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RFP and security questionnaires

A 180-question security review or a long RFP, drafted from the answers your team has already approved, each with its source. New questions and out-of-date answers go to whoever owns them.

  • $12,500 fixed
  • Live in 3 to 6 weeks
  • Yours to keep
Let’s build your agent How it works
The review screen for RFP and security questionnaires: four items, three done, and one (New answer) waiting for the security lead, who is asked: New question on customer-managed keys. Use the draft built from your security policy?
How it works

Most questions were asked before. The approved answer is waiting.

Here’s a typical run, step by step: what automation handles, what the agent does, and the calls that stay with your team.

The workflow for RFP and security questionnaires, in 5 steps. It starts with “A buyer sends questions” and ends with “A draft ready to submit”. Each step lists what automation, the agent and your team do there.
RFP and security questionnairesA typical run
Starts withA buyer sends questionsCalder Health sends 180 security questions in a spreadsheet, due back next Friday, attached to the open deal.
The agent: Pulls every question out of the spreadsheet, portal export or PDF, including the ones tucked into sub-rows and notes.
~6h/mo

Step 1 of 5Pull out the questions

  • The agent

    Pulls every question out of the spreadsheet, portal export or PDF, including the ones tucked into sub-rows and notes.

    One buyer asks “Do you encrypt data at rest?” and another asks for your key rotation schedule in a comment cell.

Reads
  • Deal files
Writes
  • Answer library

~6 hours a month back

The agent: Finds the approved answer for 176 of the 180, even where the wording differs, and drafts the four new ones from your security policy.
~40h/mo

Step 2 of 5Find past answers

  • The agent

    Finds the approved answer for 176 of the 180, even where the wording differs, and drafts the four new ones from your security policy.

    Buyers never word a question the way your library does, so matching on the exact text finds almost nothing.

Reads
  • Answer library
  • Policy documents
Writes
  • Answer library

~40 hours a month back

Where teams differA formal answer library helps but isn’t needed. Last year’s submissions are often where it starts.

Automation: The four new drafts, and any answer older than your review window, say twelve months, go to whoever owns that topic.
IfYour team: Reads the draft on customer-managed keys against how you actually run things, edits or approves it, and it joins the library.
~6h/mo

Step 3 of 5Check what’s current

  • Automation

    The four new drafts, and any answer older than your review window, say twelve months, go to whoever owns that topic.

    Every answer in the library carries its owner and review date, so which ones need a person is known up front.

  • Your teamIf there’s no approved answer

    Reads the draft on customer-managed keys against how you actually run things, edits or approves it, and it joins the library.

    An answer about your security is a promise the buyer may hold you to. The person who owns it should write it.

Reads
  • Answer library
Writes
  • Answer library

~6 hours a month back

Where teams differReview windows run from six months to a year, or reset only when a policy or a system changes.

The agent: Fits each answer to the buyer’s format and word limits, and names the supporting document wherever one is asked for.
~30h/mo

Step 4 of 5Fill in their format

  • The agent

    Fits each answer to the buyer’s format and word limits, and names the supporting document wherever one is asked for.

    The same approved answer runs to a paragraph in one portal and fifty words in another.

Reads
  • Answer library
Writes
  • Deal files

~30 hours a month back

Automation: Saves the draft and its sources to the deal, marks the four new answers, and tells the deal owner it’s ready.
Your team: Reads the finished draft and submits it to Calder Health through their portal before Friday.
~4h/mo

Step 5 of 5Hand it to the owner

  • Automation

    Saves the draft and its sources to the deal, marks the four new answers, and tells the deal owner it’s ready.

    The draft always lands on its deal, and the deal’s owner is the one told.

  • Your team

    Reads the finished draft and submits it to Calder Health through their portal before Friday.

    What goes back to a buyer speaks for your company, so a person reads it and sends it.

Reads
  • Deal files
Writes
  • CRM

~4 hours a month back

Ends withA draft ready to submitEvery answer from the approved library or signed off by its owner, for the deal owner to read and submit.
Total~86h/mo

What changes

Deal owners get a finished draft built from answers your team already approved. Only the new questions, and answers past their review date, reach the people who own them.

  • 2steps automated
  • 3steps for the agent
  • 2calls kept with your team

Pick any step to see what happens there and why it sits in that lane.

What it could be worth

~86 hours a month back

$72,200 a year in time

For a team answering about 8 questionnaires and RFPs a month, at $70 an hour. We work out yours from your own volumes before you sign.

Let’s build your agent
What we customize with you

One proven agent, plugged into how you work.

Every team does this job a little differently, so we set these five with the people who do it today. We’ve done this in dozens of businesses, so we know where teams usually differ and ask about those first.

The agent

Same for every client
  • Follows the same proven steps
  • A person on every exception
  • Every decision logged
  • Tested on your past work first
  • Never submits a questionnaire or commits to terms

  1. Your systems

    Where the work comes in, and where the result goes.

    For this agentQuestionnaires from email, the deal or a buyer’s portal export, answers from your library and past submissions.

  2. Your rules

    The limits and exceptions it works to.

    For this agentHow old an answer may be, who owns each topic, and what always goes to a person.

  3. Your team

    Who signs off, and who covers when they’re away.

    For this agentYour security lead for security answers, legal for terms, the deal owner to submit.

  4. Your channels

    Where your team hears from it.

    For this agentSlack or Teams to each answer’s owner, and the draft linked on the deal.

  5. Your output

    What it hands back, in the format you already use.

    For this agentThe buyer’s own format, filled in, with the new answers marked.

Proposals and quotes are other agents in the catalog. Which security controls you have, and what you promise a buyer, stays with your team.

What you get

The agent, and everything that keeps it working.

  • The agentRunning on your systems, under your rules.
  • The review screenWhere the exceptions land for your deal owners and the security lead.
  • Your rulebookYour limits, exceptions and who signs off, in one place, often for the first time.
  • A test reportYour past questionnaires, run through it and checked against the number.
  • The runbookHow it works, what to check, and what to do if it stops.
  • 30 days of tuningAfter it goes live, through a full month of your real questionnaires.
The number we agree

Hours of your team’s time in each questionnaire. We measure it before we start, and again at day 30.

How we get there

Live in 3 to 6 weeks. About seven hours of your time.

We do the building. Your side: access, your last year of submitted RFPs and questionnaires, and a short weekly check-in.

  1. Before kickoff

    We send the access checklist.

    You, 2 hours. Access, an owner, and your last year of submitted RFPs and questionnaires.

  2. Weeks 1 to 2

    We connect your systems and set it up.

    You, 1 hour. Walk us through your rules.

  3. Weeks 2 to 4

    We test it on your past questionnaires.

    You, 1 hour. Review what it flagged.

  4. Weeks 3 to 6

    It runs beside your team, then goes live.

    You, 1¼ hours. Work from the review screen.

Then 30 days of tuning, with a short check-in each week, about two hours of yours. At day 30 we show you the number and hand everything over.

After it’s live

It keeps running whether or not we stay.

  • It runs in your accounts

    Your cloud, your systems, and an AI account in your name, billed by the provider at their rates.

  • Changes in the first 30 days are included

    A new rule, a changed limit, someone new signing off. That’s what tuning is for.

  • After that, your call

    Your team edits the rulebook, the care plan covers it, or a bigger change is quoted first.

Questions

About this agent.

Will it make up an answer it doesn’t have?
No. Where there’s no approved answer, it drafts one from your own policies and marks it new, and it isn’t used until its owner signs it off.
Does it handle RFPs as well as security reviews?
Yes, the same way. Pricing, legal terms and anything that commits the company still go to whoever owns them.
Where do the answers live?
In a library you own, built from your past submissions. Each answer carries its owner and the date it was last reviewed.
Our process isn’t quite like this. Will it still work?
That’s the usual case. The job looks the same in most businesses, but the details never do. We map how your team does it today, then set the rules, systems and approvals to match. That’s what most of the 3 to 6 weeks are for.
How do we agree the number?
Together, before any work starts. For this agent it’s the hours of your team’s time in each questionnaire. We measure it before we start, and again at day 30.
What does it cost to run once it’s live?
Hosting and AI, paid straight to the providers, not through us. It usually runs 5x to 25x cheaper than doing the same work by hand, and we work out your figure from your real volumes before you sign.

Any questionnaires due this month?

Tell us how your team handles questionnaires today. We’ll show you this agent on examples like yours, and whether it fits the fixed price.

Let’s build your agentBack to Sales & Marketing
New to Switchboard Agents? How it works, what’s included, and what it costs.
  • 3 to 6 weeksto live, then 30 days of tuning
  • $12,500fixed, per agent
  • Yours to keepno license fees
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Switchboard Agents$12,500 fixed · live in 3 to 6 weeks How it works Let’s build your agent