How it works
Nine steps from profile to closeout
You set up once. After that, the system brings decisions to you, and every decision makes the next one better.
- 1
Tell it who you are
Paste your website and drop your past proposals, annual reports, and registrations in the Dropbox company folder. The AI proposes a company profile and a fact library. You approve each fact. Every fact has an owner and a last verified date.
- 2
Set your strictness
One slider sets the fit threshold. It previews, for the current value, how many opportunities would queue, the sum of their award ceilings, and the likely grant volume, which is the sum of ceiling times win probability.
- 3
Discovery runs every 6 hours
Each enabled source connector fetches new or modified opportunities and upserts them by a deduplication key. New or changed opportunities are queued for scoring per team, every hour.
- 4
Scoring and the queue
The deterministic rubric and an AI rationale produce fit score, win probability, expected value, eligibility flags, deliverables summary, strings attached, and a verdict. Matches above your threshold enter the queue and the daily digest.
- 5
Approve, and the application exists
Approval creates the application, downloads the forms, converts the notice into sections, and drafts each one from the fact library. Anything missing raises an information request assigned to the least loaded active member with the required role, or escalates to the owner.
- 6
Review and submit
Sections are edited in place or redrafted with instructions. PDF forms are filled. An AI review panel scores the draft against the funder's criteria. Submission is by portal automation, email, or generated PDF, always after you confirm. Files are mirrored to Dropbox under Grants, Funder, Opportunity number and title.
- 7
Monitor the mailbox
The monitored mailbox is scanned every 30 minutes. Receipts, just in time requests, summary statements, award letters, and rejections are classified and attached to the right application. Status updates itself.
- 8
Deliver on the award
Award terms are extracted from the letter and become deliverables with due dates. Reminders arrive at 30, 14, 7, 3, and 1 days. Content is generated from the company folder and the fact library. Spend versus budget comes from PolyAccounts. Submission is automated where the funder supports it.
- 9
Learn, then repeat
Every application runs a Think, Act, Learn, Repeat cycle. Outcomes and reviewer feedback update assumptions and funder model entries. Weekly strategy notes summarize what to change. The scoring calibration improves with each result.
Cadence
What runs when
discover
every 6 hours
score
every hour
digest
daily, at your team's hour
reminders
daily
email scan
every 30 minutes
task sync
every 15 minutes
strategy refresh
weekly
deadline expiry
daily
The lifecycle
Seven stages, one loop
01 · Discover
Continuous discovery from the original sources
A scheduled job runs every 6 hours against the official APIs and feeds. Opportunities are deduplicated by funder and opportunity number, so one notice appears once no matter how many places publish it.
02 · Qualify
Hard eligibility first, then fit
Every new or changed opportunity is scored against your company profile with a deterministic rubric and an AI written rationale. Fit score from 0 to 100, win probability anchored to the published base rate, expected value, and a plain language verdict.
03 · Decide
One click approval with the numbers in front of you
Matches above your strictness threshold land in a queue. A daily digest emails the new ones. Each card shows fit, win probability, award ceiling, expected value, and the deadline, so a go or no go decision takes a minute, not a meeting.
04 · Apply
AI drafted applications that never miss a deadline
Approval downloads the forms, converts the notice into a section checklist, and drafts every section from your verified company fact library. Anything missing raises an information request assigned to the person with the right role.
05 · Monitor
Inbound mail classified against open applications
A monitored mailbox is scanned every 30 minutes. Receipts, requests for just in time information, summary statements, award letters, and rejections are classified and attached to the right application, and status updates without anyone forwarding an email.
06 · Deliver
Deliverable tracking after the award
An award letter becomes a compliance calendar. Terms are extracted, deliverables are created with due dates, and the same reminder cadence applies to progress reports, financial reports, invention statements, and closeout.
07 · Learn
Learns from every outcome with TALR
Every application runs a Think, Act, Learn, Repeat cycle. Outcomes, reviewer scores, and summary statement critiques update the assumptions and the funder model, which feed the next Think step and recalibrate the scoring.
Roles
Work goes to the right person
A team has owners, admins, grant writers, finance, clinical, regulatory, reviewers, and viewers. Every task carries a required role. Assignment picks the least loaded active member with that role. If nobody on the team has the role, the task escalates to the owner. Tasks show up in Melina or Todoist and sync back when they are completed there.
Invitation only
Request an invitation
Sign up is invitation only while we work with early teams. People from approved organizations get immediate access after signing in at app.epiensos.com. Everyone else joins the waitlist and a platform admin releases accounts in order.