4 Best RFI Software & Tools for 2025: Features, Pricing & More

Someone on your team answered that RFI last week. 

But where’s the file? Who approved it? And why can’t anyone find the latest version?

If that sounds familiar, you’re not alone. Managing RFIs across teams and stakeholders can get messy fast.

That’s why you need RFI software. It helps you manage every request efficiently throughout a project’s lifecycle, from creation and review to tracking and documentation.

We’ll cover the 4 best RFI tools for 2025 and how AI-powered automation makes RFI response management faster and smarter. You’ll see each tool’s key features, pros and cons, and real user feedback to help you pick the one that best fits your team.

AutoRFP.ai: Best for AI-Powered RFI Automation

AutoRFP.ai generates RFI responses in seconds by searching your approved content and past RFI responses. Its AI suggests responses from a governed content library and saves completed RFIs for reuse and continuous improvement.

AutoRFP.ai’s semantic AI Search feature finds relevant material by meaning, not just keywords, so each RFI requirement is matched precisely. A trust score rates each suggested answer (e.g., ~10 for weakly related content, 98+ for near-identical matches) to guide reviewer focus.

Their system tailors suggested answers to the customer’s terminology and keeps tone consistent across the RFI. Unlimited users can collaborate on RFIs with roles, simultaneous editing, and built-in source validation.

Real-time dashboards track win rates, workloads, trends, due dates, and public holidays so managers can balance RFI workloads and avoid bottlenecks.

One of ourtheir clients, Fiddler.ai, achieved a 90% automation rate on their RFP responses, freeing up valuable expertise for more strategic work.

Key Features

Here are the five main features of AutoRFP.ai that make RFI management more efficient:

1. AI Response Engine

Proposal and technical teams often face the same questions across multiple RFIs. 

AutoRFP.ai solves this by:

• Instantly finding similar past questions and their approved responses.

• Auto-suggest the most relevant answers from your company’s content library or document repository.

• Eliminating repetitive work so your team can focus on tailoring responses that win deals.

2. Work with Unlimited Collaborators

AutoRFP.ai lets you assign questions to the right SMEs while editors, reviewers, engineers, and proposal managers comment, approve, and refine responses in real time, so everyone stays aligned until submission.

How it helps:

• Proposal managers, engineers, and compliance teams can review and finalize technical answers together without long email threads.

• Sales, product, and legal teams can collaborate on pricing, feature details, and terms directly within the RFI workspace.

3. Real-Time Insights on RFIs

AutoRFP.ai provides real-time visibility into all RFI activity, showing project volumes, win rates, workloads, and trends from past and ongoing submissions. These insights help stakeholders measure team efficiency and demonstrate the real value delivered across every RFI cycle.

4. Calendar for Workload and Deadline Management

Displays every active RFI in a single, simple view. It shows who’s working on what, when tasks are due, and you can adjust timelines around public holidays or key project events to help teams plan workloads realistically and avoid scheduling conflicts.

5. Intelligent, Auto-Updating Content Library

AutoRFP.ai maintains a centralized, searchable record of all RFI responses. Each time an RFI is completed, the system automatically adds it to the library, creating a living database that stays current without manual updates.

Expert tip: If you're a SaaS vendor, build a library of security policies, data privacy measures, and API documentation that often repeat across client RFIs to make future sourcing cycles faster and more consistent.

Pricing

AutoRFP.ai offers a 30-day risk-free trial with a full money-back guarantee. Get personalized onboarding, tailored training and get started with them within 48 hours. All plans include unlimited users with no per-seat fees.

Where AutoRFP.ai shines

• Intelligent import: Automatically detects and imports RFIs in any format, whether PDF, Excel, or Word, without manual setup.

• Wide range of integrations: Connects with content, communication, SSO, and CRM tools. For example, you can sync Google Docs with RFIs and related files directly into your library or connect Notion so your RFI responses always reflect the most current documentation.

• Multi-language support: Responds in more than 30 languages with automated translation while keeping win themes consistent across all markets.

Where AutoRFP.ai falls short

• Reporting depth: AutoRFP.ai currently offers real-time dashboards for response quality and win rates, but lacks deeper analytics and customizable reporting, both of which are planned for future updates.

Customer Reviews

Jack P., a sales engineer, said, “The AI features ACTUALLY save my time. We've piloted other RFP tools and loaded previous RFPs and all our product documentation, and the tools would constantly hallucinate. I spent more time fixing the answers than it would take to write them myself. I like that the system shows you the exact documentation it used to get the answer. It also replaces customer names from other RFPs and puts in the current RFP customer's name. I cannot recommend this tool enough for PreSales. I absolutely love it - we have integrated it into Slack for other members of the company to ask questions instead of the presales team.”

Another verified user at G2 said, “AutoRFP uses our historical data and content library to produce intelligent, contextually relevant answers, drastically cutting down the time it takes to complete an initial draft. It has enabled me to focus more on refining and personalising responses rather than starting from scratch. The guys at AutoRFP are super responsive and work amazingly quickly to act on the feedback we give them...they're great!”

Who AutoRFP.ai is best for

• Mid-to-large B2B SaaS companies: For managing recurring RFI requests from clients, while maintaining a full documentation trail and consistent answers.

• Growing teams managing high RFI volumes: Ideal for organizations that receive hundreds or even thousands of RFIs each year and need to respond quickly, accurately, and consistently across multiple projects or clients.

Bring structure, speed, and accuracy to your RFI process. Book a demo today.

2. Loopio

Loopio focuses on the messy middle of RFIs by giving teams one place to import questions, reuse approved answers, and track who owns what. Instead of chasing content in email threads, you pull from a searchable library that reflects your latest, reviewed messaging. 

Its automation helps produce a first pass so SMEs only fine-tune what needs human input. Templates and project views keep responses consistent, on-brand, and moving on time.

Key features 

• Answer library: Centralize approved content with categories and tags so responders can find accurate, reusable text fast.

• Intelligent auto-fill (Magic): Suggests answers from your library and recent projects, taking the first pass on unanswered items.

• Question import and detection: Bring an RFI in, identify questions, then map the gaps you need to fill.

Pricing

For a deeper look at how Loopio structures its plans and costs, check out this detailed guide on Loopio pricing.

Where Loopio shines

• Library-first workflow: Content lives in one approved source, so teams respond consistently and avoid stale or off-brand text.

• Templates and tracking: Branded templates, along with clear ownership and deadlines, keep large, cross-functional RFIs on schedule and easy to audit.

Where Loopio falls short

• Constant manual maintenance: Loopio’s content library needs frequent updates to stay accurate, which can become time-consuming as it grows. Users often report that keeping answers up to date and properly tagged requires ongoing manual effort.

• Formatting and export quirks: Some reviewers mention import & export formatting and template handling need improvement. 

Customer reviews

A verified user at G2 said, “We've had a positive experience so far with the platform. It significantly reduces the time needed to complete RFIs from start to finish, making the process much more efficient. When the content library is well-managed, it also doubles as a reliable FAQ repository, which is a great bonus for internal knowledge sharing.”

Who Loopio is best for

• Proposal and bid teams: Handling frequent RFIs and RFPs across products and regions.

• Enterprises with many SMEs: Needing centralized knowledge, governance, and auditability.

3. Responsive (formerly RFPIO)

Responsive positions RFIs as a chance to advance deals, not slow them down. The platform lets teams import RFIs from Word, Excel, or PDF, create a first draft with AI, and coordinate multiple contributors in one workspace. 

Customizable templates, branding controls, and a searchable content library help you deliver accurate, on-brand responses quickly. Collaboration tools like assignments, workload visibility, comments, @mentions, sequential reviews, and eSignatures keep work moving.

Key features

• Flexible intake: Import RFIs from Word, Excel, PDF, and more to eliminate formatting headaches.

• Customizable templates: Keep structure and branding consistent from the moment an RFI enters the system.

• Centralized library: Store, audit, and search response-ready content so teams find the correct answers and documents quickly.

Pricing

Where Responsive shines

• Deal momentum: Treat RFIs as brand-building touchpoints that set up a stronger RFP phase and a clearer path to the next sales step.

• Team alignment: Intake, drafting, reviews, and approvals happen in one place with clear ownership, workload visibility, and real-time collaboration.

Where Responsive falls short

• Pricing details: The provided information indicates a demo request but does not share public pricing, making budget scoping harder.

• Change management: While collaboration features are robust, they do not outline the onboarding effort required to standardize templates and populate the library.

Customer reviews

A verified user at G2 said, “Responsive.io has completely revolutionized how we manage RFIs. The platform is intuitive, powerful, and incredibly efficient. What used to take days now takes hours—or less. The integration with our existing tools was smooth, and the automation features are a game-changer. Responsive.io doesn’t just save time; it elevates the quality and consistency of our responses. Their onboarding team was knowledgeable and supportive, making the transition effortless.”

Who Responsive is best for

• Sales and proposal teams: Want faster, higher-quality RFIs that set up stronger RFPs.

• Cross-functional enterprises: Need centralized content, multi-contributor workflows, and AI assistance across RFIs, RFPs, and security questionnaires.

4. Inventive AI 

Inventive AI turns RFIs and requests for proposals (RFPs) into a faster, cleaner workflow by combining AI-drafting with a central knowledge hub and built-in collaboration. You can import Word, Excel, or PDF files, generate a usable first draft rooted in verified content, and route sections to SMEs with reminders and status tracking. 

This construction RFI software also flags stale or inconsistent content so responses stay accurate and on-brand, then pushes everything through structured reviews to hit deadlines without last-minute chaos.

Key features

• Structured intake: Upload documents and auto-organize requirements, questions, and milestones into a trackable workspace.

• Unified knowledge hub: Store responses, certifications, and compliance data with search, version control, and governance.

• AI content manager: Detects gaps, outdated files, and inconsistencies to keep responses accurate and brand-aligned.

Pricing

Plans are customized by team size, expected proposal volume, and required integrations, so you pay for the capabilities you’ll actually use.

Where Inventive AI shines

• Governed, accurate responses: Version-controlled content and proactive issue flagging reduce risk and rework before submission.

• Agent-driven scale: AI agents automate repetitive formatting and customization tasks across extensive, multi-market questionnaires, helping teams maintain consistency as throughput grows.

Where Inventive AI falls short

• No public pricing: Budgeting requires a scoping call, which can slow early vendor comparisons.

• Library groundwork: Strong results depend on curating an approved knowledge base and review rules, meaning there’s upfront process work.

• Edge-case exports: Highly bespoke formats or unusual submission portals may still need manual polishing despite automation.

Customer reviews

Ishan B., Vice President of Global Solutions Consulting, wrote this on G2, “Inventive AI has been a game changer for productivity on our team. My team of solutions consultants has done over 80 projects with Inventive so far and has reduced response time by over 60% in some cases. My team has been able to spend more time being strategic and is now able to spend more time in higher-value solutioning. Highly recommend it!”

Who Inventive AI is best for

• Proposal, sales engineering, and compliance teams: Need governed content, audit trails, and tight review cycles.

• Enterprises with many SMEs and integrations: Benefit from AI agents, version control, and Drive/SharePoint connectivity across RFIs, RFPs, and security questionnaires.