AI-Powered Proposal & Collaboration Platform
60% faster
Proposal Creation Time
3x faster
Document Processing Speed
45% improvement
Collaboration Efficiency
About Projectory
Projectory is an innovative startup in the SaaS industry aiming to revolutionize how organizations create, manage, and track business proposals. Their product focuses on leveraging AI and real-time collaboration to simplify the complex and time-consuming proposal process for teams handling multiple clients, bids, and documentation cycles.
Services
- AI Integration & Optimization |
- SaaS Platform Development |
- Real-Time Analytics & Reporting
Goal
Traditional proposal creation processes are often manual, repetitive, and error-prone, leading to inefficiencies and inconsistencies across submissions.
Key requirements included:
- Automate requirement extraction from RFP documents using AI.
- Streamline proposal generation and ensure document traceability.
- Enable team collaboration with role-based access and assignment tracking.
- Centralize knowledge libraries for reusable content and consistency.
- Offer real-time analytics to track proposal success rates and team performance.
- Subscription Management with Stripe integration and feature gating
- Ensure background document processing, reducing user friction and improving productivity.
The challenge
Challenge 1 : AI-Driven Citation Highlighting
Issue
Linking AI-extracted requirements to their exact source text within lengthy RFP documents while maintaining transparency.
Solution
Integrated Apryse’s annotation and search APIs to dynamically highlight text segments, enabling users to view extracted data alongside its source context.
Challenge 2 : Document Thumbnail Generation
Issue
Generating quick previews for large volumes of uploaded documents without affecting system performance.
Solution
Built a queue-based image extractor that captured the first page of each document asynchronously, generating thumbnails efficiently while balancing system load.
Challenge 3 : Asynchronous Project Creation
Issue
Users needed to upload documents and continue other tasks while the system processed them in the background.
Solution
Implemented background job processing with email notifications, enabling smooth user experience and non-blocking operations during data extraction.
Our Approach
We followed an agile development methodology, working in iterative sprints using Linear for project management and progress tracking. The solution was designed as a modular, scalable SaaS application with a focus on performance, automation, and usability.
Discovery & UX Mapping
We began with a deep understanding of the client’s workflows and existing bottlenecks:
- Conducted process mapping of current proposal workflows to identify pain points.
- Designed user personas for proposal managers, contributors, and reviewers.
- Created wireframes and prototypes to visualize AI-driven proposal generation.
- Defined the core MVP roadmap - prioritizing requirement extraction, collaboration, and analytics.
Development Process
- Implemented AI-powered requirement extraction that automatically parsed RFPs and matched extracted data with the source text for transparency.
- Integrated Apryse’s annotation and search APIs for real-time citation highlighting directly within uploaded documents.
- Built a background project creation system, allowing asynchronous processing of uploaded files with automated email notifications on completion.
- Created collaboration tools for admins to assign requirements, track submissions, and approve final proposals.
- Developed knowledge libraries for reusing high-quality proposal components to maintain brand and content consistency.
- Designed an analytics dashboard for real-time performance insights, success tracking, and team contribution analysis.
Deployment & Ongoing Support
- Automated deployment pipelines using AWS CI/CD ensured efficient and error-free updates.
- Implemented monitoring tools for uptime, API health checks, and performance tracking.
- Provided post-launch optimization support to enhance AI accuracy and improve user workflows based on feedback.
- Designed the system architecture for scalability and future feature integrations, including AI-driven predictive analytics and smart proposal recommendations.
Technology Stack
- Frontend: Next.js, ShadCN, TailwindCSS
- Backend: NestJS (API services)
- Database: MongoDB
- AI/ML: LLM integrations for AI proposal generation
- DevOps: AWS CI/CD pipelines
- Cloud Hosting: AWS Infrastructure
Final Output & Benefits
We delivered a comprehensive AI-powered proposal automation platform that intelligently combines content extraction, collaboration, and analytics - empowering organizations to create professional proposals faster and more efficiently.
Key Outcomes
- Faster Proposal Turnaround: Reduced proposal creation time by over 60%.
- Improved Collaboration: Teams could work simultaneously with clear task ownership and approval workflows.
- Centralized Knowledge Base: Reduced content duplication and ensured consistency across all proposals.
- Real-Time Insights: Delivered performance analytics to improve proposal quality and track success metrics.
- Enhanced User Experience: Enabled asynchronous document handling and smooth, responsive interface.
Through Projectory, we helped the client transform proposal creation from a manual, error-prone process into an AI-automated, insight-driven workflow. The platform now serves as a single source of truth for teams, enhancing efficiency, collaboration, and proposal quality — setting a new standard in intelligent proposal management for the SaaS industry.
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