How does this work with our existing deadline reminders?

This workflow complements internal deadline reminders. While the deadline reminder automation notifies your internal team, this workflow triggers external outreach — subcontractor quotes, partner pricing, and CO engagement. They can run in parallel on the same pipeline.

What if the deadline gets extended via an amendment?

When an amendment updates the deadline in CLEATUS, the daily workflow reads the new deadline on its next run. All countdown milestones automatically recalculate. If an outreach was already sent for a milestone that's now further away, the workflow won't duplicate it.

Who it's for: Capture managers, proposal managers, and subcontract managers at government contracting firms who need to coordinate deadline-driven outreach to partners, suppliers, and internal stakeholders without missing critical windows.
What it does: Runs on a daily schedule. Queries active pursuits and calculates days until deadline. At configurable milestones (21, 14, 10, 7 days), triggers different outreach actions: AI-drafted quote requests to subcontractors, pricing data reminders to teaming partners, intent-to-bid draft notices for COs, and internal escalation alerts. Each action is logged to the pursuit.
Key outcomes: Subcontractor quotes arrive before your pricing deadline. Partners submit pricing data on time. COs receive professional intent-to-bid notices. Internal teams are escalated well before submission crunch.

Turn Deadlines into Action with Automated Outreach Sequences

As proposal deadlines approach, CLEATUS triggers a cascade of outreach actions: request quotes from subcontractors at 21 days, send pricing reminders to partners at 14 days, draft intent-to-bid notices at 10 days, and escalate internally at 7 days. Every deadline becomes a coordinated outreach sequence.

Trusted by 500+ contractors

Countdown Sequences

Different Actions at 21, 14, 10, and 7 Days Out

The workflow runs daily and checks every active pursuit's deadline. At each milestone, a different outreach action fires: 21 days out sends RFQ emails to subcontractors, 14 days sends pricing data reminders to teaming partners, 10 days drafts an intent-to-bid notice for the contracting officer, and 7 days triggers an internal escalation to leadership. Each action includes opportunity context and specific asks.

21 days: RFQ emails to subcontractors with scope details

14 days: Pricing data reminders to teaming partners

10 days: Intent-to-bid draft for contracting officer review

7 days: Internal escalation to leadership and proposal team

CLEATUS deadline countdown with tiered outreach actions at 21, 14, 10, 7 days

AI-Drafted Requests

Quote Requests and Reminders — Specific to Every Opportunity

Each outreach message is drafted by AI using the opportunity's scope, NAICS, labor categories, and deliverables. Subcontractor RFQs include the specific trade packages and response format you need. Partner reminders reference the workshare agreement and pricing assumptions. Every message is tailored — not a generic template blast.

RFQs reference specific trade packages and labor categories

Partner reminders include workshare and pricing context

CO notices reference solicitation number and company capabilities

All drafts reviewed by team before sending

CLEATUS AI drafting opportunity-specific quote requests for subcontractors

Ready to Automate Your Deadline-Driven Outreach?

Turn every approaching deadline into a coordinated outreach sequence — automatically

Tiered outreach at 21, 14, 10, and 7 days before deadline

AI-drafted RFQs, reminders, and notices for each milestone

Subcontractor, partner, CO, and internal outreach in one workflow

Every action logged to the pursuit for full visibility

Configurable milestones to match your proposal process

Join 500+ contractors already using CLEATUS

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Workflow FAQ

Frequently Asked Questions

Yes. The milestone days (21, 14, 10, 7) are set using filter and IF nodes in the workflow. You can change them to any intervals that match your process. For example, larger proposals might use 30/21/14/7, while smaller quick-turn bids might use 14/7/3/1.