The Best Proposal Software to Improve Response Quality and Win Rates

Every proposal counts. Whether it’s an RFP, RFI, or security questionnaire, the quality of your responses directly impacts how much business you win. Companies are under pressure to move faster while keeping answers accurate, consistent, and tailored to client needs.

This guide takes a closer look at the leading proposal software providers on the market and what makes each one stand out. But first, let’s review what proposal software actually does.

What Does Proposal Software Do?

Modern proposal software gives teams the structure and tools they need to create stronger, winning proposals in less time. 

Instead of starting from scratch, proposal software keeps approved answers and past content in one library, so accurate information is always at hand. Teams can collaborate more easily by assigning tasks, tracking deadlines, and making sure every requirement is met. Many platforms now incorporate AI features to suggest relevant content, draft initial versions, and help refine responses for clarity and consistency. Beyond writing, proposal software also provides visibility into the process, showing where work slows down, which content performs best, and how to improve win rates on future bids

Why Is Proposal Software Important?

For organizations as a whole, the answer is simple. Proposals influence, on average, 37% of a company’s revenue (Loopio’s 2025 RFP Trends Report).

This means the quality and efficiency of your proposals directly impact business growth.

For proposal managers, the answer is more complex. As proposal managers expand their influence within an organization, proposal software helps address the unique challenges they face as their role grows. Our Trends Report highlights several areas where proposal software makes the biggest impact:

• 65% of respondents said improved content storage is the number one benefit. Proposal software helps maintain reliable content storage so answers are easy to find, up-to-date, and reusable across multiple RFPs.
  62% of respondents cited time savings as their top benefit. Proposal software can save hours by centralizing approved content and automating repetitive tasks, freeing teams for more strategic work.
• 42% of respondents pointed to automation of tedious manual tasks. More teams are now leveraging AI to suggest content, draft responses, and provide visibility into which content drives wins.
• 36% of respondents highlighted better quality proposals. Proposal software helps maintain consistent, accurate, and client-focused messaging while avoiding common pitfalls, such as outdated answers.

Together, these benefits explain why proposal software is no longer a “nice-to-have.” It’s a critical tool that drives efficiency, protects revenue, and improves win rates.

But with so many platforms offering different strengths, the real question becomes: how do you know which proposal software is right for your team? The answer starts with looking closely at the features that matter most.

Which Features To Look For in Proposal Software?

Before comparing tools and features, it’s worth stepping back and examining your pain points and what your team really needs. The right choice depends on factors like: 

• How many proposals you respond to each year: A team answering a handful of RFPs may only need templates and light automation, while high-volume teams benefit more from robust content libraries and AI support.
• Your organization’s size and structure: Smaller businesses often want simplicity and quick setup, while enterprise teams need scalability, compliance controls, and integrations across departments.
• Must-have vs. nice-to-have features: Every team has essentials, like reliable content storage and task tracking—but may weigh extras like analytics, AI drafting, or advanced reporting differently depending on priorities.

By identifying where your team spends the most time—or where bottlenecks happen—you’ll be able to separate the “must-haves” from the “nice-to-haves.” 

Before we move on to taking a look at some of the best proposal software providers, here are the key features most proposal teams look for in software:

Key Feature	Why It’s Important
Content Library & Knowledge Management	A centralized content library stores approved answers in one place, creating a single source of truth. With the help of search features and AI suggestions, teams can quickly surface the most relevant, up-to-date responses.
Templates & Outlines	Provide structure so teams don’t start from a blank page, enforce formatting standards, and reduce errors like missing sections.
AI Capabilities	Speeds up writing by suggesting relevant answers, drafting first versions, and rephrasing for clarity. If you want to see how this works in practice, read our post on AI for proposal writing.
Automated Workflows & Task Management	Assigns tasks, tracks deadlines, and streamlines reviews so proposals move smoothly from draft to final submission.
Collaboration Tools	Enable multiple contributors to work together in real time, with version control and feedback loops that prevent duplication or miscommunication.
Quality & Compliance Checks	Ensure every requirement is answered, responses meet brand and client expectations, and inconsistencies are caught before submission. For more on what makes responses effective, see these qualities of a good proposal.
Analytics & Performance Insights	Show which content drives wins, where bottlenecks occur, and how to continuously improve the proposal process.
Ease of Use	Intuitive design and onboarding support make adoption easier, ensuring teams actually use the tool and get value from it.

Best Proposal Software

Loopio

Loopio is one of the most widely used proposal software providers and is trusted by over 1,700 companies, such as Hubspot, IBM and Lenovo, to streamline RFPs, RFIs, and security questionnaires. Loopio consistently ranks as a market leader, holding a 4.7 rating with G2 from over 700 reviews.

What makes Loopio different is its focus on AI, automation, and content quality. Loopio’s trusted AI provides intelligent answer recommendations, SME suggestions, and content cleanup, helping teams create high-quality first drafts faster without sacrificing accuracy. 

Loopio’s best-in-class content library ensures regular review cycles keep content fresh, while permissions and governance ensure the right people have access at the right time. This makes it easier to find, reuse, and trust every answer.

On top of that, Loopio makes SME collaboration easier by assigning questions, managing deadlines, and nudging contributors automatically, reducing one of the biggest bottlenecks in proposal workflows. For enterprise organizations, Loopio also offers robust integrations (Salesforce, Microsoft Dynamics, Seismic, Highspot, and more), alongside enterprise-grade security and encryption standards.

Loopio is best for mid-market and enterprise teams looking for an all-in-one platform that balances AI automation, content management, collaboration, and enterprise-grade integrations to cover the full range of proposal needs.

Responsive

Responsive helps manage RFPs, RFIs, DDQs, and security questionnaires at scale. Their platform combines a centralized knowledge base with powerful AI features that automate first drafts, extract key requirements, and flag content gaps before submission. 

Responsive integrations connect with Salesforce, Microsoft Dynamics, Slack, SharePoint, and other enterprise tools, making it easy for teams to work within their existing workflows. Like Loopio, their software also includes collaboration features such as approval workflows and real-time commenting to reduce friction between proposal teams and SMEs. 

Responsive is best for large enterprises and global teams that need a highly integrated, analytics-driven platform to manage complex, high-volume RFP processes.

RocketDocs

RocketDocs positions itself as a compliance-first proposal management platform, trusted by teams that need airtight processes for RFPs, RFIs, DDQs, and security questionnaires. One of RocketDocs’ standout strengths is how it simplifies collaboration with subject matter experts (SMEs). The platform makes it easy to assign questions, track deadlines, and send automated reminders, reducing one of the biggest bottlenecks in proposal workflows.

They also place a major focus on governance. Like Loopio, RocketDocs’ proposal software includes features such as version control, permissions, and audit trails.  They also offer a wide range of CRM and productivity tool integrations to help teams reduce manual effort while staying within familiar workflows.

RocketDocs is best for mid-sized and enterprise companies in regulated industries that prioritize compliance and content accuracy in their proposal process.

1Up

1up is a newer player in the response management space, built with a heavy emphasis on generative AI. Instead of relying on large, pre-built content libraries, 1up’s platform automatically drafts answers by pulling from your company’s existing knowledge sources in real time. This makes it easier for lean teams or fast-growing companies to produce accurate responses without the overhead of constant content curation.

Key features include AI-powered search across multiple data sources, automatic drafting of proposals and questionnaires, and integrations with tools like Slack, Google Drive, and Salesforce. Teams can also layer on compliance checks and editing workflows to refine drafts before submission.

1up is best for small to mid-sized teams that want a lightweight, AI-first alternative to traditional proposal software without the complexity of managing a massive content library.

Qvidian

Qvidian, part of Upland Software, is a long-standing proposal management platform designed for enterprises that need rigorous compliance and consistency. It supports RFPs, sales proposals, and contracts at scale, with task assignment, project tracking, and workflow tools that help large teams stay organized.

Their software includes tagging, categorization, and governance features to keep content accurate and compliant across large, distributed teams. Teams also benefit from detailed reporting and analytics, giving leaders insight into content usage, response quality, and overall process efficiency.

Qvidian best for companies that manage large volumes of complex proposals, ensuring every response is polished, compliant, and tightly controlled across business units.

Proposify

Proposify takes a slightly different approach to response management, focusing on creating visually engaging, client-facing proposals. Instead of just streamlining RFP responses, Proposify provides customizable templates, drag-and-drop design tools, and interactive elements to help sales teams stand out with polished documents.

Similar to Loopio, Proposify centralizes proposal content in a single library. Along with this, teams can track proposal views, get real-time notifications when prospects engage, and even integrate e-signatures to close deals faster. With CRM integrations and built-in analytics, Proposify bridges the gap between proposal creation and sales enablement.

Proposify is best for sales teams and SMBs that want to deliver branded, design-forward proposals while keeping track of engagement and closing rates.

PandaDoc

PandaDoc is an all-in-one proposal and document automation platform that helps teams manage everything from proposals to contracts within a single workflow. Its platform combines reusable templates, branded proposals, and real-time collaboration tools to reduce the manual effort of drafting and reviewing documents.

PandaDoc enables users to streamline workflows by automating repetitive steps (similar to Loopio’s AI) ensuring teams can focus on strategy instead of formatting. Their software helps sales and proposal teams the ability to move seamlessly from draft to signed deal.

PandaDoc is best for small to mid-sized teams that want a simple, end-to-end solution to create, track, and finalize proposals without relying on multiple disconnected tools.

Conveyor

Conveyor is a security-focused response management platform built to simplify vendor assessments and due diligence questionnaires (DDQs). Rather than treating questionnaires as isolated tasks, Conveyor provides a centralized, always-up-to-date “Trust Center” that allows companies to share security documentation, certifications, and pre-answered questionnaires with prospects and customers on demand.

Conveyor leans heavily towards automation to streamline security requests. Teams can upload and manage compliance artifacts, enable AI-assisted auto-responses, and provide gated access to sensitive information, all within a controlled environment.

Conveyor is best for B2B SaaS and enterprise organizations that face high volumes of security questionnaires. 

Why We Think Loopio Is the Best Proposal Software for Your Team

At the end of the day, proposal software should deliver results: faster responses, higher quality, and better win rates. With AI-powered automation, enterprise-grade integrations, and proven ease of use, Loopio is the platform that consistently delivers on all three by keeping pace with today’s demands and staying ahead tomorrow.