18 Best RFP Software Reviewed in 2024
Best RFP Software Shortlist
Here's my pick of the 10 best software from the 18 tools reviewed.
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Simplifying your request for proposals (RFP) process is essential. With the right RFP software, you can streamline reviews, build strategic guidelines, and maintain consistent communication. However, finding the perfect tool can feel overwhelming, especially with so many options available.
To help businesses find their ideal RFP software, I used my extensive experience in project management and digital software to test and compare several solutions. In my reviews, I’ll explore best RFP software on the market, comparing their features, usability, and overall value.
Whether you’re a small business or a large enterprise, this guide will help you identify the top contenders and select the perfect tool to enhance your RFP process.
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Best RFP Software Summary
| Tools | Price | |
|---|---|---|
| XaitPorter | Pricing upon request | Website |
| Proposable | From $19/user/month (up to 5 proposal deliveries) | Website |
| Catapult | Pricing upon request | Website |
| RocketDocs | Pricing upon request | Website |
| Arphie | Pricing upon request | Website |
| ClientPoint | From $499/month (up to 5 users, billed annually) + free plan available | Website |
| MiClient | From $32/user/month (billed annually) | Website |
| AutoRFP.ai | From $200/user/month (billed annually) | Website |
| Tribble | Pricing upon request | Website |
| PandaDoc | From $19/user/month (billed annually) | Website |
Compare Software Specs Side by Side
Use our comparison chart to review and evaluate software specs side-by-side.
Compare SoftwareHow to Choose a RFP Software
As you work through your own unique software selection process, keep the following points in mind:
- Define Your Needs: Before diving into RFP software evaluations, it's essential to grasp your organization's specific needs and goals. This means pinpointing the pain points in your current RFP process, such as outdated information, disengaged SMEs, and manual project management.
- Assess Top Features: Assess the important features of RFP software that match your requirements. Key functionalities to consider include content storage and management, RFP automation, and project management and collaboration tools.
- Evaluate Vendors: In addition to evaluating features, take into account the vendor's reputation, user-friendliness, and customer support. Review feedback on platforms such as Capterra and G2, and request demos to observe the software in operation.
- Integration Capabilities: Verify that the RFP software integrates smoothly with your current tools, including CRM systems, file storage platforms, and communication tools like Slack. With these features, you can enhance productivity and facilitate a streamlined workflow.
- Onboarding and Training: The successful implementation of RFP software hinges on a carefully planned onboarding and training strategy. Select a vendor that provides thorough onboarding support, such as training sessions, user guides, and continuous strategic training.
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ClickUp
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.7 -
Wrike
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.2 -
Hub Planner
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.2
Best RFP Software Reviews
Here’s a detailed overview and analysis of each RFP software. Below, I’ll explore the pros and cons of each tool, their features, and ideal use cases.
XaitPorter is co-authoring software designed for creating complex tenders and RFPs. It excels in co-authoring these documents due to its advanced project management tools, automated formatting, and AI-powered content library.
Why I picked XaitPorter: XaitPorter helps simplify the creation of large, complex documents with advanced co-authoring and automation features. It stands out for its strong project management tools and AI-powered content library, making it ideal for co-authoring complex tenders and RFPs.
Standout features & integrations:
Features include automated formatting and layout, an AI-powered content library, customizable section workflows, and cloud-based co-authoring.
Integrations include Salesforce, XaitCPQ, Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace (Docs, Sheets, Drive), Dropbox, Slack, Box, SAP, Oracle, and HubSpot.
Pros and cons
Pros:
- AI-powered content library
- Automated formatting
- Advanced co-authoring
Cons:
- The extensive range of features may be overwhelming for new users
- Initial setup and learning to use all features can be time-consuming
Proposable is a proposal software for businesses that simplifies the creation, delivery, tracking, and e-signing of sales proposals and materials. It leads companies in tracking and analytics, offering detailed insights into recipient interactions and real-time notifications.
Why I picked Proposable: Proposable offers advanced tracking and analytics capabilities, which set it apart from other RFP software. Its detailed analytics and real-time notifications for proposal views and key events make it invaluable for sales teams aiming to optimize their proposal process.
Standout features & integrations:
Features include a drag-and-drop builder for crafting proposals, built-in e-signatures for seamless agreement execution, and an advanced sales content library. The software also offers approval controls and collaboration tools, making it easy to manage and track proposals.
Integrations include Salesforce, HubSpot, Pipedrive, Zoho CRM, Microsoft Dynamics, Slack, Stripe, QuickBooks, Google Drive, and Dropbox.
Pros and cons
Pros:
- Built-in e-signatures
- Real-time notifications
- Detailed analytics
Cons:
- Difficulty handling large volumes of proposals simultaneously
- Limited advanced customization options
Catapult is an advanced request for anything (RFx) and proposal management solution that optimizes procurement and proposal team processes with repeatable workflows and automation. It excels in RFP automation by centralizing all RFx projects, enabling team collaboration on responses, and tracking progress in one user-friendly workstation.
Why I picked Catapult: Catapult was selected for its advanced automation capabilities that greatly reduce the manual effort involved in managing RFPs. Its intuitive interface and next-level features make it stand out from other RFP software. Additionally, the software offers a centralized platform that simplifies the entire RFP process, from creation to response management.
Standout features & integrations:
Features include automated error flagging, content management, and real-time collaboration tools.
Integrations include Salesforce, Microsoft Dynamics, Slack, Google Workspace, Dropbox, Box, Docusign, Adobe Sign, SAP Ariba, and Oracle.
Pros and cons
Pros:
- Comprehensive content management
- Real-time collaboration
- Efficient automation
Cons:
- Limited offline access
- Moderate learning curve
RocketDocs is an advanced RFP management software designed to streamline and automate the RFP response process using private AI technology. It provides private AI-based RFP response management by leveraging secure, generative AI to ensure responses are accurate, up-to-date, and based solely on your data.
Why I picked RocketDocs: RocketDocs combines private AI with a strong content management system to help businesses streamline operations alongside promoting security. This tool stands out for its ability to generate responses based on a company's internal data while ensuring accuracy and confidentiality. Furthermore, its ability to integrate with various CRMs and other business tools further enhances productivity by centralizing all proposal-related activities, ensuring teams can respond to RFPs quickly and accurately.
Standout features & integrations:
Features include a collaborative workspace, automated content library, response management, customizable templates, real-time editing, workflow automation, compliance tracking, centralized document repository, and version control.
Integrations include Microsoft Word, Microsoft Excel, Salesforce, SharePoint, Box, Dropbox, Google Drive, Slack, Microsoft Teams, and Jira.
Pros and cons
Pros:
- Streamlined project management
- Advanced content library
- Secure AI-based responses
Cons:
- Higher learning curve
- Limited customization options
Arphie is an AI-driven RFP and proposal software designed to help teams win more RFPs and accelerate questionnaires. It provides secure AI for RFPs and questionnaires by eliminating the black-box problem, displaying exact sources and AI confidence levels.
Why I picked Arphie: Arphie has a unique focus on secure AI, which distinguishes it from other RFP software. Its trust-first approach ensures transparency and reliability, making it ideal for secure RFP and questionnaire management. Alongside this feature, the software provides an intuitive interface, customizable templates, and strong collaboration tools to help ensure high-quality submissions with minimal effort.
Standout features & integrations:
Features include secure AI that shows information sources and confidence levels, advanced AI technology for high-quality, transparent answers, strong data protection, and user role permissions.
Integrations include Google Drive, SharePoint, Confluence, Salesforce, Microsoft Teams, Slack, Dropbox, Box, OneDrive, and Jira.
Pros and cons
Pros:
- Strong data protection
- High-quality answers
- Secure AI
Cons:
- No mobile app
- Limited customization
ClientPoint is a powerful AI-powered B2B relationship platform offering RFP software to optimize the sales process and improve customer relationships. It guides teams through creating customized online sales experiences, providing tailored interactions that enhance client engagement and satisfaction.
Why I picked ClientPoint: ClientPoint is known for its unique ability to create highly customized online sales experiences. Unlike other RFP software, ClientPoint stands out by allowing businesses to tailor their sales interactions to each client, making the sales process more engaging and effective. This customization is important for businesses aiming to build strong, personalized relationships with their clients.
Standout features & integrations:
Features include real-time notifications on prospect behavior, personalized sales and proposal experiences, and the ability to track deals by sales stage and close date.
Integrations include Salesforce, HubSpot, Microsoft Dynamics, Google Drive, Dropbox, Zoom, AdobeSign, Calendly, QuickBooks, and Slack.
Pros and cons
Pros:
- Comprehensive analytics
- Real-time notifications
- Highly customizable
Cons:
- Occasional delays in customer support response times
- Steep learning curve
MiClient is an AI-powered sales automation SaaS that simplifies the deal closure process. Its AI-powered sales automation successfully integrates CRM, CPQ, and contract management to boost sales efficiency and effectiveness.
Why I picked MiClient: MiClient utilizes an advanced sales automation approach, combining CRM, CPQ, and contract management into one platform. This integration makes it stand out from other RFP software by offering a unified solution for managing the entire sales pipeline. In this manner, teams can use MiClient to effectively reduce quoting errors, speed up proposal processes, and increase deal closures.
Standout features & integrations:
Features include intelligent pricing to maximize revenue, customizable templates for quick quote creation, and a virtual deal room for enhanced client interaction.
Integrations include Salesforce, HubSpot, Zoho CRM, Microsoft Dynamics, Slack, Google Workspace, Dropbox, Docusign, QuickBooks, and Xero.
Pros and cons
Pros:
- Customizable templates
- Increases deal closures
- Reduces quoting errors
Cons:
- Update frequency
- Requires CRM integration
AutoRFP.ai is an AI-first RFP automation platform that revolutionizes the RFP response process. It automates RFP generation by leveraging advanced algorithms and machine learning to create tailored responses quickly and accurately.
Why I picked AutoRFP.ai: AutoRFP.ai hosts exceptional automation capabilities that set it apart from other RFP software. Its ability to instantly generate first draft responses and tailor them to client-specific needs makes it the best for automated RFP generation. The continuous learning mechanism and advanced algorithms ensure precision and speed, which are crucial for efficient RFP management.
Standout features & integrations:
Features include instantaneous generation of first draft responses tailored to client-specific demands, advanced algorithms that rapidly decipher RFP requirements, and a continuous learning mechanism that adapts to new data and integrates insights from successful bids.
Integrations include Slack, Microsoft Teams, Chrome, Edge, Salesforce, HubSpot, Microsoft Dynamics, Google Workspace, Dropbox, and Box.
Pros and cons
Pros:
- Continuous learning mechanism
- Advanced algorithms
- Instantaneous response generation
Cons:
- Time-consuming setup process
- Limited customization options
Tribble is an AI-powered RFP software designed to streamline RFP processes, update content, and facilitate deal closure. It succeeds in real-time collaboration for RFPs, enabling teams to collaborate efficiently and effectively.
Why I picked Tribble: Tribble offers an exceptional capability to enable real-time collaboration in RFPs. Unlike other tools, Tribble seamlessly integrates with existing systems and leverages company data to deliver accurate and timely responses, making it the ideal choice for teams requiring efficient RFP collaboration.
Standout features & integrations:
Features include project management, collaboration tools, document sharing, task tracking, time tracking, reporting and analytics, customizable workflows, and real-time notifications.
Integrations include Slack, Microsoft Teams, Salesforce, HubSpot, Google Drive, Dropbox, SharePoint, Box, Zendesk, and Jira.
Pros and cons
Pros:
- Quality response generation
- Improved efficiency
- Significant time savings
Cons:
- Requires initial setup time
- Limited customization options
PandaDoc is an advanced platform for creating, managing, and tracking RFPs. Its all-in-one document management approach helps to combine document creation, e-signatures, and workflow automation into a single platform.
Why I picked PandaDoc: PandaDoc offers next-level all-in-one document management capabilities, which set it apart from other RFP software. Its ability to streamline document workflows, integrate with various CRMs, and provide legally-binding e-signatures makes it the best choice for complete document management.
Standout features & integrations:
Features include document generation with customizable templates, approval workflows, tracking and analytics, smart content adaptation, and personalized deal rooms for collaboration.
Integrations include HubSpot, Salesforce, Pipedrive, Zoho, monday.com, Square, Stripe, Authorize.net, PayPal, and QuickBooks.
Pros and cons
Pros:
- CRM integrations
- Legally-binding e-signatures
- Comprehensive document management
Cons:
- Complex initial setup
- Limited customization
Other RFP Software
Below is a list of additional RFP software that I shortlisted. While they didn’t make the top 10, they’re still valuable and worth further research.
- QorusDocs
Best for proposal management
- Qvidian
Best for AI-powered responses
- Responsive
Best for lower response times
- Rohirrim
Best for advanced analytics and insights
- BidOut
Best for vendor comparison and selection
- Conveyor
Best for secure document sharing
- 1up
Best for its intuitive user interface
- Loopio
Best for collaborative RFP response management
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RFP Software Selection Criteria
The criteria for choosing an RFP software should directly address buyer needs and common pain points, ensuring that the software serves its intended purpose effectively. As an expert who has personally tried and researched these tools, here are the requirements I use when evaluating software:
Core Functionality (25% of total weighting score):
- Creating and managing RFP documents
- Tracking and comparing vendor responses
- Automating scoring and evaluation processes
- Collaborating with team members on RFP projects
- Generating reports and analytics on RFP outcomes
Additional Standout Features (25% of total weighting score):
- Integration with other enterprise tools (e.g., CRM, ERP)
- Advanced analytics and AI-driven insights
- Customizable templates and workflows
- Real-time collaboration and communication tools
- Mobile accessibility for on-the-go management
Usability (10% of total weighting score):
- Intuitive user interface with minimal learning curve
- Drag-and-drop functionality for ease of use
- Clear and organized dashboard for quick access to key features
- Responsive design for various devices and screen sizes
Onboarding (10% of total weighting score):
- Availability of comprehensive training videos and tutorials
- Interactive product tours and guided setup
- Pre-built templates to accelerate initial setup
- Access to webinars and live training sessions
- Chatbots and in-app support for immediate assistance
Customer Support (10% of total weighting score):
- 24/7 customer support availability
- Multiple support channels (phone, email, live chat)
- Dedicated account managers for personalized assistance
- Fast response times and resolution rates
- Access to a knowledge base and community forums
Value For Money (10% of total weighting score):
- Competitive pricing compared to similar tools
- Transparent pricing structure with no hidden fees
- Flexible subscription plans and payment options
- Discounts for long-term commitments or bulk purchases
- ROI potential based on feature set and efficiency gains
Customer Reviews (10% of total weighting score):
- Overall satisfaction ratings from verified users
- Feedback on ease of use and feature effectiveness
- Comments on customer support experiences
- Insights into any recurring issues or limitations
- Recommendations and endorsements from industry peers
Trends for RFP Software
Here are some trends I’ve noticed for RFP software, plus what they might mean for the future. I sourced countless product updates, press releases, and release logs to tease out the most important insights.
- Increased RFP Volume: In recent years, RFP submissions have increased significantly. Economic uncertainty is driving companies to pursue more business opportunities, underscoring the growing reliance on RFPs as a strategic tool for growth.
- Decrease in Go/No-Go Decision Processes: Despite the rise in RFP volume, the use of go/no-go decision processes has decreased. As a result, teams are now participating in a higher percentage of bids. This shift suggests that companies are becoming less selective in their bidding strategies, likely due to the need to secure more contracts in a challenging economic environment.
- Adoption of Generative AI: Generative AI is increasingly being adopted in the RFP response process, with a majority of teams using it primarily for summarizing information, creating first drafts, and editing. AI tools like ChatGPT are revolutionizing RFP management, making the process more efficient and reducing the time needed to generate high-quality responses.
- Training and Technology: With constrained budgets, hiring more staff is challenging. Instead, teams are focusing on training existing members and adopting new technologies. This shift emphasizes the importance of upskilling and using advanced tools to improve productivity and efficiency in the RFP process.
- Emphasis on Security and Compliance: Security and compliance remain top priorities for RFP software solutions. As such, leading platforms are incorporating strong features like data encryption and regular security questionnaires/audits to protect sensitive information. Compliance with global and industry-specific regulations, such as GDPR and HIPAA, is also vital, ensuring companies meet stringent requirements and maintain client trust.
What is RFP Software?
RFP software is a tool designed to help organizations create, manage, and evaluate requests for proposals. Used by procurement teams, project managers, and business development professionals, RFP software streamlines the proposal process by clearly communicating requirements and efficiently evaluating responses.
Key features of this software typically include templates for creating RFP documents, tools for tracking and managing responses, and evaluation and scoring features. These components save time, ensure consistency, and support informed decision-making based on comprehensive data.
Features of RFP Software
When selecting RFP software, it's important to understand the key features that will enhance the request for proposal process. Here are the most important features to look for:
- User-Friendly Interface: A simple and intuitive interface ensures that all team members can navigate the software easily, reducing the learning curve and increasing productivity.
- Customizable Templates: The ability to create and use customizable templates saves time and ensures consistency across all RFPs, making the process more efficient.
- Collaboration Tools: Features that allow multiple users to work on the same document simultaneously improve teamwork and ensure that all input is captured in real-time.
- Automated Workflows: Automated workflows help manage the RFP process by setting up predefined steps and notifications, ensuring that deadlines are met and tasks are completed in order.
- Response Management: Efficient response management tools help discover, organize, and track responses from providers, making it easier to compare and evaluate proposals.
- Integration Capabilities: The ability to integrate with other software systems, such as CRM or ERP, ensures that data flows seamlessly between platforms, reducing manual data entry and errors.
- Analytics and Reporting: Advanced analytics and reporting features provide insights into the RFP process, helping to identify bottlenecks and areas for improvement.
- Security Features: Strong security measures protect sensitive information and ensure that only authorized users have access to the RFP documents.
- Vendor Management: Tools for managing vendor information and communication streamline the process of engaging with potential suppliers and tracking their performance.
- Support and Training: Access to customer support and training resources ensures that users can get help when needed and make the most of the software's features.
Benefits of RFP Software
RFP software is a powerful tool that simplifies creating, distributing, and managing proposals. For organizations aiming to improve their procurement processes, RFP software offers significant time and cost savings, as well as better outcomes. Some additional perks of RFP software include:
- Efficiency in Proposal Management: RFP software automates many of the repetitive tasks involved in managing proposals, allowing users to focus on more strategic activities.
- Improved Collaboration: The software facilitates better communication and collaboration among team members, ensuring that everyone is on the same page and contributing effectively.
- Enhanced Compliance and Standardization: By providing templates and standardized processes, RFP software helps ensure that all proposals meet regulatory and organizational standards.
- Data-Driven Decision Making: The software offers analytics and reporting features that provide valuable insights, helping organizations make more informed decisions.
- Cost Savings: By streamlining the RFP process and reducing the time and resources required, the software can lead to significant cost savings for organizations.
Investing in RFP software is invaluable for organizations aiming to optimize their procurement processes. By leveraging this technology, businesses can achieve greater efficiency, compliance, and cost-effectiveness in their operations.
Costs & Pricing of RFP Software
Selecting an RFP software requires an understanding of the various pricing models and plans available. These tools can significantly enhance procurement processes and efficiency, but costs vary based on features and organization size.
RFP software generally offers several pricing plans, from free basic options to advanced enterprise solutions. The table below summarizes common plans, their average prices, and typical features.
Plan Comparison Table for RFP Software
| Plan Type | Average Price | Common Features |
| Free Plan | $0 | Basic proposal creation, limited templates, and basic collaboration tools |
| Personal Plan | $10 - $20/user/month | Enhanced templates, basic analytics, limited integrations, and basic support |
| Business Plan | $30 – $50/user/month | Advanced templates, workflow automation, content library, integrations (e.g. Salesforce, Microsoft Office), advanced analytics, and priority support |
| Enterprise Plan | Custom Pricing | Custom templates, full feature set, custom integrations, premium support, advanced security, dedicated account manager, and custom onboarding and training |
When choosing a plan, consider your team's size, project requirements, and budget. Whether you opt for a subscription-based plan, a one-time purchase, or a custom enterprise solution, carefully evaluating the features, scalability, and potential return on investment will ensure you choose the best software to streamline your RFP process while maximizing value.
RFP Software FAQs
Here are some commonly asked questions about RFP software.
How does AI enhance the functionality of RFP software?
AI in RFP software can significantly improve efficiency and accuracy. AI-driven features include intelligent content generation, recommendation engines to locate the best previous content, and advanced search capabilities. AI can also automate workflow processes, identify collaborators, manage projects, and even assist in writing and editing responses. This reduces the manual effort required and ensures that responses are consistent and high-quality.
How can RFP software help in managing large volumes of RFPs?
RFP software helps manage large volumes of RFPs by automating many of the manual tasks involved in the response process. Features like auto-fill answers, project dashboards, and workflow automation allow teams to handle multiple RFPs simultaneously without sacrificing quality. The software also provides visibility into project statuses and tasks, helping teams stay ahead of deadlines and manage workloads more effectively.
How can I ensure successful onboarding of RFP software?
Successful onboarding involves developing a process map, setting up the content library, migrating existing content, and training the team. Working closely with the vendor’s onboarding team can provide expert guidance and ensure a smooth transition. It’s also important to build the first project with the new software to familiarize the team with its functionalities and establish a solid foundation for future projects.
What is the typical implementation time for RFP software?
Implementation time for RFP software can range from a few days to several weeks, depending on the complexity of your requirements and the level of customization needed. Factors such as data migration, user training, and integration with other systems also affect the timeline, with more complex setups generally taking longer to implement.
Can the RFP software be accessed remotely?
Yes, RFP software is typically cloud-based, allowing remote access from anywhere with an internet connection. This supports distributed teams and enables collaboration across different locations, ensuring that all team members can work on proposals seamlessly, regardless of their physical location.
Does the software support multiple languages and currencies?
Yes, many RFP software solutions support multiple languages and currencies, making them suitable for global teams and international business operations. This feature allows users to create and manage RFPs in various languages and handle transactions in different currencies, ensuring seamless collaboration and compliance with regional requirements. This capability is essential for companies operating in multiple countries or serving a diverse client base.
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