Turn documents into structured data.
Extract fields from PDFs, Word documents, and PowerPoint decks and map them to the schema your business systems expect.
Compare three responses to one RFP
In this fictional example, a sponsor issues a request for proposals for an inventory reporting platform. Three vendors reply with a PDF, a Word document, and a PowerPoint deck. Reviewers need to compare each submission against the same criteria and check the original wording when a response is ambiguous.
Collect responses
Group each submission and its source documents under RFP-104. Use the sponsor’s criteria to define what to extract.
Map the data
Extract pricing, rollout estimates, support hours, and exceptions into consistent fields. Keep the document and page, section, or slide reference alongside each value.
Review in Salesforce
Map the structured records to Salesforce custom objects. The sponsor reviews the comparison, opens source references, and follows up on missing answers.
Example Salesforce object model
One RFP can have several vendor submissions. Each submission can have multiple criterion responses, allowing the review team to compare the same criterion across vendors.
RFP
One parent record for RFP-104, its scope, the submission deadline, and the review criteria.
Vendor Submission
One child record per vendor response, with the vendor label and references to its source files.
Criterion Response
One record per criterion per submission, with a normalized value, a source locator, and a review status such as Extracted or Missing.
What the sponsor can compare
| Criterion | Vendor A · PDF | Vendor B · Word | Vendor C · PowerPoint |
|---|---|---|---|
| Year-one cost | USD 84,000p. 6, pricing | USD 92,000§ 4, commercial terms | USD 79,000slide 8, fees |
| Rollout estimate | 12 weeksp. 9, delivery plan | 10 weeks§ 3, timeline | 14 weeksslide 6, delivery |
| Support coverage | 24/7 for critical incidentsp. 11, service levels | Business hours§ 5, support | Not provided |
| Scope exceptions | Migration billed separatelyp. 12, exclusions | Two data sources included§ 2, scope | Training billed separatelyslide 9, assumptions |
The sponsor can flag Vendor C’s missing support terms for follow-up and check what each quoted price includes before comparing total costs.
Send structured data where reviews happen
Salesforce is the destination in this example. Map outputs to the schema your review system expects, or use an integration layer such as MuleSoft to transform and route records to downstream systems.
Planning a workflow like this?
Before exporting, decide how to represent partial answers. For example, keep the quoted price, currency, and billing period together so reviewers can see whether two figures cover the same period. Route records that need a closer look to a reviewer before using them in a comparison.
How to use doxread
Define fields
List the criteria, units, and currencies your reviewers need. Decide how to flag missing answers or unclear pricing.
Check the extraction
Run a sample PDF, Word document, and PowerPoint deck. Have a reviewer check the extracted fields against the source pages and slides.
Send records downstream
Map approved records into the destination schema. For Salesforce, relate each criterion response to a vendor submission and its RFP. MuleSoft can route the output when your architecture calls for it.
What to measure
Reviewers can compare equivalent fields in one view and open the original passage when a quote needs context. Track minutes per submission and the share of fields reviewers correct.
Estimate monthly savings
Adjust this planning example for your team. Include human review time in your estimates. The calculator values time freed at your hourly labor cost and excludes software and implementation costs. The defaults are assumptions for planning.
Bring your next RFP review
Before your next submission deadline, choose one RFP and the criteria reviewers need to compare. We can walk through the workflow and identify what to measure in a pilot.