Documentation

The RFP Vault is your firm's proposal command center. Every proposal your firm generates lives here, organized by pipeline stage and searchable by title or client.

Pipeline stages Proposals move through 11 AEC-specific stages: Discovered, Qualified, In Progress, In Review, Approved, Designing, Submitted, Shortlisted, Won, Lost, and Archived. Update a proposal's stage by clicking the stage dropdown on the proposal card. Changes save immediately.

Proposal cards Each card shows the proposal title, current stage badge, client name, deadline, urgency indicator, and projects referenced. Action buttons on each card let you Edit, View, Design, Manage Sections, and more.

Managing sections Click Manage Sections on any proposal to open the sections modal. Use Auto-split with AI to have Scout automatically divide the proposal into standard AEC sections. Assign each section to a team member by name, email, and due date. Send all invitations at once with the Send All Invitations button.

Recording outcomes When a proposal is Won, click the Won button to record the contract value, client feedback, and which team members and approaches contributed to the win. When a proposal is Lost, record the reason and any notes. All outcomes feed the Learning Engine and Analytics automatically.

Version history Every proposal maintains a full version history with revision tracking, team comments, and change logs. Deadline alerts notify the relevant team members when submissions are approaching.