QueSol
Simplifying RFP & DDQ Management with AI
Project Summary
QueSol is a SaaS platform that streamlines RFP and DDQ report generation through AI-powered automation, smart repository management, and collaboration tools. Designed for both admins and writers, it ensures consistency, efficiency, and accuracy while reducing stress and improving the overall writing experience.
Platform
Saas
Timeline
Since 2 Years
My Role
UX/UI Designer
Team
1 Designer
1 SME
1 Project Owner
10 Engineers
The Challenge
When I joined, the team had existing research that highlighted key pain points (e.g. scattered content, manual rework). I built upon that foundation while avoiding revealing details of content or client identity.
Our Approach
RESEARCH
User Research, Persona Building, Synthesis & Findings
DESIGN
User Flow, Wireframe and User Interface Design
Secondary Research
Pre-existing secondary research data was included to understand RFPs, which are formal documents used to announce projects, define scope, and solicit bids. Widely used in both private and government sectors, RFPs require structured, detailed responses and clear evaluation criteria. This reinforced the need for our tool to prioritize consistency, efficiency, and ease of use in managing RFP workflows.
Formal, structured documents
Widely used across industries & government
Require detailed, consistent responses
Involve multiple stakeholders
Demand efficiency & clarity
Key Insights
Primary Research
We conducted user research with RFP writers and content managers to understand their day-to-day challenges and workflows. Through interviews and discussions, several recurring issues emerged that shaped our design direction.
Affinity Mapping
To synthesize findings from our primary research, we conducted an affinity mapping exercise. We grouped user pain points, behaviors, and needs across three main areas.
From the mapping, several themes emerged
Deriving Insights
We identified clear patterns that shaped our design direction. While functional issues such as repository management, repetitive writing, and fragmented tools were evident, the deeper insight was the emotional burden carried by RFP writers and content managers.
Persona → Empathy Map → Customer Journey Map
Let’s Design
Repository
The repository acts as a central knowledge base, storing both structured records and documents like Excel, Word, and PDF files. This organization helps teams quickly locate past responses, maintain consistency, and improve accuracy when preparing RFPs and DDQs.
Projects
Projects is where the actual work happens. Users upload questionnaires and seamlessly populate them using data from the repository. This ensures faster, more accurate responses while keeping content consistent across RFPs and DDQs.
Auto Sugggestions
The Auto Suggestions feature leverages AI to assist RFP writers by fetching relevant responses from the repository, generating new answers, or extracting key details from documents. This ensures quicker, more accurate, and contextually appropriate responses, reducing manual effort and improving consistency across projects.
Duplicates Check
The Duplicate Check feature helps maintain repository quality by identifying queued uploads that overlap with existing records. Users can easily compare both versions side by side and decide whether to retain, delete, or keep both, ensuring accuracy and reducing redundancy in stored data.
The Outcome
Built a comprehensive repository housing 1,500+ records and 100+ fund documents.
Developed a content retrieval model that significantly reduces the time writers spend searching for responses.
Designed a proprietary generative AI model to assist in creating new, contextually accurate responses.
25%
efficiency created
450+
RFP/DDQs completed annually
>80%
accuracy for auto generated responses
70%
TAT reduction in locating perfect responses
>30,000
Reports generated per annum
Learnings
Addressing emotional strain is as critical as fixing workflows.
Repository design needs both structure and flexibility.
Built-in workflows improve SME–writer collaboration.
AI works best with transparency and user control.
Next Steps
After conducting usability testing, I identified key insights and am iterating on them. Current focus areas include building user management, integrating the request module with CRM, and designing a dashboard to display analytics.”
Let's Talk!
Interested in working together or have a question? Feel free to reach out. I'm here to help you turn your ideas into amazing digital realities. Looking forward to hearing from you soon!