Extract RFP requirements and deadlines from email into a tracker

Reads incoming RFP emails, pulls out requirements and deadlines, logs them, and alerts your sales team on Slack.

How the work actually flows

It branches. Every path runs.

Pattern: Parallel Split (2)

flowchart TD trig>"rfp email arrives"]:::trig s0["read rfp document"]:::task s1["extract requirements and deadline"]:::task s2["calculate urgency level"]:::task trig --> s0 s0 --> s1 s1 --> s2 gx{"+ distribute extracted rfp data"}:::gate s2 --> gx p00["log to sheet"]:::task gx -->|"log to tracker"| p00 p10["post slack alert"]:::task gx -->|"alert sales team"| p10 p00 --> out p10 --> out out[/"rfp logged and team alerted"/]:::out pay{{"no missed rfp deadlines"}}:::pay out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepEvery pathResultPayoff
Build size
Standard

A mid-size build with several tools working together.

Business functions
Email AutomationMessaging & NotificationsSpreadsheet & Database Ops
Connects
GmailGoogle SheetsSlackPDF Vector
Featured in

The problem it solves

RFPs land in your inbox with dense attachments, and someone has to read through each one to find the deadline, budget, and requirements before it's too late to respond. Deadlines get missed or discovered late because nobody caught the email in time.

Who it fits

A sales team, consulting firm, or government contractor that regularly responds to RFPs and RFQs.

How it works

  1. A new RFP email with an attachment arrives in Gmail
  2. The system reads the document and pulls out the organization, project title, deadline, requirements, evaluation criteria, and budget
  3. It calculates how many days remain and sets an urgency level
  4. Everything is logged to a Google Sheets tracker
  5. Your sales team receives a Slack alert with the full breakdown
What you get

RFPs tracked with deadlines visible at a glance

You get every RFP's requirements, deadlines, and budget logged and flagged for your sales team automatically.

What you get

An updated RFP tracker in Google Sheets and a Slack alert summarizing each new opportunity.

What you need

A Gmail account, a document extraction API key, a Google Sheets account, and a Slack workspace.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

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