7 Best RFP Software & Tools to Win More Bids in 2025

Companies that use RFP software report an increase in win rates by up to 10%. But the real impact is productivity gains that compound over time. 

This article explains in detail the best RFP software, so you can witness these benefits firsthand. Check out the summary table below or scroll down to read the detailed analysis. 

The 4 Main RFP Tools In The Market

These RFP software solutions are among the most recognized in the market. Below is a side-by-side comparison to help you see how each stacks up. 

1. AutoRFP: Best for AI Automation and Winning RFPs

AutoRFP.ai represents the next generation of RFP software, built from the ground up with AI at its core. Unlike platforms that have added AI features as an afterthought, AutoRFP.ai's entire architecture is designed around generative AI capabilities.

Key Features

Trusted by companies across 40+ countries, AutoRFP.ai has earned a loyal following for its powerful features - some of which are discussed below.

AI-Powered Semantic Search 

AutoRFP.ai uses semantic search to understand complex requirements and find the most relevant answers from your content library. Every AI-generated response includes source references to avoid hallucinations.

AI Translation  

AutoRFP.ai's automated translation feature lets you respond to RFPs in 30+ languages without manual translation costs or delays. It even auto-localizes between UK and US English, so RFP responses appear personalized. 

Real-Time Collaboration 

AutoRFP.ai allows unlimited users on every plan to encourage seamless team collaboration. Team members can validate the sources used, assign tasks to subject matter experts and leave inline comments.

Pricing

Side note: AutoRFP.ai provides a 30 day money-back guarantee, so you can test out the platform before committing to it. 

Where AutoRFP.ai Shines

• Secure platform: AutoRFP.ai's focus on privacy and security is particularly noteworthy. The platform processes confidential data through Azure AI, ensuring information remains private with no training on customer data. 

• Straight-forward pricing: AutoRFP.ai’s pricing is tied to successful RFP submissions. This model particularly benefits cost-conscious organizations wanting predictable RFP expenses and results-driven leaders seeking ROI transparency. 

Where AutoRFP.ai Falls Short

• Simple reporting: While AutoRFP.ai offers real-time reporting on response quality and win rates, it currently lacks advanced analytics - though their product team is already working on it.

Customer Reviews 

Pete W. shares, “The use of AI to parse through the zillion questions in our database and find the closest match saves so much time.” 

Chris D. says, “AutoRFP.ai is distinguished from legacy solutions that make you manage the Q&A pairs directly. Instead, AutoRFP.ai uses context clues like recency to understand how well a previous answer applies to a new question, removing the overhead of intensive library management.” 

Who AutoRFP.ai Is Best For

• Mid-to-large B2B SaaS companies that cater to enterprise clients, often with specialized roles like RFP managers, bid writers, and account executives.

• Large financial institutions that process numerous due diligence questionnaires annually and are looking for AI efficiency. 

2. Loopio: Best for Teams With Dedicated Content Managers

Loopio has been a mainstay in the RFP software market for years, known for its robust content library and project management capabilities.

Key Features

• Centralized content library: Loopio stores all important company content in one place and categorizes them to make information accessible. 

• Magic recommendations: The Magic feature generates responses by matching RFP requirements with the information stored in the content library. You can choose to accept these suggestions or tag a user to review it. 

• Project management: Loopio gives teams full visibility into ongoing RFPs. Admins can monitor task status, track team workloads, and oversee project completion through a real-time dashboard.

Pricing

Where Loopio Shines

• Easy-to-use interface: First-time RFP software users report that Loopio is user-friendly, easy to navigate, and doesn’t require a long learning curve. 

• Strong customer support: Loopio’s customer support team is fast and proactive, helping its users resolve bottlenecks smoothly. No wonder Loopio earns a 9.7/10 G2 rating in the customer support field. 

Where Loopio Falls Short

• Overpromised “Magic” feature: The answers Magic populates are surface-level at best. The feature fails to generate responses for complex RFP requirements and often needs a lot of manual editing.  

Side Note: Loopio competitor AutoRFP.ai does a far better job in finding answers to complex requirements. Its AI-powered semantic search goes beyond basic keyword research to understand the context behind questions. 

• Complex integrations: While Loopio offers strong integrations, they are usually hard to follow through and need workarounds to properly connect with a company’s tech stack. 

Customer Reviews 

Ben L. shares, “Loopio enables us to draft and respond to new solicitations much faster than we did before we adopted it. We love being able to access and revise our content library quickly and easily.” 

Andrea P. says, “It would be super nice to have more integrations with other applications and would like to be able to dive deeper into the data without a restriction. Currently, only if you're setting up your own API can you take the data out of Loopio.”

Who Loopio Is Best For

Loopio is best for mid-to-large companies with established proposal teams and dedicated content managers who can take on the task of maintaining the content library. 

3. Responsive: Best for Teams With Restrictions on AI-Use

Rebranded from RFPIO to Responsive.io, this platform has evolved significantly to maintain its market position in the competitive RFP systems in management software industry.

Key Features

• Automatic import: Responsive enables its clients to upload Word, Excel, and PDF RFPs using its patented import technology, and lets its AI automatically detect and map every section and requirement. 

• Integration network: With 20+ native integrations and 75+ API connections, Responsive integrates smoothly with complex tech environments.

• Requirement analysis: Responsive streamlines the bid/no-bid process as its AI reviews a document, highlights key requirements, and shows how well the project fits your strategic goals.

Pricing

Where Responsive Shines

• Robust analytics: With 10 built-in report templates, Responsive helps teams uncover trends, measure efficiency, and identify bottlenecks across the RFP response process.

• Multi-lingual support: Responsive manages global RFPs by translating proposals into 23+ languages. Each translation stays linked to the original version to avoid confusions.

Where Responsive Falls Short

• AI limitations: The AI assistant that generates RFP responses isn’t always reliable. Users say it often repeats content from the library instead of creating accurate, tailored answers.

• Complex pricing: Responsive doesn’t share full pricing details publicly, and many of its premium features are hidden behind paywalls. 

Side Note: Responsive competitor AutoRFP.ai has a simple pricing model that makes it easy for customers to forecast expenses and ROI. Price plans are listed publicly, a pay-per-outcome model is used, and there are no hidden fees.  

Customer Reviews 

Christianna M. says, “I love the easy way to search and the use of filters ensures I find exactly what I need without having to sort through tons of results. I also like the tabs at the top to toggle between documents, questions and answers, etc.”

Tim R. shares, “The search function within knowledge search could be better. I would like it to be more specific, I find that even when I include ""s it still picks up answers that are irrelevant.”

Who Responsive Is Best For

Responsive is best for mid to large companies that 

• Prioritize project management over AI automation

• Face restrictions on AI usage from top management 

• Need a software that integrates with their complex tech stack 

4. Qvidian: Best for Marketing-Oriented Teams

Like Loopio and Responsive, Qvidian is another legacy RFP software. Part of the Upland Software family, Qvidian helps teams manage proposals more efficiently by bringing content management and team collaboration together in one automated platform.

Key Features

• Content library: Teams can store all of their approved information in one central library, which is to be used later for response generation. The library features custom folder structures, metadata fields, and tagging systems to make content scannable.

• AI Assist: Qvidian uses generative AI to draft responses and rewrite existing content using the content library. It also lets teams set custom rules for tone and language to ensure that every generated response is aligned with the company’s voice.

• Qvidian analytics: Teams can use 70+ dashboards to find valuable insights about their content library usage, RFP process, and team productivity. They can also use a drag-and-drop editor to build custom reports better suited for their reporting needs.  

Pricing

Qvidian doesn’t disclose its pricing online. You need to reach out to their sales team to get a quote.

Where Qvidian Shines

• Affordable pricing: Qvidian’s pricing may not be publicly listed, but its users have reported it to be cost-effective compared to the rest of the list of the best RFP response tools. 

• Trustworthy platform: Qvidian is GDPR compliant and is SSAE 118 and ISAE 3402 certified, making it a secure choice for companies. It also has a dedicated security team that monitors for any threats. 

Where Qvidian Falls Short

• Overpromised AI features: Users have reported disappointment when using Qvidian’s AI assist feature as it performs well on simple questions but struggles with complex requests. Increasing the manual effort as a result. 

• Difficult to use: Qvidian’s clunky workflows and recurring bugs makes it difficult for teams to benefit from its features. No wonder it has been rated eighth easiest to use by G2 in the RFP software category. 

Side Note: AutoRFP.ai, a Qvidian competitor, has been rated second easiest to use by G2. Users often highlight how intuitive the platform is and how quick the setup was.  

Customer Reviews 

Raeann J. says, “Being able to have a database full of our most common proposal answers - as well as stats that are most commonly used has been incredibly helpful!”

Lee-Anne A. shares, “Sometimes the features in Qvidian can feel limited in their application. I submit a lot of enhancement requests to increase scope of usability for certain areas. Some of this though I think is that the legacy software was limited.”

Who Qvidian Is Best For

Qvidian is best for marketing teams that prefer platform security over AI efficiency.  

Additional RFP Tools Worth Checking Out

While the above are the key players, there are a few emerging tools that stand out for specific use cases.

5. Tribble: Best for Distributed Teams

Tribble is an RFP collaboration platform designed for distributed teams working across multiple time zones. It emphasizes real-time collaboration and transparent workflows. 

Here are three main features of Tribble:

• It imports your RFP in any format and drafts responses with citations pulled from your content. 

• It routes questions to subject matter experts via Slack (or similar tools).  

• It gets smarter over time. All edits train Tribble to improve its responses, making each RFP faster and more accurate.

Tribble follows credit-based pricing, not per‑seat costs. It’s best to speak with their sales team for a quote. 

6. Arphie: Best for Small-Medium Businesses

Arphie is an AI-powered platform that helps companies automate their RFP process without the enterprise complexity. It claims to speed up the RFP first draft response time by 80%. 

• Arphie uses generative AI to create first drafts for RFPs. Each answer is accompanied by source references and confidence scores. 

• It automatically detects outdated or duplicate content in your content library, lowering the manual work involved with updating knowledge bases. 

• It offers enterprise-grade security with features like encryption, SSO, and SOC 2 Type 2 compliance. 

Arphie’s pricing isn’t publicly listed on its website. You would need to contact their sales team for a quote. 

7. Inventive: Best for Complex Proposal Needs 

Inventive is an advanced RFP platform that goes beyond content retrieval to include competitive analysis in the drafted responses. Its main features include:

• AI agents that identify win themes, customize answers to prospect needs, and analyze competitor positioning to strengthen proposal answers.

• Integrations with tools like Confluence, Salesforce, Slack, Notion, and more to keep workflows connected.

• Content management that automatically flags outdated, duplicate, or conflicting information, keeping the content library up to date.

Inventive follows a credit-based pricing model but to know the exact price to pay, you need to get in touch with their sales team. 

How to Choose the Right RFP Software

Budget alone shouldn’t dictate which RFP software you should invest in. Consider the below factors to ensure the platform you end up choosing is built for your needs.  

Volume and Complexity of RFPs

If you handle high-volume similar RFPs, AI-driven platforms may offer the greatest efficiency gains. For complex, highly customized RFPs, platforms with strong collaboration features might be more valuable.

Side Note: AutoRFP.ai has proven to be time-effective for companies with high-volume RFPs as 63% of its AI-generated answers require no edits. For complex ones, its unlimited users feature enables easy and quick collaboration. 

Integration Requirements

Consider your existing tech stack. Do you need CRM integration? Document management system connections? Ensure your chosen platform plays well with your current tools. Native CRM + Drive/SharePoint connectors make automatic RFP response plug-and-play.

Side Note: AutoRFP.ai offers strong integrations that helps its clients connect easily with their CRMs, knowledge bases, help centers, and communication platforms. 

Security and Compliance Needs

Organizations in regulated industries should prioritize platforms with strong security credentials, like ISO certifications and regional data centers. Understanding enterprise software security standards helps evaluate platform compliance capabilities.

Side Note: AutoRFP.ai is ISO27001 and SOC 2 certified. It keeps customer data fully protected and never uses it to train language models. 

Pricing Model 

Evaluate whether per-seat pricing or usage-based models work better for your team. If you need broad collaboration across departments, per-seat costs can add up quickly. 

The below table can help you decide which pricing model is ideal for your business.  

Side Note: AutoRFP.ai provides stronger value for collaborative teams. Every plan includes unlimited users, so entire teams can work together seamlessly. Its pay-per-outcome model ensures you only pay when your RFP submissions succeed.

Benefits of Using an RFP Software

Responding manually to RFPs is time-consuming and error-prone. Using a specialized software improves RFP responses and speeds up the process.  

Consistent and Accurate Responses 

RFP software centralizes content in a single library, so teams can respond with up-to-date and accurate information. This consistency reduces errors and compliance risks that can hurt a company’s reputation. 

An updated content library also means shorter review cycles, so responses are submitted in a timely fashion. 

Improved Team Productivity

AI automation in RFP management eliminates the repetitive and boring work that teams usually handle manually. This improves team productivity and frees them to focus on strategy. 

Collaboration features built into modern RFP software further streamline this process by reducing the constant back-and-forth with subject matter experts for their inputs and with managers for their approvals. 

Increased Win Rates 

When teams automate manual tasks and standardize the RFP process, they respond faster and with higher-quality responses. This not only improves efficiency but also allows more time for customizing responses to each client’s needs and pain points.

Many RFP platforms also include built-in go/no-go evaluation features that help teams focus efforts on the most promising bids. Hence, further improving win rates.

Start Automating Your RFP Bids Today with AutoRFP.ai

Choosing the right RFP software is a significant decision that can transform your proposal process. The ideal platform balances powerful features with usability, offering tangible efficiency gains without overwhelming complexity.

Teams with established processes and complex content management needs might find traditional leaders like Loopio or Responsive.io suitable. 

For organizations prioritizing cutting-edge AI capabilities and ease of use, newer platforms like AutoRFP.ai offer compelling advantages. 

AutoRFP.ai offers a 30-day money-back guarantee, so you can test its AI-driven efficiencies yourself. Book a demo today to increase your proposal win rates