RFP Automation Workflow with Google Drive, Groq AI (LLaMA 3), Salesforce & Slack

Automate Your Entire RFP Lifecycle

This workflow automatically detects new RFP documents uploaded to Google Drive, extracts key requirements using Groq AI (LLaMA 3), generates a complete proposal draft, stores it in Google Docs, creates a Salesforce opportunity, assigns a review task and notifies your team via Slack.

Quick Implementation Steps

1. Connect your Google Drive, Groq API, Salesforce, Google Docs and Slack accounts in n8n
2. Set your RFP Intake Folder ID in the trigger node
3. Set a separate Knowledge Base folder for past proposals
4. Customize your company profile in the AI proposal generator node
5. Activate the workflow
6. Upload an RFP → Everything runs automatically

What It Does

This workflow fully automates the end-to-end process of handling RFP (Request for Proposal) documents. When a new file is uploaded to a specific Google Drive folder, the workflow immediately triggers and downloads the document. It then extracts text from the file and prepares structured metadata such as file name, URL and timestamp.

Using Groq-powered AI (LLaMA 3), the workflow analyzes the document and converts unstructured RFP content into structured JSON data. This includes critical fields like client name, project scope, deadlines, budget, technical requirements and evaluation criteria. The workflow ensures that even imperfect AI outputs are safely parsed and normalized.

Next, the workflow enhances proposal quality by referencing past proposals stored in a separate knowledge base folder. It then generates a complete, professional proposal draft tailored to the extracted requirements. Finally, it stores outputs in Google Docs and Salesforce, assigns a review task and notifies the team via Slack—ensuring no RFP is missed and every response is standardized.

Who It's For

• IT services companies handling frequent RFP submissions
• Consulting firms responding to client proposals
• Digital agencies managing multiple bids
• Sales and business development teams
• Enterprises looking to standardize proposal creation

Requirements

To use this workflow, you need:

• n8n account (self-hosted or cloud)
• Google Drive account
  • RFP Intake Folder
  • Knowledge Base Folder (past proposals)
• Groq API Key
• Salesforce account
  • Opportunity + Task access
• Google Docs account
• Slack workspace

How It Works & Set Up

Step 1: Google Drive Trigger Setup

• Configure Watch RFP Upload Folder node
• Replace with your RFP Intake Folder ID
• Trigger: fileCreated

Step 2: File Processing

• The workflow:
  • Downloads the uploaded file
  • Extracts text (PDF supported)
  • Prepares metadata (file name, ID, URL, timestamp)

Step 3: AI Requirement Extraction

• Configure Groq API credentials
• Model used: llama-3.3-70b-versatile
• Extracts structured data such as:
  • Client name
  • Project scope
  • Budget & deadlines
  • Technical requirements

Step 4: Clean & Parse Output

• Code node ensures:
  • JSON is valid
  • Markdown artifacts are removed
  • Fallback structure is used if parsing fails

Step 5: Knowledge Base Integration

• Configure Fetch Past Proposals (KB) node
• Replace with your separate Knowledge Base folder ID
• Fetches previous proposal documents for reference

Step 6: AI Proposal Generation

• Uses extracted requirements + KB context
• Generates a full proposal with sections:
  • Executive Summary
  • Solution
  • Timeline
  • Pricing
  • Team
• Customize company details inside prompt

Step 7: Output Storage

• Saves proposal to Google Docs
• Creates Salesforce Opportunity with:
  • Name
  • Deadline
  • Value
  • Description

Step 8: Task Creation & Notification

• Creates a Salesforce Task for review
• Sends notification to Slack channel

How To Customize Nodes

AI Nodes

• Change model (e.g., Mixtral, LLaMA variants)
• Adjust temperature:
  • 0.1 → structured extraction
  • 0.7 → creative writing

Proposal Generator

• Update:
  • Company name
  • Services
  • Strengths
• Modify proposal sections if needed

Salesforce Node

• Map custom fields (e.g., Industry__c)
• Adjust stage names or pipeline stages

Slack Node

• Change channel (#general)
• Customize notification message

Add-Ons

You can extend this workflow with:

• Email notifications (Gmail/Outlook)
• Approval workflows before submission
• PDF export of proposal
• CRM enrichment (HubSpot, Zoho)
• AI scoring for win probability
• Auto-deadline reminders

Use Case Examples

1. Automatically respond to government RFPs
2. IT companies generating proposals for software projects
3. Agencies handling multiple client bids daily
4. Consulting firms standardizing proposal quality
5. Sales teams tracking opportunities with zero manual entry

There can be many more use cases depending on your business workflow and automation needs.

Troubleshooting Guide

Need Help?

If you need help setting up, customizing or scaling this workflow, our n8n workflow development team at WeblineIndia is happy to help.

We can help you:

• Customize AI prompts for your business
• Integrate additional CRMs or tools
• Build advanced automation pipelines
• Optimize proposal quality using AI

Reach out to WeblineIndia for expert support and tailored automation solutions.