ProposalPilot Customer Guide

How to use ProposalPilot

A practical customer manual for setting up your account, providing strong input, generating useful proposal drafts, reviewing AI output, and handling billing/support tasks.

ProposalPilot helps prepare response materials. You remain responsible for final review, pricing, compliance, and manual submission.

Start setup 12 menu pages

Quick start checklist

Use this order when setting up ProposalPilot for the first time.

1

Open Setup

Confirm the basic setup path, understand manual review, and see any account readiness messages.

2

Complete Business Profile

Add organization name, NAICS codes, and a truthful capability statement. These are required before grounded generation.

3

Configure SAM.gov Criteria

Add keywords, NAICS, PSC, agencies, set-asides, deadline preferences, and exclusions to improve matching.

4

Add opportunities

Use Add Manual Opportunity for pasted opportunities or upload source files when available.

5

Generate and review

Generate a draft pack, review assumptions and gaps, edit unsupported language, then copy into your template.

6

Submit manually

Submit outside ProposalPilot through the official portal, email, procurement system, or customer instructions.

The 12 customer pages in the ProposalPilot menu

The ProposalPilot dropdown shows the main customer workflow. Use the pages in this sequence until your account is stable.

Menu pageWhat it is forCustomer action
1. DashboardYour operating center for opportunities, draft status, credit status, and recent activity.Start here daily. Open opportunities, check draft status, and review matches.
2. SetupInitial setup guidance and readiness orientation.Use it before entering criteria so you understand the required workflow.
3. Business ProfileYour organization grounding source for AI drafts.Add organization name, NAICS, capability statement, services, past performance, certifications, team notes, tools, pricing posture, and writing style.
4. SAM.gov CriteriaYour matching rules for public SAM.gov opportunities.Enter keywords, NAICS/PSC, agencies, set-asides, locations, deadline ranges, and exclusions.
5. Add Manual OpportunityCreates an opportunity from pasted text, source URL, deadline, budget, instructions, and attachments.Paste complete source text and upload opportunity documents before generating.
6. Plans & SubscribeShows available ProposalPilot plans and purchase options.Choose the plan or pass that fits your expected draft volume.
7. InvoicesShows ProposalPilot invoice and local payment history.Use it to verify billing records and payment history.
8. Billing PortalStripe-managed billing portal when available for your account.Manage eligible billing details, payment method, or subscription settings.
9. Request RefundStarts a refund review request.Explain the billing issue clearly and provide context. Refunds are evidence-reviewed, not automatic.
10. SAM.gov InstructionsExplains how ProposalPilot handles SAM.gov matching.Read this before configuring criteria or asking about personal SAM.gov API keys.
11. Email ForwardingExplains forwarded opportunity email use.Forward opportunity alerts to the configured address only when you are allowed to use that content.
12. Billing & RefundsExplains billing and refund review basics.Use it before submitting refund/support requests.

Business profile examples

A complete profile helps ProposalPilot write specific, supportable drafts instead of generic language.

Required before draft generation: business / organization name, at least one usable NAICS code, and a capability statement.

Good capability statement example

BreadWeb Technology Services provides small-business IT modernization, Microsoft 365 administration, help desk process improvement, workflow automation, SharePoint support, cloud migration planning, and technical documentation. We support customers through discovery, implementation, training, and post-deployment support. Our strengths include practical delivery, clear documentation, rapid stakeholder communication, and disciplined change management.

Good services/capabilities example

Core services: - Microsoft 365 administration - SharePoint workflow automation - Help desk modernization - Azure migration planning - Technical documentation and training - Small-business systems integration
Do
  • Be truthful and specific.
  • List only real certifications and past work.
  • Explain delivery model and differentiators.
  • Update the profile when your business changes.
Do not
  • Claim clearances you do not hold.
  • Invent agency customers.
  • Add certifications that are not current.
  • Use vague filler as your only capability statement.

SAM.gov criteria examples

SAM.gov criteria help ProposalPilot match public opportunities to your business. Keep your criteria broad enough to discover work, but focused enough to avoid noise.

Example: IT services company

NAICS: 541511, 541512, 541513, 541519, 518210 PSC: DA01, DB10, R425 Keywords: help desk, Microsoft 365, SharePoint, Azure, cloud migration, workflow automation Agencies: Department of Veterans Affairs, Department of Homeland Security, state/local agencies Exclude keywords: weapons, janitorial, food service, vehicle maintenance Deadline preference: 7 to 45 days

Example: construction or facility services company

NAICS: 236220, 238210, 238220 PSC: Z2AA, J041, N059 Keywords: renovation, electrical, HVAC, facility maintenance, installation Set-asides: Small Business, 8(a), WOSB, SDVOSB if actually eligible Exclude keywords: software only, research grant, medical staffing
Tip: If you get too few matches, loosen keywords and agencies. If you get too many irrelevant matches, add exclusions and preferred NAICS/PSC codes.

Manual opportunity input examples

Manual input is the fastest way to test ProposalPilot on a real opportunity. The better the input, the better the draft.

Minimum useful manual opportunity

Title: City Help Desk Support RFQ Opportunity type: RFQ Source/client: City of Exampleville IT Department Source URL: https://example.gov/procurement/helpdesk-rfq Deadline: 2026-03-15 5:00 PM local time Budget/value: Not stated Opportunity text: [paste the full RFQ scope, submission instructions, evaluation factors, required forms, and deadline] Special instruction: Generate a quote-support narrative, assumptions, clarifying questions, and compliance checklist. Do not invent final pricing.

What to upload

  • RFP, RFQ, RFI, Sources Sought, or NOFO document.
  • Statement of Work, Performance Work Statement, Statement of Objectives, or specifications.
  • Evaluation criteria, pricing instructions, forms list, amendments, and submission instructions.
  • Customer email or platform post when you are authorized to use it.

Text-like files can be included in AI context where supported. Complex files may be stored/listed but still require your review.

Generation guidelines

Use the optional instruction field to guide the draft. Be specific about what you want ProposalPilot to generate.

Strong instructions
  • “Create an RFI capability response and list gaps.”
  • “Generate an RFQ support narrative, assumptions, and questions only.”
  • “For this award notice, provide competitor intelligence and follow-on watch items, not a proposal.”
  • “Use a concise, compliance-focused voice.”
Weak instructions
  • “Make it good.”
  • “Win this.”
  • “Say we can do everything.”
  • “Add impressive certifications.”
Credit rule: A successful generated proposal pack consumes a ProposalPilot credit. Failed provider/configuration output should remain non-billable. Missing required profile grounding should block generation before AI is called.

Review checklist before using a draft

Never submit raw AI output. Review every draft with this checklist.

  1. Confirm opportunity type: RFI, RFQ, RFP, grant, award notice, commercial request, or unknown.
  2. Confirm submission instructions: portal, email, forms, page limits, file naming, question deadline, and due date.
  3. Remove unsupported claims: especially certifications, clearances, agencies, contract vehicles, and past performance.
  4. Check compliance checklist: compare it against the actual source document, not only the AI summary.
  5. Validate pricing guidance: confirm costs, labor, travel, equipment, tax, risk, and margin with your authorized process.
  6. Resolve gaps: answer clarifying questions or mark assumptions for internal review.
  7. Edit voice and formatting: match the customer’s instructions and your proposal template.
  8. Get approval: route to leadership, technical lead, pricing reviewer, legal/compliance, or partner review when appropriate.

Copy, paste, and submit manually

Use Copy Full Draft to move generated content into your working document or email editor. The copied draft is designed to preserve bold section headings and readable lists in common editors.

Suggested final workflow

  1. Open the generated opportunity draft.
  2. Click Copy full draft.
  3. Paste into Word, Google Docs, Outlook, Gmail, or your proposal template.
  4. Edit unsupported claims, placeholders, assumptions, questions, pricing, and customer-specific requirements.
  5. Attach required forms and documents.
  6. Submit manually outside ProposalPilot.
Reminder: ProposalPilot never auto-submits. Final submission remains your responsibility.

Billing and support basics

  • Plans & Subscribe: choose monthly, one-time, or available plan options.
  • Invoices: review payment and invoice history.
  • Billing Portal: manage eligible Stripe billing actions.
  • Request Refund: submit a clear issue explanation for evidence-based review.

For refund requests, include what happened, when it happened, which opportunity/draft was involved, and what outcome you believe is fair.

Troubleshooting

ProblemLikely reasonWhat to do
Generate button is blockedBusiness profile is incomplete.Add organization name, NAICS codes, and capability statement.
Draft is too genericProfile or opportunity input is weak.Add capability details, past performance, certifications, tools, risks, and complete source text.
AI asks many questionsOpportunity source is incomplete or ambiguous.Upload the full RFP/RFQ/RFI/NOFO and fill submission/evaluation fields.
Pricing guidance is cautiousBudget, quantities, labor, or scope are missing.Add pricing assumptions and have your pricing owner validate final numbers.
Refund status is pendingAdmin review requires payment/usage evidence.Provide clear context and allow review time.