For years, enterprise procurement teams have lived with a difficult reality—RFP processes that are slow, fragmented, and overly reliant on outdated tools. Despite the best intentions, what should be a structured, data-driven exercise often turns into a logistical challenge. Supplier details are scattered; Workflows stall in inboxes; Stakeholders grow frustrated.
Ironically, the very software designed to streamline the process often ends up adding more complexity.
That was the case for a global organization in the hospitality sector, where the procurement team found itself stuck in a system that no longer worked. They had invested in a well-known legacy procurement platform (GEP), expecting modernization and efficiency. What they encountered instead were high configuration costs, rigid workflows, and limited flexibility.
The team realized they were spending more time managing the tool than managing the process.
“We were constantly adjusting to the software, not the other way around,” said the team’s procurement lead. “It slowed us down more than it helped.”
This realization set them on a path to find something better—something modern, intelligent, and adaptable. That path led them to Gainfront.
Letting Go of Legacy
Legacy procurement systems were designed for a different era—one where complexity was tolerated, and customization meant cost. These platforms often require heavy IT involvement, lengthy onboarding, and change management processes just to support everyday procurement tasks.
Every modification—whether to intake forms or approval flows—required professional services. The price tag for adaptability kept rising, while value stagnated.
In contrast, Gainfront is built around a different idea: procurement software should be ready on day one, evolve with your needs, and never nickel-and-dime you for using it.
“The fact that Gainfront came with zero configuration cost made us pause, it sounded too good to be true—until we saw it in action.”
Gainfront flips that model: zero configuration cost, immediate launch, and intelligent workflows ready out of the box. Every part of the RFP lifecycle—from RFI to RFP to RFQ—is seamlessly integrated into a single smart platform
Automation That’s Actually Intelligent
At the core of Gainfront’s RFP solution is EfficiencyAI™, a proprietary AI engine that blends generative and agentic AI to streamline every step of the sourcing process. This isn’t automation for the sake of it—it’s automation with deep domain understanding.
Unlike generic automation, EfficiencyAI understands sourcing workflows. It doesn’t just route documents— it can:
- Auto-generate compliant RFP templates based on category and historical data
- Score and compare supplier responses using weighted evaluation matrices
- Flag compliance, risk, or pricing anomalies before decisions are made
- Learn continuously from past RFPs to refine future sourcing strategies
Working alongside EfficiencyAI are digital workers—automated assistants that take on repetitive tasks like supplier document collection, RFP scoring, and status reminders. These bots operate continuously, quietly removing hours of manual effort from the team’s workload.
Centralized Supplier Visibility, Finally
Gainfront changes this by consolidating everything into a single supplier record. Whether it’s diversity certifications, insurance documentation, performance data, or risk flags, it’s all in one place. Procurement teams can access a 360-degree view of each supplier without toggling between systems.
Approvals are just as seamless. Gainfront’s configurable, role-based workflows mean stakeholders know exactly where a proposal stands—and what’s needed to move it forward. Automatic reminders reduce delays, and intuitive dashboards ensure complete visibility across the sourcing process.
A Measurable Shift with Gainfront
With Gainfront, sourcing teams don’t just streamline the RFP process—they rethink it entirely. What used to be slow, manual, and reactive becomes fast, intelligent, and strategic.
Here’s what teams can expect when they make the switch:
- Up to 70% reduction in RFP cycle time—AI-powered templates and auto-scoring make it easier to move faster.
- 40% boost in supplier response rates, driven by intuitive workflows and clear communication.
- Fewer approval bottlenecks, thanks to smart, role-based workflows that move things along without micromanagement.
- Tighter collaboration across teams, with real-time dashboards and all supplier data in one place.
The real win? Procurement teams finally get to focus on high-impact work—choosing the right suppliers, driving savings, and mitigating risk—instead of chasing down documents or managing fragmented systems.
“We’re not just helping teams do things faster,” says Gainfront’s product team.
“We’re helping them do the right things, with less friction and more insight.”
The Future of RFPs Is Already Here
RFPs are evolving—and so is the role of procurement. But that shift only happens when the tools evolve with it.
Gainfront digitizes the entire RFP process with smarter templates, faster execution, clearer data, and more empowered teams.
If your RFP process still feels slow, fragmented, or costly—maybe it’s time to rethink what’s possible.
