Best Response Management Software: Top Tools to Try in 2025
Answering RFPs, RFIs, and security questionnaires can eat up hours of valuable time—time that you could spend winning more business. That’s where response management software comes in.
By storing pre-approved answers, automating first drafts, and streamlining collaboration across cross-functional teams, these tools don’t just save time—they help deliver more accurate, consistent, and persuasive responses. The result? Faster turnaround, fewer errors, and stronger proposals that boost win rates.
In this guide, we’ll review the best response management platforms in 2025, and compare how each one handles content libraries, collaboration, automation, and integrations.
What Is a Response Management Application?
Response management applications are purpose-built tools that take the heavy lifting out of responding to RFPs, RFIs, and security questionnaires. By organizing trusted content in a central repository, they help teams create stronger responses more efficiently.
Teams across an organization—such as sales, marketing, and product—can collaborate on one platform, reducing friction and speeding up the response process. While each solution on the market offers different features, they collectively make it easier to search for information, fill out templates, and capture updated content for future reuse. Many also include project management capabilities and integrations that keep teams organized and on track across multiple projects and deadlines.
Ultimately, response management software frees up time to focus on higher-value work—like shaping compelling win themes and tailoring responses—which truly moves the needle in winning proposals.
In this article, we’ll review the following top response management software tools:
Why Do Teams Need to Use a Response Management Platform?
The importance of RFPs is undeniable. According to the 2025 RFP Response Trends & Benchmarks Report, they’ve influenced more than a third of company revenue for six years running, bringing in an average of $256 million annually.
Top-performing teams (those winning over 50% of their bids) distinguish themselves by closely tracking efficiency metrics. This includes advancement rates, completion speed, cost per bid, and even individual team member performance. By analyzing these details, they can refine workflows, eliminate bottlenecks, and optimize proposal management.
Response management platforms are indispensable for these data-driven teams. Software tools not only provide visibility into crucial metrics but also offer the automation, collaboration, and content management capabilities necessary to act on them.
💡 Pro Tip: If you want to outpace competitors and improve your win rate, investing in a response management platform is one of the smartest moves you can make.
How to Choose the Right Response Management Software for Your Organization?
Choosing the best RFP software starts with knowing which features will have the greatest impact on your team.
While the features that matter most to your team will depend on your unique bid management process, here are the key features to consider as you evaluate which platform is right for your organization.
| 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. |
| Automation & AI | From generating first drafts almost instantly to applying smart customizations, automation and AI tools reduce manual effort and give teams a strong start to winning responses. |
| Collaboration Tools | RFPs are a team effort. Features like co-editing, version control, and task management keep everyone aligned, prevent duplicate work, and eliminate confusion over who owns what. |
| Integrations | Seamless integrations with CRM and content management systems pull the latest product and customer data directly into RFPs, ensuring your responses are accurate and tailored to each customer. |
| Security & Compliance | Data security is crucial, especially for those in regulated industries. Robust access controls, audit trails, and compliance features safeguard sensitive data and reduce legal risk. |
| Analytics & Reporting | Boost efficiency with a data-driven approach. By tracking metrics like efficiency, response times, and content usage, you can identify bottlenecks and make targeted process improvements. |
| Scalability & Support | A scalable platform enables you to manage increasing RFP volumes and complexity. Combined with reliable training and customer support, your team can maximize the tool’s value from day one. |
💡 Pro Tip: Is compliance a priority for your team? Use a proposal compliance matrix to stay aligned and guarantee no vital RFP detail slips through the cracks.
Which Response Management Software Provider Is Right For You?
Compare eight response management software providers to see which one aligns best with your team’s needs and priorities.
Loopio
Loopio is one of the most widely adopted response management platforms, trusted by more than 1,700 companies to streamline RFP, RFI, and security questionnaire responses. Recognized for its intuitive design, smart content library, and RFP automation, it has earned multiple G2 badges, including Grid Leader, Momentum Leader, and Easiest Admin Enterprise.
With a 4.7 out of 5 rating from more than 700 reviews, Loopio is valued by proposal managers, solutions consultants, and other RFP professionals as a one-stop shop for response management. Users consistently highlight its ability to strengthen collaboration and significantly reduce the time required to complete RFPs.
A major contributor to this positive feedback is Loopio’s AI, which is embedded throughout the response management process to:
- Accelerate access to trusted content
- Automate repetitive tasks
- Deliver data-backed insights
- Support collaboration with subject matter experts
- Craft more compelling, context-rich proposals that win business
Loopio’s AI also integrates seamlessly with existing sales tech stacks—including CRM systems, sales enablement platforms, cloud storage, and enterprise AI tools—creating a connected and scalable workflow. Backed by strong privacy and security safeguards, Loopio enables organizations to manage responses with both efficiency and confidence.
Want to learn more? Request a demo.
Qvidian
Qvidian was one of the early pioneers in the proposal software space. It remains popular today, particularly among organizations already utilizing other Upland products, for accelerating the creation of RFPs, sales proposals, and presentations.
Its AI Assist feature streamlines tasks like retrieving and revising content, analyzing data, and extracting information from documents. Teams can also save corporate tone and terminology to ensure generated responses remain consistent and on-brand.
Geared toward enterprise clients, Qvidian offers robust content management, collaboration tools, and compliance support for large, regulated teams. However, it can be overly complex and costly for smaller teams, and setup may prove more challenging outside the Upland ecosystem.
Qvidian holds a G2 rating of 4.3, based on more than 140 reviews.
Responsive
Responsive is a response management platform built to process a high volume of RFPs. It streamlines workflows by keeping content and projects organized, while Responsive’s AI helps to generate quick drafts, suggest responses from the content library, and support collaboration.
Built-in project management tools keep teams on track, though some users note that the platform’s complex interface comes with a steep learning curve. Others point out a desire for additional features and integrations.
Responsive has a rating of 4.5 on G2.
RocketDocs
RocketDocs automates the completion of information requests, sales proposals, and branded sales collateral, boosting efficiency with a two-layer AI approach. The first layer autofills answers from the knowledge base, while the second layer leverages private generative AI to fill in remaining gaps.
Additional functionality is provided by custom workflows, integrations, and a browser extension. However, some users note that certain manual processes, such as attaching documents, can feel cumbersome.
RocketDocs has a 4.2 review rating on G2
Proposify
Proposify speeds up deal cycles by simplifying the creation of branded proposals, quotes, and contracts. It also streamlines e-signature collection and tracks prospect engagement, showing when files are opened and which sections receive the most attention. These insights help sales reps follow up at the optimal time, increasing the likelihood of closing deals.
While Proposify offers easy-to-edit templates, it has limitations around formatting and customization. Its narrow focus on proposals also makes it less suitable for complex use cases like security questionnaires and due diligence questionnaires.
Proposify has a rating of 4.6 on G2.
PandaDoc
PandaDoc helps businesses create, manage, and automate RFPs from a centralized platform. Customizable templates and drag-and-drop editing tools make it easy to draft proposals and contracts, while secure e-signatures ensure the right people sign in the correct order and at the right time.
Flexible shared access and in-document comments support collaboration between internal teams and external stakeholders. An audit trail tracks document opens and reviews, providing full visibility into each deal’s progress.
PandaDoc has a 4.7 rating.
Ombud
Ombud is built around a centralized knowledge base that automatically captures completed work as reusable content. When it’s time to respond to a new RFP, the OmMatch feature draws on data regarding content usage and user behavior to suggest answers automatically.
The platform supports multiple response formats, including branded templates, Word, Excel, and PDF. Teams can also publish documents to a secure web portal, giving customers a shared space to exchange information and access all content tied to an opportunity.
Ombud holds a G2 rating of 4.7, based on 25 reviews.
Conveyor
Conveyor began with a focus on automating security questionnaires and has since expanded into RFP responses. It generates answers by pulling content from external sites, company wikis, and a Q&A bank.
The software is designed to import questions, sub-questions, and comments from Excel, Word, or PDF files. After Conveyor’s AI drafts responses, it can export them back into the original format or a branded Word template. If additional input is needed, the AI will automatically tag team members for support.
Conveyor holds a G2 rating of 4.6, based on more than 100 reviews.
🔑 Key Takeaway: Every response management platform takes a different approach to RFP content management, response generation, and collaboration support. The key is to evaluate your team’s priorities and choose the solution that best supports the way you work
Why We Think You Should Choose Loopio As Your Response Management Platform
Among all the response management platforms available, Loopio consistently rises to the top. With an industry-leading 4.7 G2 rating, multiple G2 badges, and the trust of more than 1,600 companies worldwide, Loopio is recognized as the go-to platform specifically designed for RFPs and response management.
Its combination of AI-powered automation, a robust content library, and seamless integrations helps teams respond to RFPs faster, more accurately, and with greater confidence. Beyond speed, Loopio enhances cross-functional collaboration while ensuring consistency and compliance every step of the way.
For organizations that want a proven, highly rated solution that balances ease of use with powerful automation, Loopio is the clear choice to elevate proposal success and drive revenue growth.
Curious to see how Loopio works? Watch our product walkthrough.