Connect, learn and strategize at Responsive Summit 2023. Also, check out the blog about our rebrand.


Start Responding Like a Pro

The RFPIO blog is full of insights and best practices, giving you the tools you’ll need to streamline your process and respond with confidence.

Why you need RFP software

Why you need RFP software

The response process should be scalable, repeatable, and consistent. Perhaps you remember the childhood game of “telephone.” In the game, […]

Category: Tag: RFP platform

Why you need RFP software

Why you need RFP software

The response process should be scalable, repeatable, and consistent.

Perhaps you remember the childhood game of “telephone.” In the game, one person thinks of a sentence and then whispers it to the next person in line; that person then whispers it to the next in line, and so on. Once everyone has heard the sentence, the last person has to say it out loud. Almost invariably, the final sentence has very little in common with the original.

An RFP might land in someone’s inbox in a variety of formats, including Word, Excel, PowerPoint, or even as a PDF. You might share the RFP, or parts of it, with dozens of stakeholders, each with their own area of expertise.

You could even have multiple stakeholders working on a single question or a single subject matter expert (SME) working on multiple RFPs, which, without the right processes in place, leads to inconsistent responses—a giant red flag to procurement teams.

In other words, an RFP can be like a written game of telephone. Multiple hands without centralized processes can delay and distort the response, meaning the response manager might have to spend hours, days, or even weeks trying to craft a cohesive response out of an anything but cohesive array of answers.

The solution is RFP software that is advanced enough to frame a response process that is consistent, repeatable, and scalable, regardless of the number of stakeholders involved. Let’s explore how RFP software can smooth out the response process, enabling you to drive more revenue in less time.

What is RFP software?

Clothing sizes, sports referees, traffic, RFPs—is consistency too much to ask? To be fair, consistency can get a little boring, but consistency in the RFP response process leads to better responses and perhaps more time for you to enjoy more of the chaos we call life outside of work.

As much as we’d love it if all RFPs arrived in consistent formats, they don’t. An effective RFP response tool is the foundation of a fine-tuned RFP process, creating consistency, repeatability, and scalability—transforming any RFP format into a predictably easy-to-navigate response.

Intelligent RFP software is able to import documents into a single format that’s simple and easily accessible by each stakeholder. In turn, the stakeholders submit their answers via the online portal, so project managers, writers, SMEs, etc., know who said what, when it was said, and how to find it, every single time, regardless of the RFP’s original format.

Once answers are in the system, you can store the Q&A pairs in the Content Library, or as I like to call it, The Single Source of Truth, for future use. But SMEs don’t have to wait for an RFP to add vital information to the Content Library. As they accumulate knowledge, rather than storing it on paper or in their heads (surprisingly common), they can add it to the Content Library, where it will remain accessible to all who need it.

Additionally, RFPIO’s advanced RFP software is a project management platform, with features such as assigning and tracking roles and responsibilities, scheduled review cycles, trend analytics, built-in collaboration tools, and seamless integration with the most popular CRMs and other sales tools.

In short, RFPIO software is both a scalable content management system and a project management tool, allowing teams to respond to more of the right bids in less time.

Perhaps less tangibly, but as importantly, it instills trust in SMEs and other stakeholders, as they know that their efforts won’t be duplicated or wasted and that there’s a single repository of consistent and repeatable company knowledge. This enables companies to build on things as opposed to just trying to keep afloat.

Fundamental features to look for in RFP software

The two main features to look for in RFP response technology are project and content management. While response teams might function with one or the other feature, it’s far more difficult.

You can answer RFPs without an automated and intuitive content management system, but that would make them a lot more difficult. On the other hand, you could have just a content database, but you’d lose context, such as where the content is, where the gaps are, and where you have old information that’s being pulled in without actually doing the RFPs.

Still, organizations should look for what their specific needs are. What are the most significant pain points? How will the needs grow in the future?

The most common pain points we hear are:

  • Too much time spent on responses – An up-to-date and easily accessible content library means the difference between tracking stakeholders down and clicking a few buttons.
  • Low response capacity – More often than not, low response capacity comes from trying to do too much. All too often, replying to each and every RFP is seen as the safer bet. Imagine if dating singles took the same approach. Instead of “swiping right” on every opportunity, choose those that fit. An automated response process can help you choose wisely and simplify those worth pursuing. More importantly, automation helps ensure that responses are accurate and on time, but also compelling and competitive, which helps propel your bid to the top of the stack.
  • Disjointed workflow – For proposal teams, a disjointed workflow is a confidence killer! When stakeholders cannot follow the process, they may find themselves wondering “why bother?” RFPIO’s project management features ensure up-to-the-minute statuses on each proposal. And when someone is stuck, others can see where they are stuck and help.
  • Inconsistent deliverables – RFP software eliminates the differences between formats, makes questions easy to locate, and simplifies collaboration, even in siloed organizations. Perhaps more significantly, RFP software enforces rules and parameters, such as character limits.

Why you need RFP software

Since the start of the COVID pandemic, the growth of remote work opportunities has brought the term “distributed workforce” into the mainstream. However, with worldwide offices, multiple brands under single umbrellas, etc., distributed workforces have been around for a very long time.

It’s common for a response to require SMEs from multiple time zones or for a single SME to work on responses from half the world away, and even from different brands under their corporate umbrella.

Response software such as RFPIO allows for different versions of questions and answers. So rather than responding to each RFP from scratch, RFPIO lets SMEs add to or change content to tailor each RFP, ensuring that there’s less of a risk of discrepancies.

RFPIO features include:

  • Content management – Repeatable company information in a single source, ready to go at the click-of-a-button.
  • Integrations – RFPIO seamlessly integrates with more than two dozen of the most popular CRMs, project management systems, communication apps, sales enablement tools, etc.
  • Automation – RFPIO continually learns as you work and suggests answers as you go, providing repeatability. The platform also automatically transfers RFPs from multiple formats into a single, consistent, accessible, predictable one.
  • A unique, project-based pricing approach – User-based pricing limits response teams, creates bottlenecks and incentivizes teams to limit their use of SMEs. Instead, RFPIO includes unlimited users in all of the pricing levels.
  • Scalability – RFPIO has no data or user limits. The software grows as the company grows and changes. Moreover, as the RFP industry evolves, so does RFPIO, without burdening existing tech stacks..

How RFP software can help

I will let you in on a little secret. RFP software, even cutting-edge RFP software such as RFPIO, is not a magic wand. It will never replace response teams, but advanced RFP technology will make their jobs more efficient and productive, ultimately making everyone, even CFOs, happy.

However, the only way RFP software can truly add value is if it works with response management teams rather than the other way around. That includes:

More productive collaboration

Improving collaboration is key to effective RFP management. Most organizations have distributed workforces, and even those that don’t might have off-premises response stakeholders and SMEs.

Chasing people down for answers is a waste of time. RFPIO allows any stakeholder to log in at any time and see exactly what is being asked of them.


RFP software should work with tech stacks instead of adding to them. RFPIO does precisely that by seamlessly integrating with more than two dozen of the most popular workplace tools, including:

  • CRM – Break down the silos between sales and response teams with CRM integrations, including Salesforce, Dynamics 365, Pipedrive, PipelineDeals, and HubSpot
  • Communication apps – Stay in touch with stakeholders with Google Hangouts, Jira, Microsoft Teams, and Slack
  • Cloud storage – Sharepoint, Box, Dropbox, Google Drive, and OneDrive
  • SSO authentication – Login through Microsoft ADFS, Microsoft Azure, OneLogin, and Okta
  • Browser extensions – Access RFPIO through Chromium Edge or Google Chrome
  • Vendor assessment – Streamline security questionnaires through Whistic
  • Productivity – Import RFPs from nearly any format, including Microsoft Suites, Google Sheets, and PDFs
  • Sales enablement – Import and export content using Seismic or Highspot

RFPIO’s project management features allow project managers to ensure efficiency, establish roles and deadlines, protect your RFP response content, and curate and cultivate your Content Library.

Automated import process

Manual imports are the most time-consuming part of the RFP response process. RFPIO’s advanced import tools turn RFPs from nearly any format into consistent and easily-collaborative content.

Content Library

As I’ve mentioned, consistency is key in response management. In fact, repeating yourself is perhaps the easiest way to streamline your response process, especially since most questions are repeats, or at least variations on questions you’ve seen before.

Keep all your content in one easily accessible place with RFPIO’s AI-empowered Content Library. When you encounter one of those repeated questions, the Content Library will automatically suggest a company-approved answer. All you have to do is click a button and tailor the answer if needed.

knowledge management tool decreases RFP response time by:

  • Providing a searchable information hub
  • Housing reusable content
  • Enabling customization using previous responses
  • Facilitating content accuracy

AI-powered recommendation engine

We like to think of RFPIO as a response team’s brilliant assistant. Stumped on a question or you don’t have time to scour the database? That’s what the AI-powered recommendation engine is for. It:

  • Answers common repetitive questions
  • Auto-identifies response content
  • Assigns questions to pertinent SMEs

Enhanced security

RFPIO’s multi-level security enhancements protect organizations’ most valuable assets, company knowledge, with RFPIO’s state-of-the-art security controls.

  • SSO – Using Single Sign-On, you won’t have to memorize passwords. Simply login using your company credentials.
  • Automate user management – Automatically delete users when they leave the company
  • 2-factor authentication – If your company doesn’t use SSO, RFPIO also supports 2-factor authentication.
  • Control access – Define what users can and can’t see.

Let’s talk about the bigger picture. The ultimate goal of more effective RFP management is to win more business! RFPIO gives response management teams more time to craft better answers to more RFPs. It sounds simple, right? Again, it’s all about scalability, repeatability, and consistency.

With RFPIO, you can increase your win potential by responding to the right opportunities in a consistent, repeatable voice, using consistent, scalable answers in a repeatable, easily collaborative, and searchable format.

Scale your team’s ability to answer RFPs

By optimizing the amount of time spent on repetitive manual processes, your team is freed up to dedicate their resources to pursuing new business.

Produce higher quality responses, consistently

In a highly competitive landscape, businesses cannot afford to gamble by underperforming at the proposal stage. RFP software enables consistency through dependable accuracy, helping ensure finely-tuned responses, and creating reliable deliverables through export functionality.

Start winning more bids with RFPIO

RFPIO is the industry-leading response management platform, designed to securely increase RFP win rates and drive revenue.  Learn more by scheduling a Free Demo

Now, if only we could do something about clothing sizes.

Next, we’ll discuss knowledge management best practices.

3 ways technology improves the response process for remote teams

3 ways technology improves the response process for remote teams

Once upon a time, you had to walk around the office and ask collaborators to send you what you needed to respond to an RFP. As the digital revolution took hold, it became necessary to manage the process virtually across multiple geographies, languages, teams, and time zones.

Now that teams all over the world are learning to work remotely, RFP software has become even more important. One survey found that 47% of workers want to work from home one to four days a week, even after it’s safe to return to the office. 40% want to be remote all the time.

Because RFP response is one of the most collaborative activities an organization undertakes, proposal management teams are seeking out RFP software that helps them:

  • Embrace data-driven project management.
  • Free up strategic resources by automating administrative tasks.
  • Integrate workflows to capture, qualify, collaborate on, and respond to proposal requests.

What they’ve found in solutions such as RFPIO is that RFP software helps them drive the RFP process for remote teams in three key ways.

#1: Improve RFP management by breaking responses into manageable sections

The first thing you do when an RFP comes in is determine the resources and content required. How many sections are there? What sort of subject matter expertise is needed? And how do we ensure deadlines are met? When done manually, this could mean pasting sections into multiple documents, noting sections and sub-sections, and gathering content from disparate sources—a labor-intensive process for even the most experienced proposal manager.

When you upload an RFP document into RFPIO, artificial intelligence (AI) systems take over and help you auto-identify content requirements. Within minutes, you can know how many questions there are, which SMEs (subject matter experts) to involve, how many authors will be needed, and where potential bottlenecks may arise.

RFPIO also converts a one-dimensional RFP document into a dynamic, collaborative work environment where you can analyze bid requests, forecast resources, assign work, and track progress. It can be organized and quickly broken down into related question and answer (Q & A) fields. That way you don’t have to email an overwhelming source file to multiple responders. Instead, you can send collaborators only the necessary bite-sized sections that matter to them most.

Other benefits of creating a live work environment out of a stagnant document include:

  • Assigning tasks to responders with the most relevant expertise AND the time to contribute.
  • Monitoring what all authors and reviewers are working on to determine their workload and track their assignments.
  • Setting up and sending automated task notifications and reminders to keep collaborators on schedule. They can even be a guest working outside of the organization as an external user.
  • Allowing collaborators to respond directly in the task notification or reminder without the need to dig through attachments or file folders to find the content in question.
  • Visualizing overall progress and understanding resource costs of responding to each proposal.

#2: Save time by leveraging automation technology and centralizing content

Nobody likes spending their time answering the same question over and over again. That’s why RFPIO’s ability to automatically answer common questions is so valuable. Auto-response eliminates repetitive work and gives SMEs more time to focus on their specific areas of expertise. It’s a sophisticated feature that essentially lets proposal managers take heavy asks like…

“Hey, can you write down and define all the services that we offer?”

…and reframe them into simple questions like…

“Hey, RFPIO says these services apply to this RFP. Can you check to make sure they’re accurate?”

SMEs appreciate their time being valued. Proposal managers appreciate the fast turnaround. If you find auto-response technology tantalizing (who wouldn’t?) and want to learn more, go to the 19-minute mark in my webinar (below) for details.

Auto-response technology is made possible by a comprehensive Content Library. SMEs don’t need to take the time to provide answers to this library. It’s passively populated every time they answer a question. If you want, you can add a reviewer or moderator. Whether it’s through email, Slack, Google Docs, or individual spreadsheets, RFPIO harvests that response to build an intelligent knowledgebase. Eventually, it’s commonplace for organizations to answer 70-80% of an RFP with their auto-response technology powered by their unique Content Library.

Final RFP submissions include more than just Q & A pairs. They’ll have whitepapers, case studies, graphics, documents, and other content that needs to be easily searched, formatted, reviewed, and attached to response packets. RFPIO allows you to centralize all of that content without changing how it’s currently organized. Keep it in SharePoint, Google Chrome, CRM, Google Drive, OneDrive, or wherever, but make it searchable and retrievable through RFPIO.

#3: Make informed decisions on which bids you’re more likely to win

When you plug RFPIO in and start using it, you start amassing data. What’s working, what isn’t, win rates, time-to-completion, profiles of issuers, and much more.

For proposal managers, one valuable use of this data is to create a designated intake area for proposal requests. This achieves two goals: one, it helps you capture proposal requests; and two, it helps your company make data-driven decisions as to whether or not to pursue a proposal:

  • See all requests, including project details, client information, and supporting documents all in one place.
  • Gain visibility into the best authors for projects, how many days it will take to complete, and the estimated value based on prior outcomes.

This is an immensely beneficial feature. You can learn more about how it works at the 29-minute mark of my webinar.

Focus on the win

When RFPs come in, they can be both exciting and overwhelming. While the promise of winning the RFP should be the focus, teams often fall victim to worrying about barriers to success. Everything from how much time will be consumed to who will manage the whole process to how to manage version control problems creep to the surface. RFP software will help keep the organization focused on the excitement of a potential win.

Watch my full webinar, below, to learn more about how to use technology to improve the response process. Or, schedule a demo to find out how RFP software can help your proposal team, whether you’re remote or back in the office.

How RFP automation software helped Elevate Capital streamline their RFP process

How RFP automation software helped Elevate Capital streamline their RFP process

Elevate Capital is an inclusive venture capital fund that specifically targets investments in underserved entrepreneurs, such as women and ethnic minorities, or those with limited access regionally to capital and opportunities.

They believe there is tremendous opportunity to invest early and offer mentorship to these entrepreneurs—which is why they provide the venture capital and guidance they need to turn their startups into great companies.

In order to effort to continue to support this underserved group of budding entrepreneurs, Elevate Capital launched a new fund in 2020. Shortly after launching this fund, they received a 24-page RFP from an institutional investor.

Much to their surprise (and delight), they finished the behemoth of an RFP in the same amount of time it usually takes them to finish RFPs a sixth of the size.

“And there’s no way we could have done it so quickly and efficiently without RFPIO,” asserted Nitin Rai, the Founder and Managing Director at Elevate Capital.

Working in real-time with built-in collaboration tools

Before the Elevate team implemented RFPIO, their RFP response process was confined to static Word Documents. Each collaborator would update a given Word Document using track changes or comments.

Several versions later, all the contributors would come together for an in-person meeting or conference call to go through the RFP, line-by-line, to make sure everything was accurate and up-to-date.

With RFPIO, they were able to work together all in one place, using in-app comments and @-mentioning. Nitin Rai described collaboration in RFP software as “an amazing experience. Instead of going back-and-forth in 10 different versions of the same Word doc, we were working together in real-time. Working in RFPIO is what collaboration is supposed to be like.”

“We ended up producing a 75-page response from a 25-page questionnaire and we did in just three weeks. There’s no way we could have done it as well as we did without RFPIO.”

A more efficient RFP response process means more time for other things

Because the collaboration process was so much easier, the Elevate Capital team was able to complete and submit a beautifully polished RFP in 3 weeks—the same amount of time it typically took to respond to RFPs that were 6 times shorter.

In-app collaboration tools meant the Elevate Capital team wasn’t spending time sending emails, searching for the right version, or scheduling in-person meetings and conference calls.

By eliminating inefficiencies from the response process, their team was able to quickly pull together a beautifully polished RFP—with enough time to spare to stay focused on their other responsibilities.

The future of RFP response at Elevate Capital

Now that Nitin has populated RFPIO with content relevant to Elevate Capital’s most recent fund, he and his team will be able to respond to future RFPs even more quickly.

Instead of writing each RFP from scratch, or searching through their hard drives to find previous RFPs, they can automatically respond to any repeat questions using RFPIO’s AI-enabled Auto Respond feature. The more RFPs the team responds to, the more accurate Auto Respond will become.

Nitin anticipates that Elevate Capital will quickly see a return on their investment—and he believes that an automated solution to the RFP response process is definitely something other venture capital funds would benefit from.

“After using RFPIO to respond to RFPs, I will never go back to a manual process—it has made a huge difference.”

Why RFP software is every responder’s solution of choice

Why RFP software is every responder’s solution of choice

Responders like you add tremendous value to your organization’s sales process. Your team’s collective knowledge is what makes RFP responses great…and what helps win deals.

When an RFP is afoot, your response management team likely experiences a mixture of emotions. Some are excited about the big opportunity and others are running for the hills. Everyone understands that collaborative content ultimately helps the organization succeed, but that content takes time to create.

High-performing organizations maximize the time of all their resources by turning to all-in-one technology platforms. RFP software has become the solution of choice for responders. Let’s look under the hood at the ways RFPIO supports your response process and frees up your valuable time.

Clear up your process with centralized RFP responses

43% of subject matter experts said their top challenge was spending too much time on RFP responses. 68% of salespeople struggle with focusing on sales activities. 43% of marketers feel they do not have time for extra projects. 50% of proposal managers said keeping up with response content is their biggest challenge.

Much of this “lost time” feeling with responders is spent chasing down previously answered RFP questions. Your RFP response process should be like a road sign—obvious and direct. RFP response software champions a clear process with its core feature: a centralized library with built-in content automation capabilities.

RFP responses are stored in the Content Library, so all responders have quick access. This eliminates Q&A déjà-vu—all responders have to do is answer a question once. From that point forward, draw from previous content with each subsequent RFP and customize as needed.

Since the proposal manager also has quick access to Content Library content, they easily fill in responses before assigning questions or sections to subject matter experts. All that’s required of SMEs is a simple “yay” or “nay” approval.

Across departments, everyone saves time when response content is automated, allowing your team to recapture hours spent hunting for RFP responses to focus instead on other high-value work.

RFP language translation assists global teams

Multi-lingual teams need RFP response software that builds bridges across language roadblocks. RFPIO’s language translation capabilities are designed for global teams, allowing your organization to enjoy authentic communication internally and with customers.

Within RFPIO, all you do is:

  • Click on the Q&A pair that needs to be translated.
  • In the “source language” drop-down, select the current language of the Q&A pair.
  • In the “target language” drop-down, select the language you want the Q&A pair to be translated into.
  • Click “translate” after that and you’re all set.
  • Bonus: Save translated content for future use.

Clarification needs are much more challenging when you speak a different language than your proposal management team or your customers and prospects. RFPIO’s translation tool helps your team translate response content into many different languages to improve global communication.

Everyone uses one solution for efficient content creation

Responders at your organization represent a vast ocean of talent. That’s why RFP response software like RFPIO supports an infinite sea of users (aka unlimited user licenses).

To create compelling and accurate RFP responses, multiple responders across the organization must be involved. Having unlimited user licenses means large collaborative teams get involved to efficiently craft the best possible content. Resource needs are divvied up in the response process, protecting resources so contributors never feel overwhelmed by too many RFP responsibilities.

Since everyone is using the same solution, the response process becomes more systematic and protected. For example, if down the road, a proposal manager or SME transitions out of a role or moves on to another job opportunity, a rich Content Library is left behind for the rest of the response management team.

Flexible and adaptive to support how you work best

When RFP response software is married to a streamlined process, your team experiences across-the-board efficiencies. Since RFPIO is easy to get off the ground, you can be up and running within a week and see immediate improvements.

Navigate the Content Library with ease

RFPIO’s user-friendly tagging and search capabilities allow your team to file away your content to be retrieved later at the drop of a hat. Tag content based on author, topic, language, vertical—or any other tags your team uses to organize the Content Library.

Up-to-date knowledge base

Since your content is centralized in the Content Library, it’s easy to update RFP responses so your team always finds the most current company information. Pre-scheduled content audit cycles help you stay on top of your content as well.

AI-powered answer recommendations

RFPIO’s recommendation engine is powered by artificial intelligence, automatically delivering the most relevant content in seconds. Automation eliminates the way your response team used to work, repeating content creation unnecessarily. Now key subject matter experts can focus on fact-checking and customization to increase the impact of your response content.

RFPIO is the solution of choice for thousands of responders. See why RFPIO is the best solution for you too.

Refine your RFP process to keep your multilingual team connected

Refine your RFP process to keep your multilingual team connected

This is the third post in our series #StayConnected, introducing tips, tricks, tools, and features that help teams complete proposals quickly and efficiently, even when they’re not sharing a physical space. Read part 1 here: Keep Your Proposal Team Focused With These 5 Project Management Features. And part 2 here: How an Effective Content Management System Keeps Your Remote Team Productive.

You just got promoted to lead your company’s international proposal team—congratulations!

Now that you’re managing an international team, you’re responsible for bridging gaps between time zones, languages, and cultures—while finding ways to bring your team closer together, despite the physical distance.

To help you take the first steps, we compiled everything we know about how leaders of successful international proposal teams use technology to submit compelling proposals across languages. Read on for insider tips and best practices for keeping international teams connected.

Maintain brand consistency across languages with proposal automation software

Your brand should build awareness and develop trust and loyalty with customers. This means every interaction customers have with your brand—including bids, tenders, and RFPs—should embody the brand promises and values dependably and understandably.

Many successful proposal managers rely on proposal automation software to ensure their bids, tenders, and RFPs are consistent. This is especially true for proposal managers that serve a multilingual customer base.

David Rynne, the Presales Global Content Specialist at Basware, uses RFPIO to manage and moderate his organization’s multilingual content. Each time a new question-and-answer pair comes in, David uses the built-in Google Translate tool to translate the content into English and check it for accuracy, before approving it to be added to the library. Anytime an answer doesn’t seem quite right, he can easily @-mention the pre-sales rep for clarification.

In doing so, David has full visibility into how Basware is being represented to the world and can make sure the messaging remains consistent—and accurate—across languages.

Break down language barriers with a multilingual content management system

When you’re working with multilingual sales teams who are interacting with non-English speaking prospects, you need to make sure your content management system has the capacity to store content in other languages.

Let’s say your sales rep in Germany receives an RFP from their prospect, with all the questions in German. If you only have content available in English, you’re creating an extra step for your sales reps, who will need to find the answers they need (in English) and translate those answers into German.

It stands to reason that the less time your team has to spend translating answers, the more time they’ll have to focus on revenue-generating activities.

That’s why successful international proposal teams have a content management system that can store content in multiple languages. With this in place, all your German sales rep would need to do is find the question (in German) and immediately use the provided German answer—giving them more time to spend refining their proposal or working on other projects.

“One of our pre-sales reps from Paris told us just recently that he received an RFP on a Monday night that needed to be submitted by that Wednesday morning. We helped him get up and running in RFPIO and he made the deadline.”

David Rynne, Presales Global Content Specialist

Simplify collaboration by bringing everyone on the same platform

According to a recent report from Slack, people around the world agreed that “ability to easily communicate with colleagues” was one of the most vital components of effective collaboration.

One of the best ways to enable your team to “easily communicate” is bringing them all together on the same platform.

Many proposal managers set their entire proposal team up in proposal automation software that’s equipped with both project management features and in-app collaboration tools.

In doing so, they can assign tasks to team members, gain visibility into project status and team bandwidth, and use @-mentioning to ask SMEs and other team members for help.

Bringing everyone into the same tool streamlines communication and brings clarity into roles and responsibilities—which work together to increase efficiency and even reduce stress.

“Shortly after implementing RFPIO, a sales engineer in Australia—who had recently started at the company—was able to collaborate with sales engineers in Bulgaria and product managers in the United States to complete an RFP in just a few days.”

Gary Clink, Head of Global Technical Enablement
Read full case study here.

Build camaraderie by giving your international team space to be themselves

“When interactions between co-workers are high, there is a greater ability to develop trust and shared vision among international co-workers,” wrote Tsedal Neely—author of the book The Language of Global Success—in a recent Harvard Business Review article.

When you’re managing an international team, you need to give members a chance to get to know each other as people.

Here at RFPIO, we take this advice to heart.

Our team is split between our headquarters in Beaverton, Oregon and Coimbatore, India—and we’ve devised a number of ways to build relationships between team members that have never met another face-to-face.

For example, the international marketing team gets together for standups twice a week, where the team is free to talk about whatever comes to mind—be it movies and shows we’re watching, new recipes we’re trying, or weekend plans.

India- and US-based team members are also responsible for arranging 15-minute one-on-one video chats with another, giving team members a chance to get to know each other in a non-work capacity.

We’ve found that when we’re able to see each other as people, rather than faceless email addresses or Slack handles, working together isn’t just easier—it’s also more fun.

When you’re managing an international team, you are able to benefit from the diverse insights of individuals with different cultures, opinions, and backgrounds—the only trick is figuring out how to bring your team closer together.

At RFPIO, we’re helping international teams break down language barriers, simplify collaboration, and build camaraderie.

Click here to find out more about how RFPIO can help you optimize the opportunity of working with an international team—and find ways to keep your team connected.

How response management supports your team

How response management supports your team

Since our founding, we have been on a mission to help RFP respondents succeed. As a leader in this relatively new technological space, we’re one of the first to bring efficiency to responding teams limited by a manual approach to everyday business.

Now we are redefining the way our solution supports everyone across the organization. Though our origins are rooted in helping teams respond to RFPs, what we began to notice along the way was the many use cases for our software.

To support you and your revenue team, let’s look at the vast potential of response management software like RFPIO. You’ll walk away with a more strategic approach to response management.

What is response management software?

Response management software helps companies create, manage, and automate responses to both long-form and short-form business inquiries at any stage of the sales cycle. These inquiries can range from formal business requests issued by buyers, such as RFPs and security questionnaires, to informal questions submitted by prospects through chatbots or from customers through support tickets.

An internal knowledge base

Response management software serves as an internal knowledge base, integrating with CRMs, content management systems (CMS), and collaboration tools to capture and democratize subject-matter-expertise and content across multiple teams, business units, or companies.

With process and technology improvements, respondents are able to create higher quality responses and additional revenue opportunities.

RFP software vs. response management software

RFP software is fairly one-dimensional in that responding to RFPs is the primary use case. Response management software supports many use cases. Content can be repurposed for:

  • Responding to a multitude of business queries—RFX (RFP, RFI, and so on)
  • Statements of work (SOW)
  • Security questionnaires
  • CAIQ
  • Grants

Organizations who think outside the box use our solution to store anything from sales follow-up email templates to onboarding materials. Content is engrained in all of our business processes. Response management software helps you organize, store, and execute from a single source of truth.

Essentials for RFP response management software

How can you tell when a platform has everything you need to optimize your response management process?

Response management software…

  • Is cloud-based, so you don’t have to navigate a maze of documents and folders—and find ways to store your content.
  • Uses patented import technology and exports back into templates and originals files to start and finish each project smoothly.
  • Includes a dynamic Content Library, which serves as the hub for all of your organization’s content and company information.
  • Has an AI-powered content recommendation engine that makes finding your best responses easier.
  • Offers bidirectional integrations with your team’s favorite technologies, along with an open API, so everyone and everything is connected.
  • Allows you to search, select, and store Content Library content across all web pages and applications through a Google Chrome extension called RFPIO Lookup.
  • Brings clear and instant visibility with reports and dashboards that help you track project status and progress and discover insights to make data-driven decisions.


Let’s say you are a sales manager at an enterprise technology company with a high-stakes deal on the table.

The challenge

The prospect you’ve been working with sends you a large security questionnaire, along with a DDQ (due diligence questionnaire) that you must turn around by the end of the week.

Resources are spread very thin right now. You must complete the majority of the questionnaire on your own and engage subject matter experts (SMEs) sparingly. You have several new deals in the works that require your constant attention. You’re not sure how you’ll pull this DDQ and security questionnaire off before the deadline while keeping other opportunities on the right track.

The solution

Response management software allows you to manage multiple queries at once. You can handle the entire family of possible requests during the sales process—the RFP (request for proposal), RFI (request for information), DDQ (due diligence questionnaire), or security questionnaire.

With bulk answering you knock out sections at one time then call in your SME to fill in gaps and sign off. While all of this deal is in motion, you continue to nurture other prospects using RFPIO’s Content Library to populate follow-up emails with relevant communication and high-performing sales content.

You submit everything with time to spare and keep moving other deals forward.

Use cases for response management across revenue teams

Even with the best technology, teams need to be united by a strategy to maximize the features and capabilities of their tools. We recently created a user adoption strategy to help.

If you are leading the charge with user adoption, it’s important to know the benefits of the software and how one solution can be used in multiple scenarios and initiatives. So let’s take a look at different use cases across the team:

  • RFX
  • Security questionnaires
  • SOWs
  • Grants
  • Onboarding
  • Discovery calls
  • Proactive proposals
  • Sales emails
  • Knowledge sharing

This breakdown will help you understand the diverse capabilities of RFPIO. If you are an existing client, you will find new ways of using the solution. If you are searching for a comprehensive content management platform, you will see the many possibilities that will exceed your organization’s response and query needs.


RFPIO can be used for any RFX documents throughout the sales process.This includes:

  • RFPs (request for proposal)
  • RFIs (request for information)
  • RFQs (request for quote)
  • DDQs (due diligence questionnaire).

Our response management solution allows you to respond to any of these documents in a collaborative ecosystem, making the process easier and efficient for your organization’s many contributors.

Security questionnaires

A security questionnaire can come in many forms:

  • Security questionnaires lite (standardized information-gathering questionnaires)
  • VSAQ (vendor security assessment questionnaire)
  • CAIQ (consensus assessments initiative questionnaire)
  • VSA (Vendor Security Alliance questionnaire)
  • NIST 800-171 (National Institute of Standards and Technology questionnaire CIS controls)

One thing they all have in common? They are complex and time-consuming without the right tools.

RFPIO greatly reduces completion time for busy teams, with auto-response and bulk answering doing the majority of the work upfront. This extra time allows teams to perform their due diligence with accurate responses that meet the issuer’s requirements.

After the responses are ready, teams export responses back into the original sources with clean data, eliminating the need to wrestle with editing and formatting.

Marketing content

Often, marketing teams think their involvement with response management software is limited to the RFX process. They come in at the end to perform a buff and polish, to prepare the deliverable.

Because RFPIO is a content management platform at its core, marketing teams can use the solution to store and create content—brand guidelines, testimonials, press releases, and award submissions.


To present the scope for a highly complex project, response management software is extremely useful for SOWs. Rather than using various documents and spreadsheets to piecemeal sections together, section templates offer standard content that can be reused and customized.

From content creation to the review process, the SOW workflow is easier when everyone has one tool to operate inside.


Time is money for any business, especially a nonprofit who needs to stretch their budget and resources. With grant writing, teams strengthen their content by using the Content Library to search and select the latest stats and financials.

Often, sign-off from an executive or board of directors is needed with grants, and sequential reviewing clarifies the chain-of-command throughout this completion process.


RFPIO allows unlimited users, promoting wide-scale adoption throughout various departments, including human resources, support, and customer success teams. Because very little training is required, all teams can jump into the tool and customize it for their needs.

Organizations often use the solution to support their hiring efforts, as the content repository simplifies the constant need to add and update onboarding content. The same applies to support and customer success team members who need to be quickly brought up to speed.

Discovery calls

Since RFPIO offers a single source of truth, sales teams lean on the power of the Content Library every day for many other tasks outside of responding to RFX documents. An SDR can keep RFPIO open on his or her computer screen during discovery calls to find any company or product information immediately.

This ability makes sales teams nimble and confident during the discovery process. The prospect leaves the call informed and interested.

Proactive proposals

To sell within a highly competitive industry, sales teams will sometimes turn to proactive proposals to beat their competition to the punch. Minimal effort is needed to pull together a proactive proposal within our response management solution.

Sales teams use the top content feature to select the best responses, then export everything into a branded, cleanly formatted template.

Sales emails

The need for speed is perhaps the motto for any salesperson completing sales-related tasks. RFPIO Lookup recommends email content to help sales teams answer prospect questions.

When using a Google Chrome browser, this feature empowers sales to access responses across web pages and applications. They grab the information they need and include it within the email, without losing time to hunt down the answer.

Knowledge sharing

RFPIO’s Content Library serves as the single source of truth for the entire revenue team: sales, marketing, support, and customer success.

Information silos disrupt your response workflow. Foundational company knowledge ends up in a variety of documents, from visual slide decks to data-heavy spreadsheets—stored on shared drives and folders. RFPIO makes all necessary content readily available so everyone can do their best work.

Final thoughts

I always like to say: “Recycle, reuse, don’t reinvent.” Response management software allows you to put this mantra into action, so your organization spends more time on refinement and less time on repetition. With this advancement in your response process, your team will produce quality content that results in opportunities, revenue, alignment, and teamwork.

Start your year off with a strategic approach to response management. Schedule a demo of RFPIO.

RFP software use cases

RFP software use cases

If you think RFP software is just for RFPs, you’ve come to the right place. We’re here to clear the air and help you see just how many use cases your organization is missing out on.

The first step is understanding that RFP software is really an intelligent content management system. Capabilities of this kind of technology can reach far beyond responding to request for proposals.

You may have RFP software already, so what follows will help you uncover more ways to maximize the technology you invested in. You may be considering a solution, and this post will help you see the realm of possibilities.

Being that our name is RFPIO, a common misunderstanding we come across is that our solution is only for RFPs—when in fact our clients use the application for numerous projects across departments. Here are some real-world RFP software use case examples that have transformed organizations. Get ready to gain inspiration and efficiency!

RFP software for onboarding

Onboarding new hires is one of the most important first steps when an organization is building a strong team. From job descriptions to employee handbooks, from training materials to online courses…a lot of company information is needed throughout the HR process.

While basic company information may not change too often, it will still change. Roles within the company, and the necessary training to learn the nuances of that job, can change frequently—especially in a growing organization. Having access to the most current company information, and being able to revise HR-related content, are big time-savers for organizations.

RFP software like RFPIO was made to promote collaboration, so any number of users can access the solution. Since usage is not limited, we often see human resources teams using the platform directly for onboarding new-hires. It’s easy for them to learn, and they can quickly use or add content at will to support their hiring efforts.

RFP software for discovery calls

When it’s time to qualify a prospect, it’s up to an SDR (Sales Development Representative) or BDR (Business Development Representative) to pick up the phone and be ready for anything. A prospect will have any number of questions, many of them technical.

While sales should know a product or service inside and out, it’s impossible for them to know every detail. They turn to account executives or product teams for answers, or scour many Google docs and folders to locate information.

RFP software offers a single source of truth for teams within an Content Library. Many sales teams we know keep RFPIO open on their computer screens during discovery calls, because they can rapidly search for any type of company or product information and instantly answer prospect questions.

RFP software for proactive proposals

To sell within a highly competitive industry, sales teams must be proactive. Even if a prospect hasn’t issued an RFP, if sales feels their organization is the perfect fit, they can take steps to stand out from the competition.

Creating a proactive proposal isn’t typically a priority for busy teams who are juggling opportunities with multiple prospects. Like any formality with a prospect…these things take time. At this stage in the sales process, it’s more about presenting your organization in a favorable light.

We love seeing how sales teams are assembling proactive proposals with minimal effort using RFPIO. Top content is one our client’s favorite features—they quickly identify the best and most current responses, filtering by star rating or review date. Since presentation is everything with a proactive proposal, they use customized templates to easily export the document with a beautifully branded finish.

“RFPIO can be utilized to manage both Q&A RFPs, as well as unsolicited proposals. Each project includes a ‘tasks’ page where all non-submission tasks can be tracked (e.g. intent to bid, follow-ups, etc.) It has already helped us cut the response/review workflow time in half. As a small team who ships a lot of projects, this is a game changer for us!”- Carah Counts, CareATC

RFP software for sales emails

Sales teams live in their inboxes more than they would like to admit. Whether they are describing features, answering questions, or following up after submitting an RFP…they compose and send hundreds of emails every day.

Even with numerous forms of communication like Slack or LinkedIn, email conversations will inevitably come into play. While there is no way to eliminate email, there are ways to use technology like RFP software to your advantage. Which is exactly what some of our smartest clients do to enable their sales teams.

RFPIO has a great feature that recommends email content. RFPIO Lookup helps sales manage Content Library content across all web pages and applications when using a Google Chrome browser. Sales teams can leverage this feature to speed up email responses, and ensure they are presenting quality information that will inform and impress prospects and clients.

RFP software for marketing content

Modern marketing teams greatly depend on content for countless initiatives. Marketing owns: brand guidelines, blog content, email campaigns, testimonials, case studies, ad campaigns, social media content, public relations…and, the list goes on.

We’ll use our own example for this one. When submitting for software awards, repetitive questions kept coming up. Rather than copying and pasting from various documents or creating new answers for each submission, our marketing team used RFPIO to store responses to these questions…

  • Basic company / contact information
  • Product / service value proposition
  • Competitive advantages
  • Employment data
  • Financial data
  • Customer testimonials
  • Awards and achievements

With each award submission, marketing saved time by repurposing previous responses in minutes. Marketing teams are usually familiar with technology like RFP software, because they are involved in the messaging side of the RFP response process. It’s worth stopping to explore how a collaborative, content management platform like RFPIO can be utilized even more.

RFP software for SOWs

Although SOWs are specific to project scope, they don’t need to be created from scratch each time. This is a common trap teams fall into, but there are ways to use technology like RFP software to work smarter with SOWs.

Projects lean toward the complex side. In a recent report by Project Management Institute, only 22% said projects within their organizations had a low level of complexity. Figuring out how to convey the project scope with a highly complex project can be difficult, but it is not impossible when teams have a strong toolset to work with.

rfp project management
Source: Project Management Institute

When our clients use RFPIO to complete SOWs, they are spending much less time than before with documents and spreadsheets. Section templates consist of standard content that can be repurposed and used for different stakeholders. Reusing and assigning content within the application greatly improves workflow for SOWs, from content creation to the review process.

“Running our SOWs through RFPIO has helped us keep our documents better organized. The team can quickly review their assigned sections and they don’t have to scroll like they would do in a Google or Word doc. The time-savings has just been awesome.”- Hayli Hay, Metal Toad

RFP software for grants

Similar challenges and solutions discussed in the previous SOW section also apply to teams writing grants. At a nonprofit organization, resources are typically even more scarce. Grant writing can take a lot of time away from other priorities. The key here is to repurpose your content with the help of technology like RFP software.

Using a manual process will only hold a nonprofit team back from reaching their true potential. Funding is critical for the longevity of any nonprofit organization, so the grants they submit must be accurate and compelling. Grants must be submitted often to keep funding opportunities coming in.

We see nonprofits using RFPIO’s Content Library to access powerful stats and current financials to strengthen their grant content—without searching endlessly for these numbers. A sequential review process is also helpful in case a team of one needs to get approval from other directors or a board before submitting.

RFP software for security questionnaires

While sales teams may live in their inboxes, team members who face security questionnaires reside primarily in spreadsheets. Security questionnaires are becoming more common as privacy and security concerns move top of mind for any organization beginning a partnership with another.

On average, a security questionnaire will consist of hundreds of questions—sometimes, thousands. These are the numerous types of security questionnaires…

  • Security Questionnaires and Security Questionnaires Lite – Standardized Information Gathering Questionnaires
  • VSAQ – Vendor Security Assessment Questionnaire
  • CAIQ – Consensus Assessments Initiative Questionnaire
  • VSA – Vendor Security Alliance Questionnaire
  • NIST 800-171 – National Institute of Standards and Technology Questionnaire
  • CIS Controls – Center for Internet Security Questionnaire

….and any variety listed here can be completed efficiently in RFPIO.

Our clients depend on auto-response and bulk answering to cut completion time dramatically, since the solution does a majority of the responding upfront. At the end of the RFP security questionnaire, teams finish up with the source export, which allows them to export back into the original source with clean data.

“RFPIO not only has more flexible configuration for those compliance questions, it does store responses. As far as I can tell, RFPIO is the ONLY software you should be considering.”- Anthony Rossi, MasterControl

“Time is the scarcest resource and unless it is managed nothing else can be managed.” Peter Drucker said those words, and we couldn’t agree more.

Every organization has complex projects, and every team is searching for ways to make processes more efficient. Your resources are valuable, and you want to ensure time is spent optimizing strategies rather than managing tasks.

RFP software is an unbeatable time-saver across organizations. We hope these real-world use cases inspire you to think outside the box, so you can utilize automated technology in new ways and achieve higher levels of success.

Client spotlight: Routematch’s informed RFP vendor selection process

Client spotlight: Routematch’s informed RFP vendor selection process

Deciding you want to make a purchase and then actually executing on that purchase doesn’t always happen in quick succession. For example, we don’t often have much time to think about options when it comes to replacing a flat tire, but looking for a brand new car involves research and contemplation.

Vendor selection in the business to business world is no different. Sometimes you have to make decisions without much lead time, in order to solve a problem. But if you’re able to look ahead, the best practice is to go at it with a plan.

The team at Routematch took a proactive approach to optimizing their RFP process by looking for an automation solution. They came up with carefully thought-out requirements and embarked on a journey to find the RFP software that would most closely line up with those needs.

We sat down with their Communication and Learning Specialist, Alexei Budsan, to talk about the positive results of Routematch’s strategic vendor selection process.

“I’m glad that I knew what I was looking for in RFP software before I sought it out. When I looked at the available options, it was clear that RFPIO was ahead of the curve. It really was a no-brainer.” – Alexei Budsan

Looking for a better solution

What does Routematch do, and what is your role at the company?

Routematch is a software company based in Atlanta, Georgia that enables connectivity in modern transportation. We provide the backend services for logistics of fixed route and on-demand transportation services. Cities and other regions come to us looking for ways to optimize routes to be inclusive to all members of their communities.

I’ve worn many hats at Routematch. I started as an instructional designer, providing education and structure training for those that went on the road. Then I spent time developing software documentation and eventually moved into sales and marketing, where I am now. That’s where the RFPs come in.

What’s been your involvement in the RFP process?

We wanted to be creative about our approach to responding to RFPs, and that meant looking for an automation solution. A couple problems we faced were dated content and inconsistent formatting.

So we looked at a few RFP software companies. I came across RFPIO, which had a profound difference in the marketplace. It matched up with our needs—you can keep your content fresh and the easy import and templated export take care of the formatting issue.

I’m glad that I knew what I was looking for in RFP software before I sought it out. When I looked at the available options, it was clear that RFPIO was ahead of the curve. It really was a no-brainer.

manage rfps

Determining vendor requirements

What else were you looking for with RFP software?

We did a lot of research and put together an entire matrix of capabilities and features that were important to us. RFPIO’s automation software hit every mark.

It’s a pretty long list, but a few important things were an easy to update content library, the ability to send reminders to collaborators and track changes, and a dashboard view. The integration with Salesforce and single sign on were also critical to our choice.

And, of course, the price had to be reasonable. With every one of those specifications and more, RFPIO came ahead.

What’s your advice for someone who’s looking for an automated RFP response solution?

I’d suggest getting as much buy-in from the people who are part of the RFP response process. You need some early, enthusiastic adopters in your organization to evangelize the system’s benefits and teach others how to use it.

“We can literally take an RFP at the beginning of the day—I’ve done this before—and have it printed and shipped by the end of the day.” – Alexei Budsan

Improving processes and seeing results

How many RFPs do you think you’re answering in a month, and what are the kinds of organizations that you work with?

Typically we go through at least one or two RFPs a week, but it can be more depending on workflow or season. We serve cities, states, townships (like in Australia) and other regional areas.

Since you deployed RFPIO, how have things changed?

Just like anything else it takes some time for folks to get used to change. But everyone has really jumped on board.

We can literally take an RFP at the beginning of the day—I’ve done this before—and have it printed and shipped by the end of the day. And it looks polished. It’s not necessarily ideal, but it’s a benefit to the speed of the system.

It saves us time by streamlining the process. Now we have the right people on each project and they’re notified when necessary. The system almost runs itself.

It sounds like one of your main takeaways from the software is the focus on content?

Absolutely—it’s key to RFP success. We try to make sure that our content is always maintained, but it evolves, sometimes overnight. We are being more proactive now about tagging content appropriately too, so it’s easy to find and stays relevant. The auto-suggestion capabilities in the recommendation engine are a game-changer.

How has RFPIO made your job easier?

I worry a lot less about how the document will look once it’s gone through so many style changes and versions. With the template capability, I know that we’ll have consistency when it’s exported.

Did you know? People board public transportation 35 million times each weekday. – American Public Transportation Association   

Achieving the ultimate goal

Anything you’d want people to know about Routematch?

We want to champion mobility, and be inclusive of all riders in the communities we serve. We’re striving for equality in the ways of getting here and there, and we encourage the use of public transportation systems as much as possible.

Alexei Budsan Headshot

Alexei Budsan

Learning and Communications Specialist Routematch
Connect with Alexei on LinkedIn

Alexei is a native of St. Thomas in the United States Virgin Islands. He’s lived Atlanta for several years, after graduating from the University of Phoenix with a Master’s in Technology Management. Before working for Routematch, a leader in Intelligent Transportation System software, Alexei worked for a shipping logistics provider as an instructional designer, and an internet service provider as a global trainer. Alexei joined Routematch 5 years ago and has coordinated training and software documentation. Most recently, he joined the sales department to manage proposals and coordinate sales conferences throughout the US.

5 Ways to enhance your user experience in RFP software

5 Ways to enhance your user experience in RFP software

When your organization invests in new technology, you want to make sure the investment is worth it. One of the best ways to get the most out of RFP software is by focusing on a better user experience for your team.

From branding your instance to managing integrations, as with any software, great features become underutilized when times are busy for RFP responders. Since you’re already working in a powerful solution every day, why not look at how you can take full advantage of that technology?

Today we’re taking a shotgun approach to some of the most robust features that we commonly see collecting dust—when they definitely shouldn’t be.

If you don’t have RFP software, it’s good to know how certain features will elevate your current response process so you can make a case for this technology at your organization. If you’re new to RFP software—whether RFPIO or another platform—we’ll show you the possibilities your team can start pursuing quickly through improved user experience.

Why focus on user experience with RFP response?

During a meeting the other day, the RFPIO team was talking candidly about why RFP responders should care about engaging in this deeper level of functionality. The crux of the matter is: By truly understanding the features in your solution, your team can achieve maximum benefits.

On the surface, you might be thinking about user experience in the traditional sense. Good user experience involves less friction and encourages efficiency. These points are absolutely valid, but here are a few other side benefits worth mentioning.

First off, focusing on user experience in your RFP software brings user adoption to the next level. Unearthing an underutilized feature or two will spark conversation internally for you to step up your existing RFP response process.

It also increases adoption. The more familiar and comfortable you can make the solution, the more team members will be inclined to accept new technology and adopt it. Most importantly, taking the time to improve the user experience in your solution sets you up for future success. Using the technology the way it was meant to be increases your effectiveness companywide.

5 ways to enhance your user experience in RFP software

Once your team has officially on-boarded with your proposal management solution, it’s time to look at the many ways you can make it your own. The best RFP platforms hold a wealth of customization options already.

By expanding your knowledge, you can take advantage of features you may have wondered about—and others you may not have even noticed.

1. Brand your instance

Familiarity increases user adoption, which is why customizing your instance with your logo and branded colors do matter. It seems like a simple tweak, but when you brand your solution appropriately, your team will feel more comfortable.

Another way to make the solution your own is by color coding project type and stage. At a quick glance, you can view your pipeline and stages by color categories. Carrying your brand through the exported templates is also important. The look and feel of the deliverable should align with your brand before submission to the issuer. These are simple things that can make a big impact.

2. Manage integrations

We live in the age of integrations. All technology needs to talk to each other, to cut down duplicated efforts and promote a seamless experience from start to finish. A good discussion to have with your team is what kind of integrations will be most beneficial during the RFP response process.

The integrations we have chosen for RFPIO are entirely based on feedback from our clients, in addition to our firsthand experience with RFPs. But our integrations are always evolving to keep up with the requirements of responders in the field.

  • CRMs – Salesforce is the most common CRM platform, but not everyone uses it. We support these organizations by offering PipelineDeals and Pipedrive. CRM integrations allow you to enter information in the tool your sales team works in daily, so nobody has to re-enter data and slow down the response process.
  • Single Sign-On – This is a great way to have a set of specific users and manage your rolodex of internal employees. It even helps with succession planning in case employees leave, so you don’t have to create and remove credentials constantly.
  • Cloud Storage – There are no file upload limitations when you’re bringing in content from the cloud. For example, commonly in healthcare RFP responses will be 50+ pages and contain lots of images. With cloud storage integration, you don’t have to worry about file size restrictions, making the import far easier.
  • Language Pack – Obviously, not everyone’s native language is English. We have many clients in Europe, and a single office might speak multiple languages. Our language pack allows you to change the specific UI at the user level for five languages: French, German, Italian, Spanish, and Portuguese.
  • Microsoft Teams – With Salesforce integration, you can only start a project there and kick it off. However, you can use the entire power of RFPIO within Microsoft Teams.
  • Sharepoint Online – We recognized that so many clients love Sharepoint and have historical data living there. Within RFPIO, you can easily search for your Sharepoint content without moving the data over.

3. Adjust security settings

At the system level, session timeouts are great if you walk away from your computer, at a coffee shop or in the office. IP restrictions offer an extra layer of security as well, since you provide a specific range of IP addresses that are approved.

Sign-in restrictions guide how you want users to sign in, through passwords, Salesforce, Google. Sign-up restrictions work with a specific email alias for invitations within the platform. If you only want as an email alias, the system will only send to those addresses. That way emails don’t go out to personal emails by mistake.

At the content level, we would really like to see more RFP responders take advantage of these security features. So many folks throw 500 or 3,000 questions into their Content Library, and don’t set restrictions with viewing or editing rights.

Adjusting security settings here gives you the ability to restrict sensitive content and section templates by role type (team members, team managers, and admins). Think about the content you’re working with today, and whether more security measures should be in place.

4. Develop merge tags and custom fields

Merge tags are the best. Project metadata might include: type, stage, due date, client name, etc. Depending on the focus at your organization, you can update generic tags by defining merge tags (i.e. city or product1) so your instance is customized to fit your organizational needs.

Custom fields are helpful for teams as well. Whether you want to track a project ID number or several subsidiaries, create fields to organize those details. For Salesforce users, you can map custom fields at the opportunity level.

5. Leverage collections

Collections are a neat way for you to create siloed walls within your Content Library. Assign certain pieces of content to a collection, so approved users have access to it.

Let’s say you have several locations set up globally, with different RFP responses specified for each in your Content Library. With collections, the European office won’t have access to the content specific to the Asia office. Pretty cool, right?

As you can see, there are so many ways to customize your RFP software solution. Proposal management teams who are more vested in the overall user experience will find better user adoption and reap more benefits as a whole.

Think about how you can go deeper to get the most out of your RFP software. Your team will be stronger in the long run if you maximize the technology you already have in your hands.

3 ways to de-stress your RFP process right now

3 ways to de-stress your RFP process right now

RFPs are a team effort, requiring hours and resources companies often feel they don’t have to spare. But to source new business and win clients, responding to RFPs is crucial to an organization’s success.

The manual approach to RFP response is a common one among businesses—even today, with the wealth of technology at our fingertips. But someone has to do the job of responding to RFPs, so we might as well make it as stress-free as possible. With a few important tweaks, your sales team can spend less time on administrative tasks and more time generating revenue.

Here are 3 ways to de-stress your RFP process, so you can focus on growing your business.

1. Centralize RFP answers

A known pitfall with RFPs is the low win rate chances, and inconsistent responses are often the culprit. It’s no wonder when teams across departments are using spreadsheets and emails to store their answers—hunting down responses in a hurry when the deadline is looming, and rushing to get the RFP out the door in time for submission.

Fortunately, RFP management solutions minimize that risk by automatically storing responses as the RFP is completed. An Content Library has the power to become your organization’s knowledge base, not only for RFPs but also as a repository your sales team can always refer back to for intelligence.

2. Optimize your SMEs

Your subject matter experts are valuable for your business—and so is their time. Let them do what they do best…help your business grow and thrive. Answering the same questions over and over again is not the best use of their time, and most high performers avoid these tasks in favor of other priorities.

Why send a person to do a machine’s job? Instead, use technology to automate the response process. These tools apply adaptive learning to understand the questions, and automatically recommend the most accurate answers based on your past responses. The time-savings alone will benefit your business, which on average is 40% with a robust RFP management tool.

3. Automate RFP assembly

Typically the most time-consuming part of responding to an RFP is assembling the answers in a cohesive format. The importance of a quality delivery can’t be overlooked, because sloppy responses can reflect poorly on your brand and harm a potential deal.

With several different authors providing input, it can be challenging for the proposal manager to gather, organize, compile, and construct the response package so it’s client-ready. RFP management software can automate the whole assembly process to help you deliver the highest quality product that will impress your client and potentially win business for you.

RFP management technologies have come a long way. It’s time for us to leave behind the old-fashioned approach of spreadsheets and docs, and enter a more efficient era through automated solutions.

How are you making your RFP process as stress-free as possible? We’d love to hear your tricks and tips!

See how it feels to respond with confidence

Why do 250,000+ users streamline their response process with RFPIO? Schedule a demo to find out.