Frequently asked questions

ProposalPilot is web software that helps teams answer RFPs (requests for proposal), security questionnaires and sales proposals. You upload the request, it extracts every question, drafts an answer for each one from your own documents and previously approved answers, and your team reviews, edits, approves and exports the result to Word or Markdown.

An RFP response tool turns the slow, repetitive part of bidding — finding the questions, locating the right facts and writing consistent answers — into a guided workflow. Instead of searching old proposals by hand, you keep your company knowledge in one place and the tool drafts from it, with a person approving every answer.

Any team that regularly answers formal requests: software and IT companies handling security questionnaires, commercial service contractors (janitorial, window cleaning, facilities), construction and trades bidding on public work, agencies, consultancies, and non-profits responding to grant or procurement requests.

PDF, Word (DOCX), plain text, Markdown and CSV, up to 20 MB each. File contents are checked against the file type before they are processed. Scanned, image-only PDFs have no extractable text, so run OCR on them first.

Your own. ProposalPilot is bring-your-own-key: you connect Anthropic Claude, OpenAI, OpenRouter, Hugging Face, or an Ollama server you run yourself, then choose the model. Model lists are fetched live from your provider, so new models appear without waiting for a ProposalPilot update.

Yes. Your AI usage is billed by your AI provider on your own account, so you control the model, the spend and the data agreement. ProposalPilot's subscription covers the software, not the AI tokens.

Keys are verified when you save them, encrypted with AES-256-GCM before they are stored, and only decrypted on the server at the moment a request is made. They are never sent back to the browser — only the last four characters are shown.

Yes, through Ollama. On the hosted service the Ollama server must be reachable over public HTTPS (for example behind a reverse proxy or tunnel with a token), because the hosted app cannot reach private LAN addresses. If you self-host ProposalPilot on your own network you can point it at private addresses.

Any language model can be wrong. ProposalPilot instructs the model to answer from your documents and to say when it lacks the information, shows which sources it used, and requires a person to approve each answer before it is marked done. Always review answers before you submit a bid.

ProposalPilot does not train models. Document excerpts are sent to the AI provider you chose in order to draft an answer, so their data-handling terms apply — check your provider's API data policy and choose a plan that fits your confidentiality needs.

Every workspace's data is isolated with database row-level security, so one customer's queries cannot read another's rows. Uploaded files sit in a private storage bucket and are downloaded through short-lived signed links.

No certification is claimed. The platform is built around OWASP and NIST guidance and uses FIPS-approved algorithms (AES-256-GCM, SHA-256, TLS) — but a certification requires an independent audit of an organisation's processes, which software alone cannot provide. The SECURITY.md file in the repository lists the controls in detail.

Yes. The Professional plan supports teammates through invitation links with Admin, Editor and Reviewer roles, a shared answer library, a team chat with project channels, and an audit log of important changes.

Yes. Direct messages are end-to-end encrypted in the browser with ECDH P-256, HKDF-SHA-256 and AES-256-GCM, so ProposalPilot's servers and administrators only store ciphertext. Your private key is protected by a chat passphrase that cannot be recovered — if you forget it, you must reset your keys and old messages become unreadable. There is no forward secrecy, and you should compare the security code with your teammate to rule out a swapped key.

Yes. Team Chat has a workspace-wide channel and a discussion channel for every project, plus optional Slack or Microsoft Teams notifications, a Salesforce connection that creates an Opportunity for each new project, and private end-to-end encrypted direct messages.

Starter is $49 per month (up to 10 RFPs per month) and Professional is $149 per month (unlimited RFPs, team collaboration and security questionnaires). Subscriptions are billed monthly through Stripe and can be cancelled at any time from the billing page.

You can create a free workspace to look around, but AI drafting requires a paid plan and your own AI key. See the pricing section for current plans.

Hosted ProposalPilot is licensed through its Stripe subscription. For organisations that must run it on their own servers, self-hosted installs use a signed license key that is verified offline. Contact us if you need a self-hosted license.

The marketplace lists optional add-ons for specific kinds of bids, such as Bid Radar for finding opportunities, pricing estimators for cleaning and window work, and a compliance vault for certificates and insurance. They are being built in the order customers ask for them, so you can ask to be notified; nothing is charged until an add-on launches.

Open Settings → Billing → Manage billing. That opens the Stripe customer portal, where you can cancel, change plan, update your card and download invoices.