Can AI Help You Win More Bids?
Separating Hype from Reality
Written by Madhur Advani, APMP ANZ Content Writer
There’s been a fierce debate around AI’s role in bid writing for years.
When AI tools first entered the scene, many feared they would replace human writers altogether.
But over time, a more balanced perspective has emerged. AI, while undeniably powerful, is no substitute for human expertise.
Instead, it should be viewed as a tool that enhances rather than replaces the bid writer’s craft.
It’s Clear That AI is a Valuable Research and Strategy Tool
One of AI’s greatest strengths lies in its ability to process large volumes of information rapidly.
It enables bid teams to analyse past submissions, assess competitor strategies, and extract insights from procurement guidelines and industry reports—all in a fraction of the time it would take manually.
AI-powered tools such as ChatGPT and Claude can assist in structuring bid responses by generating content outlines, identifying key themes, and highlighting compliance requirements.
These capabilities help teams improve alignment with client needs and ensure bids are both comprehensive and well-organised.
However, while AI significantly streamlines pre-bid research and content structuring, it is not a substitute for the strategic thinking, persuasive storytelling, and contextual understanding that define a winning proposal.
It’s Critical to Understand the Limits of AI in Bid Writing
While AI is efficient at generating content quickly, it lacks the nuance, persuasion, and storytelling that make a winning bid stand out.
The most successful bid teams in 2025 aren't those who either reject or over-rely on AI – they're the ones who understand its specific capabilities and limitations.
AI excels at speed and processing power, while humans bring context, emotional intelligence, and strategic thinking.
This complementary relationship enables bid teams to work more efficiently while maintaining the critical human elements that decision-makers respond to.
Four Ways AI Can Make a Practical Difference in Improving your Bid Process
Rather than replacing bid writers, AI enhances productivity by handling repetitive and time-consuming tasks.
As a bid writer, I integrate AI tools into my workflow every day to enhance efficiency, accuracy, and clarity in proposal development. Here’s how:
Standard Content Generation – AI assists in drafting standard sections such as company profiles, capability statements, and past project summaries.
Tools like Jasper AI and Grammarly Business help create well-structured, polished drafts quickly.
Editing & Proofreading – AI-powered tools can help enhance language clarity, maintain consistency, and flag compliance gaps, supporting our bid team in refining their final submissions.
Grammarly, Hemingway Editor, and ProWritingAid ensure proposals are clear, concise, and professional.
Summarising Complex Documents – AI extracts key insights from RFPs, contracts, and industry reports, expediting the analysis process and helping me and my team to focus on the most relevant information.
Tools like Genei and SummarizeBot condenses lengthy documents into actionable takeaways.
Time Management & Workflow Optimisation – AI tools streamline document formatting, manage version control, and support deadline tracking, allowing me to work more effectively under time constraints.
Trello AI Assist and Microsoft Copilot optimise time management, allowing me to focus on strategic content.
The Verdict: Bid Writers Should Use AI as an Ally, Not a Replacement
The winning formula AI PLUS human insight.
Bid Writers should use AI to fast-track the mundane and mechanical aspects of bid development, freeing your team to focus on strategic positioning, compelling storytelling, and relationship-based selling propositions.
The future belongs to those who see AI as a collaborator, not a replacement—those who harness its speed and precision while maintaining the creative and strategic edge that wins business.
In this evolving landscape, the question is not whether AI will replace bid writers, but how bid professionals will leverage AI to strengthen their capabilities and drive more successful outcomes.
Use AI for efficiency, but let the human touch drive the win.
