Proposal Automation & CRM for Defense Contractors
Run every pursuit from bid/no-bid to submission in one place: a gated workflow, RFP obligations extracted into a compliance matrix, and capture management, with the CRM beside it. The AI is served from Cabrillo’s own inference gateway.
See it in action
Live screenshots, real demo tenant
These are unretouched screens from the live product, loaded with our demo tenant “Vector Defense Aerospace” — an invented aerospace contractor with invented proposals. The software is real; the company in it is not, and the dollar figures on these screens are demo data, not customer results.
9-gate proposal kanban — workflow + EPS scoring
$22.55M across 3 proposals in 3 different stages. Each card shows EPS (proposal health score), risk badge, days-in-stage, dollar value, and per-stage SLA. Vector's GPI SBIR Phase III is in Technical Solution Development at EPS 87.
Dashboard — 3 active, SLA tracked
Active proposal count + SLA threshold alerts. Sarah's morning view.
CRM — $79.95M pipeline, 5 opportunities
Intake → Qualified → Proposal. Branded per tenant.
Forecasting — P-Win weighted portfolio
Pipeline + Bookings + Scenarios + Momentum. Snapshot + Excel export.
2:05 walkthrough — dashboard → CRM → proposals → control room → forecasting
Inside the Proposal Studio
Where your team actually writes the proposal
Every active proposal lands in a gated execution tracker with EPS scoring, risk assessment, a hash-chained audit trail, and AI extraction of the RFP's obligations. Built for the people who actually win RFPs.
Studio Overview — GPI SBIR Phase III
Gated execution tracker. EPS Score 87 · Strategic · 3 tasks pending. Real-time status across the proposal lifecycle.
Compliance
SHALL/MUST extraction from RFP
Q&A
Govt Q&A intake + color team review
Audit Trail
Hash-chained audit — 2,198 demo events
Across roles
One platform — different views for every role
The same proposal data shows up differently depending on who's looking. Executives see portfolio health. Sales directors see target coverage. Capture leads see the deal. Knowledge managers see the source corpus.
Executive — portfolio health & risk
$80M pipeline at a glance. Atlas AI surfaces forecast gaps + concentration risk.
CFO — recognized revenue & margin
Awarded → Funded → Recognized → Invoiced flow. 12-month revenue timeline, per-contract margin.
Sales Director — coverage vs target
FY targets, actuals, pipeline coverage. By-BU breakdown for sales leadership reviews.
Knowledge Base — your private AI corpus
Past proposals, capability statements, response libraries, indexed in your deployment's own vector store.
Manager — Control Room workload
Capture lead workload, SLA risk, gate-aging escalations. The "where is everything stuck" view.
Capture Lead — daily inbox
6 tasks across 3 active proposals. Urgency sorted, blocking-tasks flagged, one-click triage.
If CUI Is in Your CRM, Your CRM Is in Scope
A CRM that stores, processes or transmits CUI is a CUI asset inside your CMMC assessment scope (32 CFR 170.19). ProposalOS keeps pipeline and proposals in one deployment, serves its AI from Cabrillo’s own inference gateway, and keeps a hash-chained, append-only audit log with role-based access.
Read our CUI-Safe CRM GuideFrom Opportunity to Submission
Capture, qualify and write government proposals in one platform.
CRM Beside Your Proposals
Contacts, accounts and pipeline in the same deployment as your proposals, with role-based access and a hash-chained, append-only audit trail you can verify.
Gated Proposal Workflow
A workflow you configure per pursuit, from RFQ intake and bid/no-bid through planning, technical, pricing and compliance review to final approval. The Govcon Standard template has eight gates, and each gate has defined criteria, approvals and quality checks.
Requirement Extraction & Compliance Matrix
AI extracts the SHALL, MUST, WILL, SHOULD and MAY obligations from the RFP, each with its source-page citation, and the compliance matrix tracks every one to evidence and sign-off.
Past Performance Library
Your past performance sits in an evidence library that AI drafting draws on, and evaluation factors are mapped to the requirements they score.
P-Win Scoring
Three-tier bid/no-bid analysis: Quick Screen for simple decisions, Standard P-win for moderate complexity, Full Shipley for high-stakes competitions. Data-driven go/no-go decisions.
Capture Management
Track the entire capture lifecycle from opportunity identification through proposal submission. Assign teams, manage tasks, and coordinate reviews across your organization.
Part of the Cabrillo Platform
ProposalOS is one of the Cabrillo products. See the rest of the platform at CabrilloOS.
Frequently Asked Questions
What makes ProposalOS CRM different from Salesforce or HubSpot?
ProposalOS keeps the CRM in the same deployment as your proposals, and its AI is served from Cabrillo’s own inference gateway over a private network. Access is role-based, and changes are recorded in a hash-chained, append-only audit log. Whether a system may hold CUI (Controlled Unclassified Information) is settled by your own assessment under 32 CFR 170.
What is the gated workflow?
Every proposal moves through a gated workflow you configure. The Govcon Standard template has eight gates: RFQ Intake & Qualification, Bid / No-Bid Decision, Proposal Planning & Kickoff, Technical Solution Development, Pricing & Cost Modeling, Compliance & Contracts Review, Review & Approval, and Final Approval. You can add, remove or rename gates by pursuit size or type. Each gate has required fields, documents and approvals, and the bid/no-bid gate offers three tiers of P-win analysis.
How do I get started with ProposalOS?
Book a 25-minute fit call with the people who build and run it. ProposalOS is live today at proposalos.cabrilloclub.com; accounts are set up with you, not by self-serve sign-up.
Talk it through with the people who build it
A 25-minute fit call with the people who build and run ProposalOS. No deck, no sales rep.
Built for defense contractors. Cleared workforce. Your CUI never leaves your environment. CMMC 2.0 ready.