Vendor Proposal Comparison AI
Let your AI agent handle the tedious work of reviewing catering, AV, and decor bids—so you can focus on delivering flawless events.
You’re stuck cross-checking PDFs and emails, building comparison tables in Excel, and chasing missing details. As an event planner, every hour spent wrangling proposals is time away from clients and creative planning. One missed credential or overlooked cost can mean disaster for your event.
An AI agent that reviews, scores, and summarizes vendor proposals for event planners, helping you pick the best providers in minutes.
What this replaces
The hidden cost
What this is really costing you
In financial services event planning, coordinators and project managers spend hours each week sifting through vendor proposals—copying data from Outlook attachments into Excel, checking requirements, and searching Google Drive for insurance documents. These manual tasks drain focus from client strategy and increase the risk of costly errors.
Time wasted
1.5 hrs/week
Every week, burned on work an AI agent handles in minutes.
Money lost
$3,500/year
In salary, missed revenue, and operational drag — annually.
If you keep ignoring it
Missed deadlines, selecting non-compliant vendors, or overlooking better options can lead to failed events, client dissatisfaction, or even regulatory issues.
Cost estimates derived from U.S. Bureau of Labor Statistics occupational wage data and O*NET task analysis.
Return on investment
The math speaks for itself
Today — without agent
1.5 hrs/week
of manual work
With your AI agent
15 min/week
agent-handled
You save
$2,625/year
every year, reinvested into growing your business
Estimates based on U.S. Bureau of Labor Statistics median salary data and O*NET task importance ratings from worker surveys. Time savings assume 80% automation of eligible task components.
Jobs your agent handles
What this agent does for you
Complete jobs, handled end-to-end — so your team focuses on what matters.
Compare Catering Proposals
You ask your agent to compare three catering vendors against your client’s dietary and budget requirements.
Shortlist AV Providers
You ask your agent to shortlist AV companies that meet your technical specs and have required insurance documentation.
Evaluate Decor Options
You ask your agent to evaluate decor vendors, scoring them by style fit, pricing, and availability for your event date.
Clarify Missing Details
You ask your agent to identify missing information in a vendor proposal and draft questions to send for clarification.
How to hire your agent
Connect your tools
Connect your existing event management, document storage, and communication tools used to gather vendor proposals and requirements.
Tell your agent what you need
Type: 'Evaluate these five catering proposals based on our client’s vegan, gluten-free, and budget requirements. Highlight any missing info.'
Agent gets it done
Receive a detailed comparison table, ranked recommendations, and a summary of missing or unclear proposal details.
You doing it vs. your agent doing it
Agent skill set
What this agent knows how to do
Extracts Proposal Details
Pulls key information from PDF and Word proposals and generates a side-by-side comparison table in Google Sheets.
Custom Criteria Matching
Matches each vendor’s offering to your client’s requirements and flags missing or incomplete responses.
Provider Scoring
Calculates weighted scores based on your priorities—like pricing, credentials, and availability—and ranks vendors accordingly.
Compliance Checklist Creation
Checks uploaded insurance and certification documents, then outputs a compliance status for each provider.
Clarification Question Drafting
Drafts targeted questions for vendors when proposals lack detail, ready to send via Outlook or Gmail.
AI Agent FAQ
Yes, your agent reads PDF, Word, and Excel files. For scanned images or locked files, you’ll need to provide a text version. It works directly with attachments from Outlook or Google Drive.
You set the criteria and weighting—such as cost, experience, or compliance. The agent scores each provider and delivers a ranked report in Google Sheets, so you can make informed decisions fast.
All data is encrypted in transit using TLS 1.3 and is deleted after processing. The agent never stores your files or shares them with third parties.
Absolutely. For every event, you can specify new requirements and priorities. The agent adapts its analysis each time, ensuring accurate comparisons tailored to your needs.
Yes, it’s designed for all event service providers—catering, AV, decor, and more. The agent compares proposals across categories and highlights the best fit for your event.
Related tasks
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