Best RFP Software in 2025: Complete Comparison Guide

RFP response software has changed considerably in the past few years. AI-powered features, better collaboration, and streamlined workflows are now standard. The challenge is finding the right tool for your team amid a crowded market.

This guide compares the leading RFP software solutions in 2025, covering features, pricing, and which types of teams each tool serves best.

What Matters When Choosing RFP Software

Before looking at specific tools, here are the capabilities that matter most. If you are still deciding whether to move away from Excel, our spreadsheets vs bid software comparison covers the signs it is time to switch.

Content Library

Store and reuse approved responses across proposals

Requirement Extraction

Parse RFP documents and identify individual requirements

AI Drafting

Generate first-draft responses automatically

Collaboration

Assign sections, track progress, manage approvals

Compliance Tracking

Ensure all requirements are addressed before submission

Export Options

Generate documents in required formats (Word, PDF, Excel)

The Top RFP Software Solutions

RFP Matrix

Disclosure: This is our product. We'll be honest about strengths and gaps.

RFP Matrix is a newer entrant focused on AI-powered requirement extraction and response generation. It's built for teams who want to move fast without enterprise complexity.

Notable Features

AI requirement extraction from PDF/Word
Automatic draft response generation
Response library for reusable content
Compliance matrix export (Word/PDF)
Q&A format export

Pricing

Starter: $150/month (2 RFPs/month)
Pro: $250/month (10 RFPs/month + library)
Business: $500/month (unlimited)
Single RFP: $100 one-time

Best suited for small to mid-sized teams responding to 2–10 RFPs monthly who want AI automation without enterprise overhead.

Strengths

+ Fast extraction saves hours per RFP
+ Simple interface, minimal learning curve
+ Affordable vs enterprise alternatives
+ Pay-per-RFP option for occasional users

Gaps

− Fewer integrations than established players
− No multi-user collaboration yet
− Newer product, smaller customer base

Loopio

One of the most established RFP response platforms, known for its robust content library and enterprise-grade features.

Notable Features

Extensive content library with smart search
Multi-user collaboration with role-based access
Project management and deadline tracking
Integrations with Salesforce, Slack, and others
Magic AI for response suggestions

Pricing

Enterprise pricing, typically $25,000–$100,000+/year depending on users and features. Contact for quote.

Best suited for large enterprises with dedicated proposal teams responding to 50+ RFPs annually.

Strengths

+ Mature, feature-rich platform
+ Excellent content library and search
+ Strong collaboration features
+ Comprehensive analytics

Gaps

− Cost prohibitive for small/medium teams
− Can feel heavy for simple use cases
− Steep learning curve
− Long implementation timeline

Responsive (formerly RFPIO)

An enterprise RFP platform with strong AI capabilities and extensive integrations.

Notable Features

AI-powered response recommendations
Import from various document formats
Content library with auto-tagging
150+ integrations including major CRMs
Robust workflow and approval processes

Pricing

Enterprise pricing, similar to Loopio. Expect $30,000–$80,000+/year.

Best suited for enterprise teams needing deep CRM integration and complex workflow management.

Strengths

+ Excellent Salesforce integration
+ Strong AI features
+ Good for complex approval workflows
+ Active product development

Gaps

− Enterprise pricing prohibitive for SMBs
− Complexity requires dedicated admin
− Some features feel over-engineered

Qvidian (Upland)

A long-standing proposal automation platform now part of Upland Software.

Notable Features

Proposal automation with templates
Content library and knowledge management
Microsoft Office integration
Analytics and reporting

Pricing

Enterprise pricing, typically $15,000–$50,000+/year.

Best suited for organizations heavily invested in the Microsoft ecosystem.

Strengths

+ Strong Microsoft integration
+ Established vendor with long track record
+ Good for document-heavy workflows

Gaps

− Interface feels dated
− AI features lag behind competitors
− Part of larger portfolio, slower innovation

Also Worth Considering

These tools are better suited for sales proposals than formal RFP responses, but they work for simpler proposal needs.

Proposify

Beautiful proposal templates, e-signature integration, interactive pricing tables. Good for sales teams creating outbound proposals.

Pricing: $49–$65/user/month

Note: Not designed for complex RFP responses; limited requirement tracking.

PandaDoc

Document automation platform with e-signatures and payment collection. Versatile for general document workflows.

Pricing: $35–$65/user/month

Note: Not RFP-specific; no requirement extraction.

Feature Comparison

Feature	RFP Matrix	Loopio	Responsive	Qvidian
AI Extraction	Yes	Limited	Yes	No
AI Draft Generation	Yes	Yes	Yes	No
Content Library	Yes	Yes	Yes	Yes
Multi-user Collab	Coming Soon	Yes	Yes	Yes
SMB-Friendly Pricing	$150–500/mo	$25k+/yr	$30k+/yr	$15k+/yr
Pay-per-RFP Option	$100/RFP	No	No	No

How to Choose

RFP Matrix is a good fit if you...

respond to 2–15 RFPs per month, want AI automation without enterprise complexity, have budget constraints ($150–500/mo vs $25k+/yr), or need to get started without a lengthy implementation.

Loopio or Responsive make sense if you...

have a dedicated proposal team of 5+ people, respond to 50+ RFPs annually, need complex approval workflows, require deep CRM integration, and have a budget of $25,000+/year.

Proposify or PandaDoc work well if you...

create more sales proposals than formal RFP responses, need e-signature as a core feature, and deal with simpler proposal requests rather than complex RFPs.

Summary

The RFP software market has split into enterprise solutions (Loopio, Responsive, Qvidian) and more accessible options (RFP Matrix, Proposify, PandaDoc). There's no universal "best" tool. The right choice depends on your team size, RFP volume, and budget.

Large enterprises with dedicated proposal teams and substantial budgets will find the established players offer comprehensive features. Smaller teams looking for AI-powered efficiency without enterprise pricing will find newer tools like RFP Matrix offer better value. To understand how these tools pay for themselves, read our breakdown of the true cost of responding to RFPs.

Try RFP Matrix

See how AI-powered requirement extraction and draft generation can accelerate your RFP responses. Get started or purchase a single RFP for $100.