How Wippy AI Transformed Spiral Scout’s Business Development
AI-Powered
Automation
RFP
responses
DATA
Accuracy
Services
Industries
Technologies
About the Project
Spiral Scout is known for building cutting-edge AI-driven solutions for clients, but we also use our own technology internally to improve our business. One of the biggest challenges in running a professional services firm is responding quickly to incoming leads while still delivering high-quality, tailored proposals that win business.
The solution? We deployed Wippy AI, our multi-agent automation framework, to optimize pre-sales workflows, reduce the time it takes to complete RFPs, and increase data accuracy across the board.
This AI-powered automation system didn’t just save us time—it transformed our ability to scale by helping our pre-sales team focus on strategy and high-value client interactions rather than getting bogged down in administrative tasks and responding to the same questions.
Objectives
- Streamline the pre-sales process and improve lead conversion rates.
- Reduce response times and enhance the accuracy of project estimations.
- Automate the dissection and adaptation of RFP content.
- Minimize manual data handling and improve data accuracy.
Challenges
Solutions
Inefficient and Time-Consuming RFP Responses
Before implementing AI automation, responding to an RFP (Request for Proposal) required significant manual effort from multiple team members, often taking days to compile all the necessary information. Our sales team had to:
- Pull past case studies and project estimates manually.
- Cross-check pricing, services, and team availability.
- Review proposals multiple times before sending, delaying turnaround.
AI-Powered RFP Processing
Wippy AI was trained on our historical project data, pricing models, and team capabilities. With just plain natural language, it could:
- Extract relevant case studies and client success stories.
- Generate accurate cost estimates based on past project data.
- Format RFP responses into a structured, client-ready proposal in minutes instead of days.
Bottlenecks in Pre-Sales Workflow
Our pre-sales process required input from engineers, project managers, and sales representatives, slowing down response times and stretching resources thin.
Multi-Agent AI for Seamless Collaboration
We implemented Wippy’s multi-agent system, where each agent specializes in a different part of the pre-sales process. These AI agents:
- Retrieved relevant technical documentation and sales materials.
- Automated the first draft of proposal responses, leaving only final touches for human review.
- Standardized pricing and service offerings, ensuring consistency and eliminating manual errors.
This allowed us to reduce pre-sales overhead costs by 30%, as fewer team members had to be involved in routine proposal creation.
Inconsistent Data & Error-Prone Estimates
Manually inputting project estimates often led to human errors, miscalculations, and pricing inconsistencies, impacting the accuracy of our proposals.
AI-Driven Data Accuracy
Wippy AI continuously learns from past estimates, improving precision over time. It now:
- Autocompletes cost breakdowns based on historical project data.
- Flags inconsistencies in pricing and recommends adjustments.
- Keeps sales and engineering teams aligned by ensuring proposals reflect real-world resource availability.
As a result, proposal accuracy improved by 40%, reducing back-and-forth edits and client revisions.
Project strategy
Overview of the critical steps that shaped the project’s success and addressed its key challenges.
AI-Powered Estimation Model
We leveraged historical project data to train AI models that could generate faster, more precise cost estimates and reduced reliance on padding estimates, improving pricing confidence.
Seamless Integration with Existing Tools
We integrated AI-powered agents with Google Docs, Notion, and CRM tools, enabling real-time data retrieval, which allowed sales and project teams to access AI-driven insights without switching platforms.
Automated Proposal Generation & Customization
We know could write AI-generated proposals that adapt to different client industries, project sizes, and technical needs. Our pre-sales and sales teams could instantly tweak proposals without needing engineering involvement.
Project results
The implementation of our AI-driven solutions led to significant improvements in our pre-sales work and our lead conversions. We could now respond with a much more complete answer to leads while at the same time reducing the time it took to respond. We noticed over time that we had a 30% reduction in our presales overhead costs because we required less upfront input and the team was now using the AI system to streamline their individual and team processes, which reduced overhead. Furthermore, we were responding to leads in hours instead of sending them a response that took days and required 6 different people to comment on it before we felt comfortable with it leaving our email inbox. At the same time, our data accuracy improved, which we have seen has impacted positively by reducing errors and giving us more precise data handling.
Key takeaways
- Response time for RFPs decreased from 4 days to just a few hours.
- 30% reduction in pre-sales overhead costs, allowing team members to focus on closing deals rather than compiling proposals.
- 40% improvement in pricing accuracy, reducing negotiation friction and client revisions.
- Higher lead conversion rates due to faster, more polished responses that instilled confidence in prospects.
Using Wippy, we have dramatically transformed our pre-sales process, which allows us to respond to client needs with unprecedented speed and accuracy. Wippy’s AI-Agent-driven automation capabilities have not only streamlined our operations but also significantly built up our ability to win and manage new business efficiently.
John Griffin
Co-Founder & CEO of Spiral Scout
OVERALL SCORE
At Spiral Scout, we believe that when it comes to software development and delivery, it’s time for a change.
5.0
SCHEDULING
On Time / Deadline
5.0
QUALITY
Service & Deliverables
4.5
COST
Value / Within Estimates
5.0
NPS
Willing to Refer
