RFP Response Pipeline Template
Run every RFP through one live workspace
Turn chaotic proposal deadlines into a predictable flow. Duplicate the RFP Summary micro-template (a pre-built card sitting above Intake & Qualification) to log issuer details, then slide the opportunity into Response Kickoff where Requirement Tracker assigns every compliance proof to an owner. Park Clarification Log beside Drafting & Content Build so questions live on the same canvas as the delivery card instead of hiding in docs. Attach security workbooks and pricing files directly to the stage that needs them and tag work with Security Review or Pricing Pending so reviewers filter their queue instantly. With Submission Checklist guiding uploads and Post-Submission Follow-Up capturing debriefs, the team always knows who owns the next step.
- Standardize intake decisions with reusable Start-Here cards
- Assign reviewers on stage cards and see every due date in one column
- Attach pricing workbooks and security proofs to the stage cards reviewers use
- Filter blockers fast with Security Review and Pricing Pending tags
- Duplicate Clarification Log cards so client questions stay visible
Kick off in Intake & Qualification
Welcome everyone by opening the Start-Here strip above Intake & Qualification and duplicate RFP Summary onto the first list. Fill Issuer, Submission deadline, and Portal URL, assign the bid lead, and set a due date for the intake review. Apply the Executive Attention label if leadership needs visibility and attach the original RFP PDF so the team reads the same version. Move the card into Intake & Qualification once the basics are logged.
Commit through Response Kickoff
Drag the card into Response Kickoff after your go/no-go huddle. Duplicate Requirement Tracker beside it, list each compliance proof, and assign owners so everyone knows their deliverable. Use due dates for SME interviews and apply Clarification Needed whenever you spot gaps for client Q&A. Attach kickoff agenda files or meeting links directly to that card to keep prep centralized.
Build content inside Drafting & Content Build
Slide the opportunity into Drafting & Content Build when writing begins. Duplicate Clarification Log and park it in the same column so questions sit beside the delivery card instead of hiding in email. Record Section/page and owners on that card so everyone sees who owes the answer. Attach draft documents or shared notebooks to the delivery card so writers work from the latest version. Use Pricing Pending whenever numbers are in flux and check due dates in the column daily to keep the cadence.
Route reviews through Compliance & Review
Move the card into Compliance & Review as soon as security or legal needs eyes on it. Duplicate Requirement Tracker again for any new evidence, assign Charlene or your compliance lead, and attach their questionnaire workbook. Apply the Security Review tag so reviewers filter to their queue and add due dates to keep sign-off on schedule. Drop meeting notes or redline links in the same stage to avoid email hunting.
Submit and follow up with confidence
Shift the card into Submission Package the moment files feel final. Duplicate Submission Checklist, fill each deliverable line, and attach the pricing workbook, signatures, and compliance matrix before you start uploading. Once the portal confirms receipt, move the card into Post-Submission Follow-Up and duplicate Clarification Log for promised updates. Schedule the internal debrief card with a due date so lessons stick, then keep that column when you duplicate the board for the next RFP.
What’s inside
Duplicate-ready Start-Here cards
Duplicate RFP Summary, Requirement Tracker, Clarification Log, and Submission Checklist so every proposal kicks off with the same checklist.
Left-to-right RFP pipeline
Six columns—from Intake & Qualification to Post-Submission Follow-Up—keep work marching forward with owners, due dates, and status tags.
Compliance-ready labels
Executive Attention, Security Review, Pricing Pending, and Clarification Needed labels make risk filters effortless during standups.
Demo cards with proof
Example submissions show attached RFP PDFs, questionnaires, and pricing files so your team mirrors best-practice documentation.
Follow-up lane
Post-Submission Follow-Up cards capture client check-ins, debriefs, and template updates so each bid informs the next one.
Why this works
- Eliminates go-no-go guesswork by standardizing intake data
- Keeps compliance reviewers focused with filterable tags and due dates
- Links every submission artifact to the exact stage card so tagged reviewers open the right files immediately
- Supports faster retros by tracking follow-ups in the same board
FAQ
How do I capture client clarifications?
Duplicate Clarification Log in Drafting & Content Build, note the question with Section/page, assign the owner, and tag Clarification Needed so the team sees it during daily standups.
Where should pricing versions live?
Attach the latest workbook to the main delivery card in Drafting & Content Build, tag it with Pricing Pending, and filter that label so finance reviews every pending price file in one view.
Can we reuse this board for the next RFP?
Yes—duplicate the board, clear the demo cards, and keep the Start-Here micro-templates so every new opportunity starts with the same structure.
How do I loop in executives fast?
Apply Executive Attention on any card that needs leadership review, then filter by that label so execs see only the work waiting on them.