The Top 5 Benefits of Using a Proposal Automation System

Proposal automation systems are by no means the silver bullet to the difficulties experienced by Legal professionals. However, they do provide tangible benefits when creating and developing complex proposals.

The creation of proposals is an expensive and time-consuming exercise for most law firms. Re-usable content like biographies, practice areas, and experience data is often stored in a variety of locations or locked into past proposals saved on individual’s personal computers. This makes collaboration and knowledge sharing an impossible task.

The overhead this places on the firm is significant. Creating a compelling proposal involves the laborious tasks of locating content, re-purposing it for the client, and assembling it into a single document. Over and above this, there is still the need to ensure that the formatting is consistent and that no outdated content has mistakenly been incorporated. This process is time-intensive, error-prone, and highlight inefficient.

Proposal automation systems are by no means the silver bullet to all of these problems. They do, however, provide tangible benefits. The points below highlight just five of the benefits that your law firm can experience from the implementation of an effective proposal automation system.

  1. Reduce Time and Frustration by Easily Locating Common Content

    At the heart of an effective proposal automation system is a central repository of commonly used content – a single source of your law firm’s proposal knowledge. Content stored in this knowledge source may include biographies, practice information, and experience data. 

    Powerful search capabilities make it easy for proposal writers to locate and insert common content into their proposals. Searching for content should be a “Google” like experience whereby the user can find content by supplying text phrases. In addition, tagging and categorizing content is a fundamental requirement to ensure that no time is wasted locating and identifying content.

    Your important content is written once and then stored, tagged, and available for others in your firm to easily locate and reuse. By centralizing content into a knowledge source, the time and frustration experienced by your proposal writers when searching for the correct content will be greatly reduced.

  2. Improved Content Management Results in Accurate and Up-to-date Proposals

    Your law firm’s knowledge source should not serve as just another repository for any perceived reusable content. The content should be relevant, accurate, and well managed. This often requires the attention and ownership of designated content managers in the firm. Content that is added or suggested to this knowledge source should be subjected to an approval process to ensure that it is accurate and correctly branded. Applicable content should be reviewed and versioned to keep it up to date.

    By managing common content stored in a central repository, your law firm can have the peace of mind that the content you are using in your proposals is accurate and correct. This significantly reduces the amount of rework often required in creating proposals and lowers the risk of you issuing a proposal with out-of-date information.

  3. Guided Proposal Creation Assists the Rapid Creation of Consistent Proposals

    In the absence of a proposal automation system, proposal writers need to locate biographies and practice information and then cut and paste it from the source document into the proposal they are creating. Again this process is time consuming and error-prone.

    An effective proposal automation system will allow your proposal writers to rapidly assemble proposals using the managed content stored in your knowledge source. Because proposals often follow a common pattern, it should be possible for proposal writers to use a template that automatically guides the writer through the creation of the proposal. As an example, when working on the biography section of a proposal, the writer may be guided through a search in your knowledge source to locate biographies specific to a practice area or geographic location. 

    The use of templates, content checklists, and guided searches will greatly reduce the time taken in the assembly of your proposals and ensure that your proposals are consistently created with the correct brand, layout, and format.

  4. Smart Content Means Tailored, Focused Proposals that Drive the Win

    Creating a truly compelling proposal requires your proposal to be tailored to your client’s exact needs. For each proposal created, writers have to go through the time consuming task of personalizing the proposal.

    Smart content uses your client data to automatically tailor the proposal to the client’s needs and requirements. As an example, a lawyer biography can be automatically adjusted to remove irrelevant experience and qualifications and to focus on the information that is important to the client receiving the proposal.

    By using smart content that adjusts according to client data, your law firm will ensure that your proposal will focus on content that is relevant to the client while hiding unnecessary information. The final proposal that is created is focused, uncluttered, and more compelling to your client.

  5. Drive Continuous Improvement through Accurate Reporting

    Proposal teams are compelled to reduce costs, improve accuracy, and remove frustrating time spent creating proposals. The ultimate goal, however, is to win more business by developing better proposals. To track progress, these goals and objectives need to be measurable.

    Reporting will help your firm gauge the successful operation of your proposal creation process. It will assist you in evaluating your proposal success and help you make adjustments where necessary. You will be able to understanding where bottlenecks are occurring in the proposal creation process. Having a view into how content is being used in proposals will assist content managers to improve standards and monitor client trends.

    By having informative reports at the fingertips of those managing the proposal creation process, you will be able to continuously improve the process, content, and success rates.

After implementing an easy-to-use, modern proposal automation system, law firms have experienced 30% to 40% improvement in the time taken to create first draft proposals. While implementing a proposal automation system is certainly not going to solve every proposal creation challenge, it will provide improvements in productivity, retention of critical corporate knowledge, and ultimately the retention and attraction of existing and new clients.


Qorus Software is a global provider of document and proposal automation solutions for Microsoft™ Office® and SharePoint®. It helps organizations significantly reduce costs, as well as the time and effort required to generate highly customized and complex documents while improving the quality and accuracy of content. Click here for more information.

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