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RFP ROI Calculator

Drag the sliders to match your team's RFP workflow and instantly see your current annual labor cost against an AI-assisted version — plus the pipeline opportunity from added capacity.

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How this calculator works

RFP ROI is the gap between what your team spends responding to RFPs today and what that workflow would cost (and produce) with AI in the loop. This calculator models both sides using your inputs and three published benchmarks.

The formulas

Today's annual cost
hours per RFP × RFPs per month × team size × hourly rate × 12
With Mojar annual cost
Today's cost × (1 − 85% time reduction)
Added pipeline / year
added RFP capacity × average deal size × 45% win rate × 12

What each input means

Hours per RFP: Person-hours across drafting, SME review, formatting, and submission. APMP cites 20–40h as the industry average.
Fully loaded hourly rate: Salary + benefits + overhead, divided by working hours. Typically 1.3–1.5× base salary.
Team members involved: Average contributors per RFP — proposal manager, SMEs, sales, legal, security.
Average deal size: Annual contract value of a typical won deal. Drives the pipeline-impact estimate.

Worked example. A 3-person proposal team handles 8 RFPs/month at 30 hours each, billed at $75/hr fully loaded. Current cost: $648K/year. With an 85% time reduction from AI assistance, the same workload runs at roughly $97K/year — $551K in annual labor savings. Adding 16 RFPs/month of capacity at a $75K average deal size and 45% win rate models $6.5M in additional pipeline.

When these numbers don't apply. The model assumes a mature content library, consistent team adoption, and similar deal economics. New programs ramping their first 3–6 months will see lower savings. Teams responding to highly bespoke RFPs (e.g., classified or regulated bids) should discount the time-reduction factor by 30–40%.

Frequently asked questions

How much does an RFP cost to write?: A typical mid-market RFP takes 20-40 person-hours across drafting, SME review, formatting, and submission. At a fully loaded rate of $75/hr with 3 contributors, that is roughly $4,500-9,000 per RFP in labor cost alone, before tooling and opportunity cost.
How long does it take to respond to an RFP?: Most B2B teams report 20-40 hours of work spread across 1-3 weeks of calendar time. AI-assisted workflows compress drafting and content retrieval, with proposal teams reporting up to 85% reduction in time spent per response (APMP, Loopio 2025).
What is a typical RFP win rate?: According to Loopio's 2025 RFP Trends Report, the average B2B win rate sits between 40-50%. Teams that automate content retrieval and use AI for first-draft generation report win rates closer to 45-55% due to faster turnaround and more tailored responses.
How much can AI reduce RFP response time?: Industry benchmarks from APMP and proposal-automation case studies cite 70-85% reduction in time-per-RFP when AI handles content retrieval, first-draft generation, and compliance matrix building. Final review and SME approval still require human judgment.
What is a fully loaded hourly rate for a proposal manager?: Fully loaded rate = base salary + benefits + overhead, divided by working hours. For a proposal manager earning $90K base, the loaded rate is typically $65-90/hr. SMEs and sales engineers often run $100-150/hr loaded.
How are these savings calculated?: Today's cost = hours per RFP x RFPs per month x team size x hourly rate x 12. New cost applies an 85% time-reduction factor to the same baseline. Pipeline impact = added RFP capacity x average deal size x 45% win rate x 12.
Where do the benchmarks come from?: The 85% time-reduction figure comes from APMP and proposal-automation case studies. The 45% win rate reflects Loopio's 2025 RFP Trends Report. The 3x capacity multiplier reflects observed throughput from AI-augmented proposal teams. Sources are linked beneath the calculator.
Do I need to sign up to use this calculator?: No. The calculator runs entirely in your browser. Nothing is sent to our servers and no email is required. If you want a custom ROI session with your real pipeline data, you can book one from the Get-a-Demo page.

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How this calculator works

The formulas

Today's annual cost
hours per RFP × RFPs per month × team size × hourly rate × 12
With Mojar annual cost
Today's cost × (1 − 85% time reduction)
Added pipeline / year
added RFP capacity × average deal size × 45% win rate × 12

What each input means

Hours per RFP: Person-hours across drafting, SME review, formatting, and submission. APMP cites 20–40h as the industry average.
Fully loaded hourly rate: Salary + benefits + overhead, divided by working hours. Typically 1.3–1.5× base salary.
Team members involved: Average contributors per RFP — proposal manager, SMEs, sales, legal, security.
Average deal size: Annual contract value of a typical won deal. Drives the pipeline-impact estimate.

Frequently asked questions

How much does an RFP cost to write?

A typical mid-market RFP takes 20-40 person-hours across drafting, SME review, formatting, and submission. At a fully loaded rate of $75/hr with 3 contributors, that is roughly $4,500-9,000 per RFP in labor cost alone, before tooling and opportunity cost.

How long does it take to respond to an RFP?

Most B2B teams report 20-40 hours of work spread across 1-3 weeks of calendar time. AI-assisted workflows compress drafting and content retrieval, with proposal teams reporting up to 85% reduction in time spent per response (APMP, Loopio 2025).

What is a typical RFP win rate?

According to Loopio's 2025 RFP Trends Report, the average B2B win rate sits between 40-50%. Teams that automate content retrieval and use AI for first-draft generation report win rates closer to 45-55% due to faster turnaround and more tailored responses.

How much can AI reduce RFP response time?

Industry benchmarks from APMP and proposal-automation case studies cite 70-85% reduction in time-per-RFP when AI handles content retrieval, first-draft generation, and compliance matrix building. Final review and SME approval still require human judgment.

What is a fully loaded hourly rate for a proposal manager?

Fully loaded rate = base salary + benefits + overhead, divided by working hours. For a proposal manager earning $90K base, the loaded rate is typically $65-90/hr. SMEs and sales engineers often run $100-150/hr loaded.

How are these savings calculated?

Today's cost = hours per RFP x RFPs per month x team size x hourly rate x 12. New cost applies an 85% time-reduction factor to the same baseline. Pipeline impact = added RFP capacity x average deal size x 45% win rate x 12.

Where do the benchmarks come from?

The 85% time-reduction figure comes from APMP and proposal-automation case studies. The 45% win rate reflects Loopio's 2025 RFP Trends Report. The 3x capacity multiplier reflects observed throughput from AI-augmented proposal teams. Sources are linked beneath the calculator.

Do I need to sign up to use this calculator?

No. The calculator runs entirely in your browser. Nothing is sent to our servers and no email is required. If you want a custom ROI session with your real pipeline data, you can book one from the Get-a-Demo page.

RFP ROI Calculator

How this calculator works

The formulas

What each input means

Frequently asked questions

RFP ROI Calculator

Calculate your savings potential

How this calculator works

The formulas

What each input means

Frequently asked questions

Calculate your savings potential