How RxBenefits doubles RFP response capacity in one year with Conveyor

Challenge

Keeping complex benefits proposals moving under tight deadlines

RxBenefits was founded to help SMBs offer better prescription-drug benefits to their employees. The company works with three major pharmacy benefit managers (PBMs) to give employers advantages typically reserved for larger enterprises. To win new clients, RxBenefits answers consultant-led requests for proposals (RFPs).

David Kilstein, Director of Proposal Development, leads the team responsible for delivering accurate, timely RFP responses. A consultant might request three offers for one employer, each involving a different PBM and requiring a separate response document.

Because RFPs often asked similar questions, writers could reuse previous answers from RxBenefits’ proposal library. But their software didn’t have the filtering needed to narrow that content by PBM. Writers had to manually search and check each answer against the provider, adding extra work to every response and risking a mismatch between the answer and the offer.

The software was also slowing them down before drafting even began. Once the team received an RFP, it took up to 30 minutes to import each consultant’s document. During the January-through-July peak season, a writer handling multiple requests at the same time might spend hours just loading those documents.

Consultants also set RFP deadlines around employers’ benefits purchasing timelines, often leaving David’s team with tight turnaround times. The work required to prepare each response left less room for activities that could make the team more effective, such as pairing tenured writers with newer colleagues or improving communication and data sharing with other departments.

David wanted writers to spend less time assembling answers and more time strengthening proposals that could scale the business. That required stronger AI drafting grounded in PBM-specific content, giving writers more accurate first drafts to tailor and review.

When David was introduced to Conveyor through a colleague, it was clear that the AI native importing, PBM-specific filtering, and a Salesforce integration connected to existing workflows could support the growth in RFPs.

“Spending a half hour uploading each RFP adds up quickly. That’s time writers need for the responses.”

Solution

Faster uploads and PBM-specific drafts that keep writers ahead of deadlines

To start the partnership off strong, Conveyor’s specialists helped organize RxBenefits’ proposal content and previous answers into a knowledge library, ran working sessions for writers, and supported Salesforce setup and testing. Regular calls and responsive email support helped as writers learned the platform.

The team now imports consultants’ RFPs into Conveyor in less than five minutes, then filters the library to the PBM represented in each offer. The AI draws on that content and previous answers to generate a highly accurate, PBM-specific first draft, giving writers a strong starting point. They spend less time searching for and assembling answers and more time crafting business-winning responses.

“Conveyor gives us a first draft based on the right PBM’s content, so our writers can spend less time assembling answers and more time tailoring the response to each opportunity.”

David’s content manager also works with Conveyor to address errors and refine the knowledge library so future AI drafts draw on the most accurate information. That hands-on support extends beyond content: regular check-ins and responsive email support give the team a way to resolve issues, ask questions, and discuss requests as they arise.

With Conveyor, David has also simplified how requests reach his writers. The Salesforce integration helps sales and account management pass RFPs to the proposal team with less back-and-forth over assignments. Sales colleagues can then follow proposal progress through view-only access in Conveyor, keeping both teams aligned as writers prepare their responses.

Together, smoother intake, faster uploads, and provider-specific drafts help David’s team keep pace during the peak season or when meeting tight deadlines. Reducing the work on each request also leaves experienced writers more time to mentor newer colleagues.

“We have writers with 30 years of experience and others with one year. Giving them more time to help each other means that knowledge can be shared across the team.”

With Conveyor helping writers keep pace with RFP deadlines, David’s team has more time to improve how proposals get done across the business. One example is Conveyor’s Salesforce integration, which has helped streamline coordination between the proposal team, Sales, and Account Management.

With Conveyor, David has more room to strengthen how the business prepares proposals, while helping his writers keep pace with immediate deadlines.

“Conveyor’s benefit goes beyond functionality. The team makes sure the software works for us and improves how we write proposals.”

Results

RxBenefits reduces RFP upload time by 83%

Adopting Conveyor helped RxBenefits keep pace with tight consultant deadlines, speeding up RFP uploads and grounding AI drafts in PBM-specific content. David’s team now spends less time loading RFPs and more time preparing tailored proposals. The time saved also gives experienced writers room to mentor newer colleagues while enabling departments to improve communication and data sharing.

The impact:

• 83% less time spent importing RFPs
• 70% reduction in time spent preparing an RFP response
• 2x increase in RFP response capacity in one year

Looking ahead, David plans to connect Conveyor more extensively to RxBenefits’ internal information sources, reducing the need to copy content into the knowledge library. He also wants to build on the Salesforce connection to strengthen coordination between proposal writers, sales, and account management.