How To Respond To An Opportunity

Overview

When a client invites you to respond to an RFP, RFI, or other Opportunity in Olive, you will receive an email invitation and gain access to a dedicated Opportunity workspace. This article walks you through every step — from accepting your invitation to submitting your final responses and pricing.

Once inside an Opportunity, you will work across six tabs:

Tab	What you'll do there
Overview	Read the project context, check key dates, and ask the client questions
Requirements	Read and respond to each requirement the client has set out
Colleagues	Invite teammates from your organisation to collaborate on the Opportunity
Pricing	Submit your commercial proposal, including licence costs and services pricing
Files	Download system-generated files, upload documents for the client, and view files the client has shared
My Profile	Complete your company and solution profile as requested by the client

Figure 1: The six tabs available within an Opportunity — Overview, Requirements, Colleagues, Pricing, Files, and My Profile

Accepting Your Invitation

When a client adds you to an Opportunity in Olive, you will receive an invitation email from info@olive.app. Follow these steps to access the Opportunity for the first time:

Open the invitation email from info@olive.app and click the 'Click here to accept' button
If you do not yet have an Olive account, you will be taken to the sign-up page — create your login credentials and complete registration. If you already have an account, sign in as normal.
After signing in, click Opportunities in the left-hand navigation panel
Find the relevant Opportunity in the list and click its View button to open it

📌 Note: Check your spam or junk folder if you do not see the invitation email in your inbox. The sender address is info@olive.app — add this to your safe senders list to ensure future Olive notifications are delivered reliably.

The Overview Tab

To reach the Overview tab, open your Opportunity and click Overview in the top navigation. This tab gives you context about the project before you begin responding — including the client's project description, key dates, and a channel to ask the client questions directly.

The Overview tab contains three sub-tabs:

Sub-tab	What you'll find there
Description	Project background and context provided by the client — read this before you start responding
Timeline	All key project dates set by the client, including response deadlines and demo dates
Public Discussion	A channel for asking the client project-related or technical questions

Figure 2: The Overview tab — showing the Description, Timeline, and Public Discussion sub-tabs

Description Sub-tab

Click the Description sub-tab within the Overview tab to read the client's project context. This sub-tab contains sections such as Overall Project Overview, Strategic Goals & Objectives, Current State, Current System Used, Desired Future State, and Benefits — along with any other information the client has chosen to share.

Figure 3: The Description sub-tab — read the client's full project overview and context before starting your response

💡 Tip: Read the Description carefully before you begin responding to requirements. Understanding the client's strategic goals and current pain points will help you write more targeted, relevant responses and tailor your pricing narrative accordingly.

Timeline Sub-tab

Click the Timeline sub-tab within the Overview tab to view all key dates set by the client for this Opportunity. The timeline typically includes the Vendor Response Submission deadline, the Shortlist date, and any Demo dates.

Figure 4: The Timeline sub-tab — all key project dates set by the client

📌 Note: Pay close attention to the Vendor Response Submission date — this is the deadline by which both your requirement responses and your pricing must be submitted. These are two separate submissions. Contact the client directly if you have questions about the timeline.

Public Discussion Sub-tab

Click the Public Discussion sub-tab within the Overview tab to ask the client project-related or technical questions. This is the correct channel for clarification during the response period.

Click the Public Discussion sub-tab
Type your question in the text box
Click the Post Question button

Figure 5: The Public Discussion sub-tab — post questions to the client and view their answers

📌 Note: All questions and the client's answers are visible to every vendor in the project. Your question will be labelled as coming from a "Vendor User" — other vendors will not see your company name unless you include it in the text of your question. The client can see which vendor submitted each question.

The Requirements Tab

To reach the Requirements tab, open your Opportunity and click Requirements in the top navigation. This is the core of your response — here you read every requirement the client has set out and submit your answers.

Requirements are organised into sections by the client. Click on any section header to expand it and reveal the individual requirements it contains.

Figure 6: The Requirements tab — click a section to expand it and view the requirements inside

The Requirement Modal

To respond to an individual requirement, find it in the Requirements table and click its Details button. This opens the Requirement Modal — a panel containing two sub-tabs: Details and Chat.

Details Sub-tab

The Details sub-tab is where you read the requirement and enter your response:

Click Details on the requirement row — the Requirement Modal opens
Read the original requirement text at the top of the modal
If the client has added further context, review it in the Details from Buyer section
Select your answer from the Response drop-down (for example: Yes, No, or Partial)
Add any supporting explanation in the Response Details text field
Click Save Response to save your answer

Figure 7: The Requirement Modal — Details sub-tab showing the requirement, the Details from Buyer section, and the Response drop-down

Figure 8: The Requirement Modal — entering a response in the Response Details field and saving with Save Response

💡 Tip: Be as specific as possible in your Response Details field. The client reads these alongside your drop-down answer, and a well-written explanation significantly strengthens your response — especially for requirements where you answer "Partial" or "No".

Chat Sub-tab

The Chat sub-tab within the Requirement Modal is a direct messaging channel between you and the client for that specific requirement. The client may leave questions or comments here relating to your response.

Open the Requirement Modal by clicking Details on the requirement row
Click the Chat sub-tab at the top of the modal
Read any messages or questions from the client
Type your reply and send it

Figure 9: The Requirement Modal — the Chat sub-tab for direct communication with the client about a specific requirement

💡 Tip: Check the Chat sub-tab on your requirements regularly throughout the response period. The client may ask follow-up questions or request clarifications on specific responses, and responding promptly reflects positively on your organisation.

Status and Importance

Two indicators on each requirement row help you manage your workload and prioritise effectively:

Indicator	What it means
Status (ToDo / Complete)	Requirements show ToDo until you save a response, at which point the status changes to Complete. Use this to track what still needs attention.
Importance (Stars)	The client assigns star ratings to signal priority. A common scale is: 3 stars = Must-have, 2 stars = Should-have, 1 star = Nice-to-have.

Figure 10: Status (ToDo / Complete) and star-based Importance ratings on requirement rows

💡 Tip: Work through Must-have requirements (3 stars) first and make sure your responses are thorough. Then address lower-priority requirements as time allows before the submission deadline.

Filters

Use the filter options at the top of the Requirements tab to focus on specific subsets of requirements:

Filter	Shows
Updated	Requirements the client has added or changed since you last viewed them
Must Have	Requirements the client has flagged as mandatory
Agenda Items	Requirements the client has flagged for demo coverage — use this to prepare your demo presentation
Discussions	Requirements that have messages in the Chat sub-tab
Answered	Requirements you have already submitted a response for
Unanswered	Requirements you have not yet responded to

Figure 11: The filter options on the Requirements tab — use these to focus on specific subsets of requirements

💡 Tip: Apply the Unanswered filter as a final check before submitting. It will surface any requirements you may have missed, giving you a chance to complete your response before the deadline.

Searching Requirements

To locate a specific requirement or find requirements containing a particular keyword, use the Search Requirements field at the top of the Requirements tab. Type your search term and the table will filter in real time to show only matching requirements.

Downloading and Uploading Requirements

If you prefer to work offline, you can export all requirements to a spreadsheet, complete your responses in the file, and upload it back to Olive:

Click the Download button on the Requirements tab to export requirements as a spreadsheet. The file includes a Response column ready for you to fill in.
Open the spreadsheet, add your responses to the Response column for each requirement, and save the file
Return to the Requirements tab in Olive and click the Upload button
Select your completed spreadsheet — all responses will be imported at once

📌 Note: When uploading your completed spreadsheet, do not alter the column structure or sheet layout of the exported file. Changes to the file format may cause the upload to fail or responses to import incorrectly.

Magic Fill

Magic Fill is an AI-powered feature that automatically generates draft responses across all requirements, drawing on publicly available information about your company and solution.

Click the Magic Fill button on the Requirements tab
Olive's AI will research publicly available materials and populate responses where information is found
Requirements where no suitable information can be found will be left blank — your credits are reimbursed for those
Review every generated response carefully and edit as needed before submitting

⚠️ Important: Magic Fill generates drafts only — responses are not submitted automatically. Always review and refine every generated response before clicking Submit. The AI draws on public data, which may not accurately represent your specific capabilities, pricing, or differentiators.

Submitting Your Responses

Once you have reviewed all your responses and are satisfied they are complete and accurate:

Apply the Unanswered filter to confirm there are no outstanding requirements
Click the Submit button on the Requirements tab
Confirm the submission when prompted

Figure 12: The Submit button on the Requirements tab — click once your responses are finalised and ready for the client

⚠️ Important: Submitting your requirement responses is a separate action from submitting your pricing. You must complete both submissions before the client's deadline. If you need to make changes after submitting, contact the client directly to confirm whether edits are permitted.

The Colleagues Tab

To reach the Colleagues tab, open your Opportunity and click Colleagues in the top navigation. Use this tab to invite colleagues from your organisation to work on the Opportunity alongside you — they will gain access to the same Opportunity workspace in Olive.

Inviting a Colleague

Click the + Add Colleague button
Enter your colleague's email address in the field that appears
Click Add
Click Send Invitations to dispatch the invitation email

💡 Tip: Add colleagues early in the process so they have sufficient time to set up their Olive account and review the Opportunity before the response deadline. Dividing requirements by section or expertise area can significantly speed up your response.

Removing a Colleague

Locate the colleague's card on the Colleagues tab
Click the three-dot menu (⋯) on their card
Click Remove to remove them from the Opportunity

Figure 13: The Colleagues tab — invite teammates with +Add Colleague, or remove them via the three-dot menu on their card

The Pricing Tab

To reach the Pricing tab, open your Opportunity and click Pricing in the top navigation. This is where you submit your commercial proposal — including licence costs, services pricing, and any pricing notes for the client. The Pricing tab contains two sub-tabs: Summary and Services.

Summary Sub-tab

Click the Summary sub-tab on the Pricing tab to access the main pricing fields. This sub-tab contains the following sections:

Section	What it contains
Pricing Notes from Buyer	Read any pricing guidance or instructions the client has provided before entering your figures
Pricing Notes from Vendor	Enter any notes, assumptions, or conditions you want the client to read alongside your pricing figures
Buyer Budget Information	If the client has shared budget parameters (such as First Year Budget or TCO Budget), they are displayed here for reference
License Details	Enter your pricing — select your licence type (Subscription, Perpetual, or Other), complete the relevant fields such as Licence Fees and Maintenance & Support, and set the frequency (One-Time, Yearly, or per Years)
Other Vendor Price Comparison	Once multiple vendors have submitted pricing, a High and Low First Year Estimate may appear here for context
Buyer First Year Recommendations	Any first-year pricing recommendations provided by the client appear here

Figure 14: The Pricing Summary sub-tab — complete licence details, add pricing notes, and review client budget information

💡 Tip: Use the Pricing Notes from Vendor section to explain any variables, assumptions, or conditions attached to your pricing — for example, if your cost varies by user count, contract length, or deployment model. Transparency here helps the client make an accurate and fair comparison between vendors.

Services Sub-tab

Click the Services sub-tab on the Pricing tab to enter any implementation or professional services costs. This sub-tab contains two sections:

Services Time

Click the + button in the Services Time section
Enter the Role Type, Role Description, Role Count, Rate, and Time Frame (Hourly or Weekly)
An Estimated Price will be calculated automatically based on your values
Add any relevant Notes and save the entry

Services Material

Click the + button in the Services Material section
Enter the Material Type, Material Description, and Estimated cost
Add any relevant Notes and save the entry

📌 Note: All services entries are automatically totalled and displayed in the Services field under Licence Details on the Summary sub-tab. After adding entries, check the Summary sub-tab to confirm the totals are displaying correctly.

Figure 15: The Pricing Services sub-tab — add Services Time and Services Material entries. Totals roll up to the Summary sub-tab.

Submitting Your Pricing

Once your pricing is complete across both the Summary and Services sub-tabs:

Navigate to the Summary sub-tab of the Pricing tab
Review all pricing fields to confirm they are complete and correct
Click the Submit Pricing button

Figure 16: The Submit Pricing button on the Pricing Summary sub-tab

⚠️ Important: Submitting your pricing is separate from submitting your requirement responses. You must complete both actions before the client's deadline. Do not assume that submitting requirements also submits your pricing.

The Files Tab

To reach the Files tab, open your Opportunity and click Files in the top navigation. This tab manages all documents associated with the Opportunity and contains three sub-tabs:

Sub-tab	Use it when…
Generated Files	You want to download a system-generated export once its status shows Complete
Files for Buyer	You want to upload supporting documents for the client — such as datasheets, certifications, or case studies
Files from Buyer	You want to view and download documents the client has shared with all vendors

Generated Files Sub-tab

Click the Generated Files sub-tab to access system-generated documents. When a file's status shows Complete, click the Download icon in its row to save it to your computer.

Figure 17: The Generated Files sub-tab — download system-generated files once their status shows Complete

Files for Buyer Sub-tab

Click the Files for Buyer sub-tab to upload documents you want to share with the client — such as company brochures, case studies, certifications, or supporting materials.

Click the + Add Files button
Select the file(s) from your computer
Confirm the upload — the file is immediately accessible to the client

Figure 18: The Files for Buyer sub-tab — upload supporting documents for the client using +Add Files

💡 Tip: Use this sub-tab to share materials that strengthen your response — for example, product datasheets, security certifications, or relevant case studies. Use clear, descriptive file names so the client can identify each document easily.

Files from Buyer Sub-tab

Click the Files from Buyer sub-tab to view and download any documents the client has shared with vendors — such as supplementary specifications, reference materials, or attachments to the RFP.

Figure 19: The Files from Buyer sub-tab — view and download documents shared by the client

💡 Tip: Check the Files from Buyer sub-tab early and revisit it periodically. Clients sometimes upload additional documents during the response period — such as updated specifications or answers raised in the Public Discussion — that are important for completing your response accurately.

The My Profile Tab

To reach the My Profile tab, open your Opportunity and click My Profile in the top navigation. Use this tab to provide your company and solution information as requested by the client. The fields available here are configured by the client, so the information requested will vary between Opportunities.

Fill in all relevant fields and save your entries. The information you provide here contributes to the client's overall evaluation of your organisation alongside your requirement responses and pricing.

Figure 20: The My Profile tab — complete your company and solution information as configured by the client

💡 Tip: Complete the My Profile tab as thoroughly as possible. Clients use this information to understand your company's background, credentials, and solution capabilities. A well-completed profile can positively influence their evaluation.

Before You Submit: Final Checklist

Use this checklist before you click Submit on your requirement responses or pricing:

Apply the Unanswered filter on the Requirements tab — address any outstanding requirements before submitting
Check the Chat sub-tab on your requirements — respond to any client follow-up questions
Review the Pricing Summary sub-tab — confirm all pricing figures are complete and correct across Summary and Services sub-tabs
Upload any supporting documents to Files for Buyer that strengthen your response
Complete your My Profile fields thoroughly — this contributes to the client's evaluation
Submit both separately: requirement responses via the Submit button on the Requirements tab, and pricing via Submit Pricing on the Pricing Summary sub-tab

⚠️ Important: Requirements and pricing must both be submitted separately before the client's deadline. Submitting one does not submit the other.

For additional support, contact your Olive administrator or reach out to the Olive support team through your organisation's designated support channel.