Automating High-Stakes Proposals for a U.S. Government Contractor

TL;DR: A U.S. government contractor was spending over 100 hours manually compiling each high-value proposal, limiting their growth and creating a high risk of errors. Nexum Automations designed a custom AI workflow that automated 90% of the process. The result: proposal generation time dropped from weeks to hours, saved over 100 hours per project, and enabled a 3x increase in proposal capacity.

What Was the Problem Costing the Client?

Government contract proposals are notoriously complex. Our client, a mid-sized contractor competing for $10M+ federal contracts, faced a brutal reality: each proposal required assembling hundreds of pages from past projects, ensuring perfect compliance, and formatting everything to exact government specifications.

Their small team of proposal managers was working 60-hour weeks just to submit 3-4 proposals per quarter. They were leaving money on the table—there were qualified opportunities they simply couldn't pursue due to capacity constraints.

"We were spending 80% of our time on formatting and compliance checks, and only 20% on actually crafting winning strategies. It was backwards."
— Director of Business Development

This manual bottleneck was not just a time sink; it was a direct constraint on their revenue and a major source of team burnout.

How Did We Automate the Process?

Our solution was a custom AI automation system that transformed their proposal process. We designed it to handle the tedious work, freeing up their experts to focus on strategy. The system included:

Intelligent Document Assembly: An AI agent that automatically pulls relevant experience, past performance data, and team qualifications from their knowledge base.

Real-Time Compliance Checking: The system cross-references every section against current FAR regulations and the specific RFP requirements.

Automated Formatting & Collaboration: Perfect government formatting is applied instantly, and team members receive notifications for only the sections requiring their strategic input.

Our Phased Implementation Plan

Rather than disrupting their entire operation, we took a phased, transparent approach to ensure a smooth transition and rapid time-to-value. We trained the system on their 50 previous winning proposals, teaching it their voice, style, and what evaluators want to see.

What Were the Measurable Business Outcomes?

Within 90 days of full implementation, the results were not just positive—they were transformative.

90% Reduction in Manual Work: Proposal preparation time dropped from 100+ hours to less than 10 hours of actual human work.

3x Increase in Proposal Capacity: The team went from submitting 3-4 proposals per quarter to 12+ proposals, massively increasing their sales pipeline.

23% Increase in Win Rate: With more time to focus on strategy and narrative, their win rate for new bids increased significantly.

Zero Compliance Errors: The automated system achieved a 99.9% accuracy rate, with zero compliance errors reported in the first six months post-implementation.

Most importantly, the proposal team stopped working weekends. They are now focused on what they do best—crafting compelling narratives and building relationships—while the AI handles the tedious operational work.

The bottom line: This wasn't about replacing their team. It was about amplifying their capabilities so they could compete for—and win—more high-value contracts without burning out.

Is your business trapped in a cycle of manual, repetitive document creation? You might be just one workflow away from saving hundreds of hours. Book a free automation audit, and we'll identify the single most profitable process you can automate.