Vendor portalWhere suppliers respond
The same secure portal you use for vendor onboarding is where suppliers answer the RFP. One login, your branding, one place for everything you exchange with them.
Read moreRun your next RFP without the spreadsheet
Book a demo and we’ll walk through the AI-assisted brief intake, the side-by-side scoring, and how an awarded supplier becomes a vendor record without anybody rekeying. Twenty minutes is usually enough to see the shape.