More Bids, More Wins: How pWin.ai enhances PROSOFT’s Proposal Workflow
pWin.ai proved measurable time saving and more contract wins.
RESULTS
More Contract Wins
pWin.ai helped surface and address gaps before submission, helping achieve contract wins
Up to 5 Days Saved / Proposal
Time from blank page to a working first draft, compressed across every opportunity
More Opportunities Pursued
PROSOFT can now respond to RFIs and RFPs that previously had to be passed on
Background
PROSOFT (Professional Software Engineering, Inc.) has been supporting federal agencies across the defense sector for over 40 years with core capabilities spanning program management and administrative support, systems and software engineering, network and infrastructure engineering, and training development and delivery.
The Challenge: A Small Team Carrying a Big Workload
PROSOFT’s growth team handles the full spectrum of capture and proposal activity, from early RFI responses designed to shape procurement outcomes to full RFP submissions on competitive bids.
For a small team, that volume creates real pressure. Building an outline from scratch and getting a content plan together would take days, before a first draft could even begin to form.
Even the sifting through stored knowledge consumed valuable time. PROSOFT has decades of past performance, prior proposals, and proven approaches to draw from, but finding the right sections and stitching together content manually took hours away from other valuable tasks.
Opportunities that would have been a good fit for PROSOFT had to be passed on as the team prioritized resources.
The overall process and the functionality of pWin has been a huge benefit to us. I’ve loved every aspect of having this tool and I love looking at the pipeline and watching the increase in work that we’re able to do.”
Karrieanne Keenan, Deputy Operations Director PROSOFT
Why pWin.ai
PROSOFT’s team assessed multiple platforms together, testing each for quality, compliance, and speed against their typical responses. In the end, three main factors drove the decision to choose pWin.ai.
Knowledge Repository – The Knowledge Repository auto-scans prior proposals and past performance, eliminating document hunting. Relevant content surfaces instantly, saving PROSOFT significant time in research. As the repository grows, it also reinforces PROSOFT’s established writing tone and institutional knowledge, creating more consistent drafts while reducing repetitive effort.
Outline Builder – pWin.ai’s Outline Builder automatically matches solicitation requirements to relevant repository content, creating a structured framework aligned to the RFP’s language and organization. Instead of manually mapping requirements, PROSOFT begins with an outline that reflects both the solicitation and their past performance, again saving precious time vs creating an outline from scratch. It also improves visibility into what content is being used in each section. This transparency helps the team refine inputs early and reduce repetition before the draft reaches review.
Content Plan & Draft Generation – The Content Plan eliminates the blank-page problem. Rather than assembling fragments of past content, the team moves directly from structured outline to full draft. Because the content aligns to the solicitation’s language and structure, PROSOFT starts from a compliant baseline.
Download the full case study to read more about why pWin.ai stood out as the right choice for the PROSOFT while choosing its proposal solution.
