Win More Work, With Less Work: What You Need to Know About Modern RFP Response Software
Responding to RFPs used to be stressful. Tight deadlines. Late nights. Endless email chains. Sound familiar?
Good news - those days are over for many suppliers. Smart (Request for Proposal) RFP response software is changing the game, and if you’re not already using these tools, your competitors probably are. These platforms help you streamline, automate, and optimise your proposal process so you can respond faster, win more work, and save time doing it.
Let’s explore how the right software can transform your RFP process, and which platforms are leading the way in 2025.
Why Smart Suppliers Are Adopting RFP Response Tools
The RFP process can feel like a time-sink, especially when you’re managing multiple proposals at once. But with the latest generation of RFP response software, you can work smarter, not harder.
These tools help you:
- Reuse high-quality answers from past submissions
- Auto-generate responses with AI tailored to each RFP
- Collaborate in real time with sales, product, and legal teams
- Automatically complete security and compliance sections
- Track performance and refine your approach over time
According to a QorusDocs benchmark study, suppliers using RFP response software saw a:
- 76% reduction in time spent per response
- 70% increase in the number of RFPs submitted
- 59% improvement in win rates
In other words: less manual work, more business.
Key Features to Look For in 2025
Not all platforms are created equal. Today’s top tools combine AI with collaboration and content management to deliver serious efficiencies. Here’s what the best of them offers:
| Feature | What it means for you |
|
AI response generation
|
Drafts answers based on past proposals and RFP context |
| Smart content | Auto-suggests the best approved answers instantly |
| Library workflow automation | Assigns tasks and tracks progress across your team |
| Security modules | Simplifies technical questionnaires and compliance docs |
| CRM/knowledge base integrations | Pull content from systems you already use |
| Real-time collaboration | Say goodbye to email chains and versioning issues |
Top RFP Response Tools Suppliers Are Using in 2025
Choosing the right RFP response tool can give your team a serious edge, allowing you to save time, improve quality, and increase your chances of winning. Here's a breakdown of the top platforms suppliers are using in 2025:
AutoRFP.ai: The Gen-AI Category Disruptor
AutoRFP.ai is a next gen RFP Software designed specifically for the technology, healthcare and finance industry. It’s redefining the space with minimal admin and high automation.
Pros
- Learns from each submission to improve future responses
- No manual tagging or library upkeep
- Works directly in browser-based forms via extension
- Integrated with Slack, Teams, and CRM tools
- Multilingual support for global bids
Cons
- Newer in the market. Smaller customer base than legacy tools but growing
- Requires good foundational content to get started
- Best suited for teams with some RFP history
Tenderfy: The Scalable All-Rounder
Tenderfy helps SMEs simplify and professionalise tender responses without unnecessary complexity. With intuitive workflows, built-in templates, and streamlined content management, it’s ideal for suppliers who need to move quickly and stay competitive.
Pros
- Intuitive interface with minimal learning curve
- AI-assisted retrieval of previous responses to best match tender requirements
- Public sector-friendly formats and compliance support
- A single source of truth for all tender-related documents and data
- Affordable, practical solution designed with SMEs in mind
Cons
- Fewer out-of-the-box integrations than some enterprise-focused platforms
- Requires some previous tender history to fully leverage AI assistance
- Lighter on predictive analytics compared to enterprise-grade tools
Tendl: The Collaboration Powerhouse
Tendl connects legal, compliance, and technical teams in one workspace. Upload your content library, extract requirements, and build responses with AI co-editing. Pros
- Break down complex tenders and RFPs into manageable tasks with progress tracking
- Unlimited contributor users - eliminate follow-up emails and status chasing
- AI co-editing for drafting and refining responses
- Built-in approval workflows to maintain bid strategy compliance
- No customer data used for AI training.
Cons
- No Slack, Teams, or Google Workspace integration
- No Chrome extension for web forms
- Requires an existing bid history to perform well
TenderPilot: The Fast-Track Starter
TenderPilot is purpose-built for SMEs bidding into government tenders. Unlike other RFP tools, its AI is specifically trained on actual Australian government procurement policies, evaluation scoring matrices, and proprietary best-practice bid strategies. Beyond writing, it delivers compliance and evaluation checks, personalised bid strategies, and competitor insights, all hosted securely in Australian data centres.
Pros
- Fast setup, beginner-friendly UI, and SME-friendly pricing
- Only solution trained on real government procurement policies and evaluation methods
- Delivers personalised bid strategies, SWOT, and competitor analysis
- Proprietary pre-evaluation checks to maximise scores against criteria
- Hosted entirely on Australian data centres for data sovereignty
Cons
- Fewer integration options than large enterprise tools
- Primarily focused on government and regulated tenders (less suited for highly customised enterprise RFPs outside this domain)
- Lacks in-depth analytics and reporting tools
How This Impacts You (and Your Win Rate)
Suppliers who adopt these tools aren’t just responding faster; they’re responding better. With AI doing the heavy lifting, your team can focus on strategy, differentiation, and building a stronger case for why you’re the right choice.
And while not every RFP will be won on speed alone, showing up with a polished, complete, and tailored response, and on time, makes a real impression.
What’s Next? 5 Trends to Watch
- Hyper-personalisation: Proposals that speak directly to a buyer’s pain points, without extra effort.
- Interactive Submissions: Think beyond PDFs: dynamic formats and even video-based responses are rising.
- AI-Driven Analytics: Know what works and tweak future proposals with confidence.
- Security Automation: Tools that take the pain out of complex compliance requirements.
- Faster Go-Lives: Some tools now go live in under 48 hours, meaning you can respond to your next RFP this week.
Final Thought: Don’t Get Left Behind
RFP response software has shifted from “nice to have” to a competitive necessity. If you’re still managing responses manually, you’re likely spending more time and missing more opportunities than you should.
Whether you're a small business trying to break into bigger deals, or an enterprise supplier juggling dozens of RFPs a year, there are smart platforms available for you.