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Leona — AI RFP scoring, proposal generation & bidding solution

Custom AI-powered tool development that enabled a 20% increase in leads from outsourcing platforms

ABOUT
the project

Client:

Leobit (Internal project)

Location:

Country flag

Ukraine

| City flag

USA

Company Size:

200+ Employees

Industry:

IT services

Leona is an AI-driven solution developed by Leobit to streamline project evaluation and RFP (Request for proposal) management on outsourcing platforms. Acting as an AI-powered virtual assistant, Leona automates the categorization and scoring of opportunities based on their relevance and potential value.

It prepares custom business proposals aligned with specific industries and case studies, significantly reducing time and effort. This allows teams to concentrate on high-priority leads and drive business growth.

Quotation marks Quotation marks

Leona has been a great copilot for our sales team at Leobit. It assists during lead generation and while preparing materials for prospective clients. By automating opportunity evaluation and providing industry, technology, and solution-related relevant Leobit expertise, Leona saves time and allows us to focus on the most important leads, helping us work more effectively.

Artem Matsa

Business Development Director at Leobit

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Customer

Leobit is a full-cycle .NET, AI, and web software development company with a representative office in Austin, TX (USA) and development centers in Lviv (Ukraine), Tallinn (Estonia), and Krakow (Poland). The company specializes in custom software development, focusing on .NET, AI, LLMs, Angular, iOS, Android, Ruby, PHP, React, and a comprehensive range of other technologies from Microsoft, web, and mobile stacks.

Business Challenge

The main challenge was streamlining the identification and prioritization of high-potential opportunities on outsourcing platforms and quick and customized bidding. Previously, our team relied on manual processes for searching, scoring, and creating proposals—a time-consuming and labor-intensive approach.

To overcome these challenges, we needed a solution that could:

  • Continuously monitor job postings 24/7.
  • Automate opportunity scoring and categorization.
  • Generate tailored proposals quickly.

By automating these tasks, our goal was to free up the team to concentrate on nurturing top leads and closing deals.

Why Leobit

Leobit brought its extensive expertise in AI, large language models (LLMs), and custom software development to address this internal challenge.

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Project
in detail

Leona is an AI-driven solution designed to automate opportunity management on outsourcing platforms. It continuously monitors these platforms for new job postings and RFPs, evaluates potential leads based on a scoring system and relevance, generates tailored proposals, and automatically submits them.

The AI scoring feature makes automated evaluation of opportunities and RFPs from outsourcing platforms. It uses a detailed scoring system to prioritize leads effectively. The system relies on multiple data points and criteria to assign scores, and categorize opportunities.

We use generative AI to streamline the creation of tailored responses for RFPs and the bidding process. Leona generates professional cover letters and includes relevant project examples to showcase expertise, including links to detailed case studies published on Leobit’s website that match either the tech stack or the project description.

To enhance engagement, Leona incorporates strategic, AI-generated questions powered by Azure OpenAI, encouraging leads to collaborate and positioning the team as a thoughtful and knowledgeable partner. Leona also uses a preapproved structure to ensure a consistent tone across all submissions.

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Efficient Proposal Submission Strategies

The team designed two approaches for submitting proposals to RFPs on outsourcing platforms. The first approach uses AI-powered automation to handle proposals with minimal manual input, while the second approach incorporates a semi-automated moderation mode to allow SDRs to review proposals before submission.

In the fully automated mode, the system relies on Azure OpenAI for advanced natural language processing (NLP) and machine learning models to analyze, categorize, and respond to RFPs. By integrating Google Spreadsheet APIs, the system ensures seamless data synchronization and real-time updates, enabling efficient data management and visibility. The semi-automated mode combines AI’s efficiency with human oversight for tasks that require detailed assessment. This mode integrates collaborative filtering algorithms, intelligent scoring mechanisms, and customizable templates to optimize proposal management workflows.

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Collaboration with Leobit Corporate LLM (Leora)

To create tailored proposals, Leona collaborates seamlessly with Leora, Leobit’s custom corporate large language model (LLM). Acting as a virtual sales representative, Leora has access to a vast repository of information about Leobit’s projects, case studies, articles, presentations, and other resources. This allows it to deliver personalized responses that reflect Leobit’s technical expertise and industry knowledge.

Leora processes natural language input to understand project requirements and then recommends relevant portfolio examples. By integrating with Leobit’s project database it provides instant access to detailed information about past projects. When given a project query, Leora identifies and lists the most relevant projects that align with the requested criteria, making the proposal creation process faster, smarter, and more accurate.

Technology Solutions

  • Azure OpenAI drives Leona’s AI capabilities, including natural language processing (NLP) and large language model (LLM) functionalities, to analyze RFPs, generate strategic questions, and create tailored proposals.
  • Google spreadsheet integration enables seamless data synchronization for opportunity scoring and categorization.
  • Selenium WebDriver simulates user interactions and tests automated workflows to ensure that Leona’s proposal generation and scoring processes operate smoothly and accurately across different platforms.

Value Delivered

  • Leona’s targeted proposals led to a 20% rise in leads from outsourcing platforms.
  • 67% reduction in SDR involvement which freed up resources for other strategic tasks.
  • 24/7 operation, ensuring no opportunity is missed.
  • Cost reduction by focusing on high-score leads only.