Set up and use the request for proposal (RFP) agent

With the request for proposal agent, powered by Breeze, HubSpot's AI, you can auto-fill request for proposals (RFPs) using past responses and connected knowledge. 

Please note: avoid sharing any sensitive information in your enabled data inputs for AI features, including your prompts. Admins can configure generative AI features in account management settings. For information on how HubSpot AI uses your data to provide trustworthy AI, with you in control of your data, you can refer to our HubSpot AI Trust FAQs.

Understand AI-generated content best practices

• Proofread and edit your AI-generated content before publishing it.
• Edit AI-generated content to maintain your brand's voice and style.
• Balance the use of AI-generated content with content written by a human.
• While HubSpot has security measures in place, AI agents may occasionally generate incorrect, biased, offensive, or misleading information. Verify the accuracy of the output's content, especially any statistics or facts.
• The large language model that powers AI agents tends to produce inconsistent results in non-English languages. HubSpot is working on better supporting these languages in the coming months. For now, use extra care in checking non-English content for accuracy and clarity. 

Before you get started

• Turn on AI settings in your account, including the Files data setting.
• Super Admins can configure the request for proposal agent.
• The request for proposal agent is available through HubSpot Credits. Learn more about how the RFP agent uses credits.

Add the RFP agent to your account

Super Admins can install the RFP agent to the account. To add the RFP agent:

1. In your HubSpot account, navigate to Breeze > Marketplace.
2. Use the search bar to search for RFP agent and click it in the search results.
3. Click Add.

Set up the request for proposal agent

1. In your HubSpot account, navigate to Breeze > Marketplace.
   
2. On the Agent Marketplace page, click the Request for proposal agent card.
3. In the dialog box, click Add.
4. To open the agent, click Open. You'll be directed to the agent editor.
   

Configure the request for proposal agent

Configure the agent by adding extra instructions, tools, and knowledge, to help it enrich the content when creating the RFP response. 

1. In your HubSpot account, navigate to Breeze > Breeze Studio.
   
2. Click the Request for proposal agent card.
3. In the upper right, click Configure agent.

What this agent needs from users

Configure inputs the agent needs from users. By default, the agent requires a file upload (e.g., the RFP file, added by the user) each time the agent runs, but other inputs can be added that are used during set up (and are used automatically each time the agent runs), or each time the agent runs. 

For example:

Inputs during set up: when you set up the RFP agent, you may want to add a standard proposal template. This will make the RFP agent use that template each time it runs.

Inputs each time the agent runs: alongside the RFP file, you might want your user to add an ID to each agent run for the RFP.

To edit the inputs:

1. In the upper left, click Manage inputs.
2. To add an input that's used during the set up of the agent:
   • Under During setup, click the Add input dropdown menu and select an input.
   • Configure the input. 
   • Select the Required checkbox to make it a required field.
     
   • To add another input, click the Add input dropdown menu and select an input.
   • When you have finished configuring your inputs, click the X in the upper right of the right panel.
     
3. To add an input that's used each time the agent is run:
   • Under Each time the agent runs, click the Add input dropdown menu and select an input.
   • Configure the input. 
   • Select the Required checkbox to make it a required field.
     
   • To add another input, click the Add input dropdown menu and select an input.
   • When you have finished configuring your inputs, click the X in the upper right of the right panel.
     
     

Guide how this agent behaves

Under Guide how this agent behaves, add extra instructions, tools it can access, and additional knowledge it can use for context when creating RFP responses. 

Tools are split into three categories:

• Tools that get data.
• Tools that generate information.
• Tools that take action.

To configure how the agent behaves:

1. To add additional instructions for the agent to use to craft responses:
   • Under Agent instructions, click Add extra instructions.
   • Enter the instructions in the text box.
2. To add tools and other agents that the request for proposal agent can access to help it complete tasks like researching, summarizing, or generating content:
   • Under What this agent can access, select the Web browsing and Your HubSpot CRM checkboxes to allow the agent to crawl the web, and use the CRM records in your account to help craft responses.
     
   • To add other tools, click breezeSingleStar Add tool.
     • In the right panel, use the search bar to search for a tool.
     • Click the Categories dropdown and select a category to filter the results.
     • Hover over a tool and click Review to view the tool details. Click the back arrow in the upper right of the right panel to go back to the list of tools, or click Add tool to add the tool.
     • To add a tool from the list of tools, hover over the tool and click Add. You can add as many tools as you'd like.
   • To add other agents, at the top of the right panel, click the Agents tab.
     
     • In the right panel, use the search bar to search for a tool.
     • Hover over an agent and click Review to view the agent's details. Click the back arrow in the upper right of the right panel to go back to the list of agents, or click Add tool to add the agent.
     • To add an agent from the list of agents, hover over the tool and click Add. You can add as many tools as you'd like.
   • To remove tools or agents, hover over a tool or agent and click Remove.
   • When you have finished adding tools and agents, click the X in the upper right of the right panel.
3. To add knowledge to the agent, like documents and data, click folderOpen Add knowledge. If you don't add knowledge sources, the agent will use general knowledge, or knowledge from your settings (e.g., brand kits).
   • Existing knowledge vaults will be listed below the search bar. To view the details of the vault, hover over it and click View [in settings/details]. To add existing vaults to the agent, hover over them and click Add.
     
     
   • To create a new knowledge vault, in the upper right of the right panel, click Create.
   • Enter a name in the Name field.
   • Enter a description in the Description field.
   • Under Files, click Upload to add a file (.pdf, .txt, .md, .html, .pptx, and .docx formats are supported).
   • Under CRM Objects, click Add to add a CRM object (e.g., you could add your HubSpot knowledge base as an object for the agent to use when creating the RFP response).
     • Select the CRM object to add (custom objects aren't supported).
     • Click + Add filter, and set your filters.
     • Click Add to vault. 
   • Click Create & Add.
   • To remove a knowledge vault from the agent (the knowledge vault will still be available for this and other agents), hover over the vault and click Remove.
     
     
   • To edit a knowledge vault's name and description, hover over the vault and click View details. In the upper right, click the ellipses ellipses, then click Edit.
   • To delete a knowledge vault, hover over the vault and click View details. In the upper right, click the ellipses ellipses, then click Delete.
     
     
4. When you've finished configuring the knowledge vaults, click the X in the upper right of the right panel.

About this agent

To update the description of the agent:

1. Under About this agent click the description field and edit the default description.
2. In the upper right, click Update to save your changes.

Test the agent

To test the agent:

1. Click Run agent.
2. The agent will use the information provided to complete the RFP proposal process.
3. Review the response and make any adjustments to the agent. Click New test to run another test.

Use the request for proposal agent

1. In your HubSpot account, navigate to Breeze > Breeze Studio.
2. Click the Request for proposal agent card.
3. Click Upload a file and upload the RFP file.
   • Click Upload from computer to upload the file from your device.
   • Click Choose existing files to select a file from the files tool. Select the file from the right panel.
4. Enter any other inputs that have been configured for the agent.
5. Click Run agent.
6. The agent will use the information provided to complete the RFP proposal process, as well as any missing information or clarifications needed.
7. Review the response. To refine it, enter refinements in the Refine outputs field in the bottom left and press return on your keyboard.
8. Click Export PDF to export the RFP to a PDF file. The PDF will be emailed, and you'll be notified in HubSpot, when it's ready.
9. Click Copy link to copy a link to the response to share with other HubSpot users.

View agent history

You can view the history of when the agent has run in Breeze Studio.

To view the agent history:

1. In your HubSpot account, navigate to Breeze > Breeze Studio.
2. Click the Request for proposal agent card.
3. In the History panel, hover over an entry to view the date and time of the agent run.
4. To rename an entry, hover over the entry, click the ellipses ellipses, then click Rename. Enter a new name and press enter on your keyboard.
5. To copy a link to an entry, hover over the entry, click the ellipses ellipses, then click Copy link.

Clone the agent

1. In your HubSpot account, navigate to Breeze > Breeze Studio.
2. Hover over the Request for Proposal Agent card and click the verticalMenu three vertical dots in the upper right of the card.
3. Click Clone.
4. In the dialog box:
   • Select Stay connected if you want the cloned version of the agent to receive updates whenever the marketplace version of the agent changes.
   • Select Make it your own to get a fully customizable copy of the agent that won't receive any future updates.
5. Click Clone.
6. Configure the agent, then click Publish.

Delete the agent

1. In your HubSpot account, navigate to Breeze > Breeze Studio.
2. Hover over the Request for Proposal Agent card and click the verticalMenu three vertical dots in the upper right of the card.
3. Click Delete.
4. Click Delete agent to confirm deletion.