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Proposals are generated from inside a Journey. Before generating, make sure the opportunity has been added to Journey Hub and your company documents are uploaded.
Proposal generation page

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Overview

SamSearch’s proposal generation combines your RFP requirements, company profile, uploaded documents, and win themes to produce a first-draft proposal. The AI is designed around an anti-hallucination policy — it only writes from documents and facts you have provided. Any field it cannot populate from your data is flagged as a human task rather than fabricated. The proposal editor is built on a shared document, so your whole team can draft together in real time, and any edit Sammy makes to your text lands as a reviewable, tracked change rather than a silent rewrite.

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Step-by-Step

1

Add the Opportunity to Journey Hub

Open any opportunity and click Start Journey. This creates a Journey workspace where proposal generation lives.
2

Add Win Themes

In the journey Overview tab, fill in Win Themes — the core narrative of why your company should win. Click Generate for Me to have the AI suggest win themes based on the RFP and your profile, or write your own.Win themes guide the entire proposal — they appear throughout the generated draft as recurring differentiators.
3

Select Documents

Go to the Submit tab (or Proposal tab) and select which company profile documents the AI should use:
  • Capabilities Statements
  • Past Performance Records
  • Certifications
  • Technical Proposals
  • Other profile documents
Uncheck any documents that are not relevant to this specific opportunity. Only checked documents are used to generate the proposal.
If you connected Google Workspace, you can import documents directly from Google Drive. Set up the integration →
4

Generate Outline

Click Generate Outline. The AI analyzes the RFP, your documents, and your win themes to produce a section-by-section outline with:
  • Section titles
  • Suggested page counts
  • Writing plans for each section
  • Compliance tags linking each section to solicitation requirements
Review the outline and customize as needed — add sections, edit titles, adjust page counts, or delete sections that do not apply.
Sammy’s solicitation reading has been sharpened, including how it parses amendments, so outlines now come out tighter and need fewer manual fixes.
5

Review Compliance Matrix

Before generating the full proposal, check the Compliance tab to see your overall compliance score. Address any red (non-compliant) items by creating tasks or updating your documents.The compliance matrix auto-populates with requirements extracted from the RFP. Each row can be set to Compliant / Partial / Non-Compliant / TBD. Learn more →
6

Generate Proposal

Click Generate Proposal. The AI drafts the full proposal using your outline, documents, win themes, and compliance data.Generation typically takes 5–15 minutes depending on complexity. You will receive an email notification when the draft is ready.
7

Review Human Tasks (Color-Coded Fields)

When the draft opens, fields are color-coded based on how they were filled:
  • Green — Filled directly from your documents with high confidence
  • Yellow — Partially filled or inferred; review recommended
  • Red / flagged — The AI could not fill this field from your data. These appear as Human Tasks — a badge at the top of the editor shows the count.
Click the human tasks icon to see a full list. Click any task to jump to the relevant section in the proposal editor. Common human tasks include pricing tables, proprietary technical data, and contact-specific details.
Complete all human tasks before submitting. The AI will never fabricate company-specific data — flagged fields are intentional and require your input.
8

Edit with Sammy

In the proposal editor, highlight any text and ask Sammy to help:
  • “Make this more concise”
  • “Does this address Section L.4?”
  • “Rewrite to emphasize our past performance”
  • “Add specific metrics here”
  • “Add a diagram of our project org chart”
Sammy’s edits appear inline as a tracked diff for you to accept or reject rather than silently overwriting your draft — see Sammy Edits You Can Review below. Sammy can also generate diagrams and images directly into the draft — see Diagrams from Sammy.Type / anywhere in the editor to access formatting options: headings, tables, images, lists, and more.
9

Export

Click the download icon at the top of the editor and choose your format:
  • Word Document (.docx) — For further editing or formatting in Microsoft Word
  • PDF — For final submission or review
  • CSV — For exporting structured data tables (e.g., compliance matrix, pricing grids)
Custom export templates are supported — set your organization’s fonts, margins, and headers once in Settings, and every Word or PDF export uses them automatically. A live preview shows the formatted output before you download. Contact support if you need help configuring your template.All drafts are auto-saved. Return to Proposal Drafts at any time to access previous versions.

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Collaborative Proposal Editor

The proposal editor is rebuilt on a shared document, so your whole team can work in the same draft at once instead of emailing versions around or overwriting each other’s work.
Proposal editor showing two teammates' named cursors co-editing the same section of a draft in real time
  • Real-time co-editing — See teammates’ cursors and changes appear as they type, right in the same draft.
  • Comments in the margin — Highlight any passage and leave a comment anchored to it in a clean side rail. @mention a teammate to notify them and start a discussion without leaving the editor.
Comments and co-editing use the same team and permission structure as the rest of Journey Hub — invite teammates from Settings → Organization to give them access to a journey’s proposal draft. Learn more →

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Sammy Edits You Can Review

When you ask Sammy to rewrite or tighten a section, its edits no longer overwrite your text directly — they appear inline as a tracked diff so you can see exactly what changed before it lands.
A section of the proposal editor showing Sammy's suggested edit as an inline tracked-change diff, with Accept and Reject controls on the change and Accept all / Dismiss all buttons above it
  • See changes before they land — Ask Sammy to rewrite or tighten a section and review the additions and deletions as a tracked diff. Accept or reject each change individually.
  • One at a time, or all at once — Step through Sammy’s suggestions one by one, or use Accept all / Dismiss all to clear an entire batch of edits in a single click.

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Diagrams from Sammy

Sammy can generate diagrams and images directly into your proposal — an org chart, a process flow, a system architecture diagram, and more.
An org chart diagram generated by Sammy embedded in a proposal draft, with hover controls for resizing, alignment, and revision visible above it
  • Ask for a diagram — Request a diagram or image the same way you’d ask for a rewrite, e.g. “Add an org chart for the project team” or “Show the onboarding process as a flow diagram.”
  • Adjust in place — Hover any Sammy-generated image or diagram for Notion-style controls to resize it, align it, or ask Sammy to revise it — no need to regenerate from scratch.

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DiBBS Proposals

For Defense Logistics Agency (DiBBS) opportunities, the proposal flow has a specialized path:
  1. SamSearch uses OCR to extract line items and part numbers from the solicitation PDF
  2. The AI auto-fills a quote form with the extracted data — line items, quantities, descriptions
  3. You fill in your pricing and any incumbent pricing you have visibility to
  4. The quote form is exported to CSV or formatted as a DiBBS-compliant response
  5. The AI flags incumbent pricing discrepancies so you can price competitively
For DiBBS opportunities, upload any historical pricing data or price lists in your Documents tab. The AI uses these to suggest competitive pricing.

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Fill & Sign

Not every submission requirement is a narrative section — solicitations often include standard federal forms that need to be filled out and signed. Fill & Sign lets you do that without printing anything.
A federal PDF form opened in Fill & Sign from a journey's Documents tab, with form fields filled in and a signature added before saving back to the journey
  1. Open any PDF or Word form from a journey’s Documents tab
  2. Fill out the form fields directly in the browser
  3. Add your signature
  4. Save it back to the journey, alongside your other bid documents
Common federal forms are recognized automatically, so fields line up correctly without manual mapping.

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Anti-Hallucination Policy

SamSearch’s proposal AI never invents company-specific facts. It operates under a strict policy:
  • Company names, addresses, UEI, CAGE codes, and similar identifiers come exclusively from your Company Info tab
  • Past performance examples come exclusively from your uploaded Past Performance documents
  • Pricing fields are always left as human tasks — never estimated or fabricated
  • Proprietary technical data is never generated without a source document
Fields the AI cannot populate are highlighted and added to the Human Tasks list. This is by design.
Requirement tracking with citations — Sammy tracks which solicitation requirements are addressed in your draft and adds inline citations pointing back to the exact source in the solicitation, so every compliance claim is traceable.

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Best Practices

Before Generating

Complete your company profile, set win themes, select only relevant documents, and check the compliance score.

During Review

Work through all human tasks. Review yellow-coded fields carefully. Use Sammy to sharpen the language, and review its edits as tracked changes before accepting them.

Before Submitting

Run through the Submit tab bid checklist. Have a second person review pricing and technical claims. Download in the required format.

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FAQ

Yes. Each generation creates a new draft saved in Proposal Drafts. You can generate multiple versions and keep the best one.
It likely means the source documents did not have enough information for that section. Upload a more detailed capability statement or past performance record, then regenerate.
Custom templates are available — contact support@samsearch.co to configure yours.
Typically 5–15 minutes. You will receive an email when the draft is ready.
Word documents can be fully edited in Microsoft Word. Return to the editor at any time to make changes and re-download.
Yes. The editor is built on a shared document — teammates can co-edit the same draft at once, and you’ll see each other’s cursors and changes live. Leave comments anchored to a passage and @mention a teammate to loop them in.
No. Sammy’s edits appear inline as a tracked diff — you accept or reject each change (or use Accept all / Dismiss all) before anything is finalized in your draft.
Yes. Ask Sammy for a diagram — an org chart, a process flow, and similar visuals — and it’s inserted directly into the draft. Hover it for controls to resize, align, or ask Sammy to revise it.
Open the form from the journey’s Documents tab and use Fill & Sign to complete and sign it in the browser — no printing required. Common federal forms are recognized automatically so fields line up correctly.