Question 1

What is an RFP?

Accepted Answer

RFP stands for Request for Proposal. It is a document an organization sends to potential vendors when it wants to compare products or services before making a purchase. An RFP usually asks vendors to explain their capabilities, pricing, implementation approach, security practices, and experience. Vendors complete the questionnaire so the buyer can evaluate their answers using the same set of requirements.

Question 2

What is ProposalVault?

Accepted Answer

ProposalVault is a workspace for preparing responses to RFPs and security questionnaires. It brings project questions, reusable company knowledge, draft answers, review notes, and exports into one place. Instead of searching through old proposals, documents, emails, and spreadsheets for every response, your team can build an Answer Library and use relevant content while working through each questionnaire.

Question 3

What problem does ProposalVault solve?

Accepted Answer

RFP and security-questionnaire work is often slow and repetitive. Teams may rewrite answers they have already given, rely on outdated documents, struggle to find the right subject-matter expert, or lose track of which questions still need review. ProposalVault centralizes the work, helps teams reuse current source material, and makes progress easier to track. This reduces manual searching and repeated drafting while helping responses remain more consistent. Every answer should still be reviewed by your team before it is submitted.

Question 4

Who is ProposalVault for?

Accepted Answer

ProposalVault is designed for SMBs, boutique agencies, startups, and agile sales teams that respond to RFPs or customer security questionnaires. It can support sales, proposal, security, compliance, operations, and subject-matter teams. You do not need prior RFP expertise to use it: the workflow keeps the questions, supporting knowledge, drafts, and review status organized in one place.

Question 5

How does ProposalVault help me complete an RFP?

Accepted Answer

Start by creating a project or importing questionnaire questions from a supported spreadsheet; Growth plans can also extract questions from a PDF questionnaire. Add your policies and reference material to the Answer Library, then work through the imported questions. ProposalVault can find relevant source excerpts and generate AI-assisted draft answers for your team to review, edit, and approve. When the response is ready, a paid plan can export it in a supported PDF, CSV, or Word format.

Question 6

Can I try before I buy?

Accepted Answer

Yes. The 30-day Trial includes one project and does not require a credit card. New project creation ends when the trial expires, and project imports and exports require a paid plan.

Question 7

What file formats do you support?

Accepted Answer

The Answer Library accepts PDF and plain-text documents up to 25 MB. Starter and Growth can import project questions from CSV or Excel, and Growth can also use AI to extract questions from PDF questionnaires. Paid plans can export PDF, CSV, or a custom Word template.

Question 8

Can ProposalVault process scanned PDFs?

Accepted Answer

Not currently. ProposalVault does not provide OCR for image-only or scanned PDFs. Use a text-based PDF or provide the content in a supported plain-text format.

Question 9

Does AI replace human review?

Accepted Answer

No. AI answers are drafts grounded in matching Answer Library content. ProposalVault displays sources and confidence warnings, but you remain responsible for reviewing accuracy and suitability before submission.

Question 10

What happens when my Trial ends?

Accepted Answer

The 30-day Trial includes one current project. After the trial period, you cannot create new projects, but existing content remains viewable. Imports and exports require a paid plan.

Question 11

Can I cancel a paid subscription?

Accepted Answer

Yes. You can cancel anytime from Settings via the billing portal, or by emailing support@proposalvault.cloud from your account email. If you cancel within 3 days of your initial purchase, your payment is automatically refunded; refunds after that window are subject to applicable consumer law.

Question 12

Can my team collaborate in ProposalVault?

Accepted Answer

Yes. Workspaces support Viewer, Editor, and Admin roles, and members can be invited by email. Each user currently has one active workspace context, and there is no workspace switcher.

Question 13

Do you use my RFP data to train AI models?

Accepted Answer

ProposalVault uses OpenAI for embeddings and Groq for inference. Provider data-retention and model-training controls are governed by our configured account settings and the providers' applicable terms; some providers may temporarily retain abuse-monitoring data. We do not sell your content.

Question 14

Is ProposalVault SOC 2 compliant?

Accepted Answer

No. ProposalVault does not currently hold a SOC 2 certification or ISO 27001 certification. We use security controls such as encrypted connections, application-level workspace scoping, role-based access, and rate limiting, and rely on infrastructure providers that maintain their own security programs.

Question 15

Where is my data stored?

Accepted Answer

The application is hosted on Vercel, and application data such as account records, project content, extracted document text, and embeddings is stored in a Neon-hosted Postgres database. Answer Library uploads use Vercel Blob during processing, and the active upload flow does not persist the original upload after text extraction. ProposalVault does not publish a guaranteed data-residency location. Relevant data may also be processed by providers such as OpenAI, Groq, Stripe, Brevo, Upstash, and ChatNexus depending on the feature used.

Question 16

How does ProposalVault use AI?

Accepted Answer

Document and question text is sent to OpenAI to create search embeddings. ProposalVault then sends a question and relevant document excerpts to Groq to generate a draft answer. Original uploaded files are processed to extract text and are not stored by the active upload flow.

Question 17

How can I contact ProposalVault support?

Accepted Answer

Email support@proposalvault.cloud for account, billing, privacy, security, technical, or general support questions. ProposalVault aims to respond to routine enquiries within 1-2 business days. Complaints are acknowledged within 2 business days and are targeted for resolution within 10 business days.

Frequently asked questions

About RFPs and ProposalVault

Product & workflow

Security & data privacy