Take Your RFP Process from Chaos to Control


How to Choose the Best RFP Software for Your Enterprise

From Chaos to Control: Finding the Right RFP Software for Your Enterprise

Sourcing the right Request for Proposal (RFP) software solution is essential. It can add significant value to your business while reducing the risk of selecting an unsuitable technology solution. With so many RFP vendors on the market, finding the right one can be a daunting task.

In this blog post, we will explore the key RFP features and benefits to look for and learn how to choose the right RFP software vendor. We’ll also introduce Olive, an AI-powered cloud-based RFP software solution that can facilitate vendor collaboration, requirements management, project templates, and vendor comparison matrix reports. We aim to give you a  a clear understanding of what to look for in an RFP software solution and how Olive can help take your business from chaos to control.

What is RFP Software?

A Request for Proposal (RFP) software is a computer program that enables you to manage your proposals. If you’re a service provider or a vendor, you can use RFP software to respond to RFPs and track proposals. Conversely, as a buyer, RFP software enables you to request RFPs and respond to them. RFP response software also streamlines the RFP process through automation, collaboration, and management systems.

What are the Benefits of Sourcing Best-Fit RFP Software for Your Enterprise?

Implementing RFP (Request for Proposal) software can bring several benefits to an organization, including:

Time Saved Sourcing Enterprise Technology

RFP software can automate and streamline the entire RFP process, saving significant time for all stakeholders involved in the process, including procurement, legal, finance, and vendor management teams.

Improved Collaboration

One source of truth: RFP software enables collaboration among various stakeholders involved in the RFP process, facilitating better communication and alignment among teams, especially between IT, Finance, and Procurement.

Increased Efficiency

RFP software can automate several manual tasks, including requirements gathering, vendor evaluation, and proposal management leading to increased efficiency in the RFP process.

Better Vendor Management

RFP software can help organizations manage vendors better, allowing them to select the most suitable vendor for a project and manage contracts more effectively.

Overall, implementing RFP software can help organizations improve their procurement processes, save time and resources, and make better-informed decisions while mitigating risks.

Essential RFP Software Features

Enterprise Software Evaluation Project Templates

Project templates are a critical RFP software management feature, because they allow you to save countless hours that would otherwise be spent cobbing project requirements together. Project templates should come pre-loaded with features such as discovery surveys, standard requirements, vendor responses to requirements and possible vendor solutions. Learn more about Olive’s project templates here. 

Requirements Templates

Using data driven requirements templates saves you the time of gathering and managing requirements manually or via spreadsheets. 

Requirements Libraries

Aim to kick off your requirements gathering process as seamlessly as possible with pre-built or build-your own requirements templates. This will help you shave months off the evaluation process. 

Requirements Gathering Automation

To automate and improve the requirements gathering process, look for features that deploy surveys at any stage of the process to capture, prioritize, manage and rank requirements. Effective requirements
gathering features like surveys get everyone’s voices heard.

RFP Collaboration

Increased engaged collaboration amongst key decision makers bring much value to the RFP Process. Look out for RFP solutions that allows you to easily collaborate with key stakeholders both internally and externally.

Comparitive Analysis

Look for features that help aggrigate data and compare Solution Vendors to the company’s business requirements, not reviews from other organizations.
Ensure the RFP software does not charge vendors to respond,  and facilitates vendor-neutral decisions based on exactly what you need, not what vendors are selling or subjective reviews. 

AI Assistance

Competitors in every market are adapting to the world and the benefits of AI. Just as with the effective use of human resources, it pushes slow-moving companies toward obsolescence. Adopting AI is becoming a “when” more than an “if”. 

AI-Powered Digital Transformation: Streamlining Enterprise Vendor Selection and Beyond


How to Choose the Right RFP Software Vendor 

Step 1: Focus on a needs-based approach

Because needs vary from company to company and change from day to day, there’s no such thing as the perfect RFP software. Instead of making your choice solely based on RFP features, you need to ensure the RFP software meets all requirements. Take the time to find the right solution with a thorough software selection process.

Step 2: Schedule a demo 

Once you have established your organization’s needs, it’s time to take the next steps. Schedule a demo to see the solution in action and meet the team you’re considering working with. Bring your priority features list, along with questions that need to be addressed. Pay special attention to the user experience as the solution should be quick and easy for all RFP stakeholders to learn and use. 

Step 3: Test out the solution 

Now that you have established your needs and talked to your RFP solution provider, it’s time to test out the software. You should be able to seamlessly utilize vendor collaboration, requirements management, project templates and vendor comparison matrix reports all in the one platform. 

Agile RFP Process Leads to Accelerated Digital Transformation for Dewey’s Pizza

Olive, an AI Powered Cloud Based RFP Solution 

Still unsure of the best RFP software? We’ve got you covered! Olive is an AI powered Cloud Based RFP Software Solution with exceptional features that facilitate internal and external collaboration, requirements management, project templates and vendor comparison matrix reports.

Olive is more agile, digital, and collaborative than traditional RFP tools. It allows multiple department heads and vendors to work together seamlessly, speeding up the decision-making process. With Olive, you’ll be able to make informed, data-driven enterprise technology decisions faster than ever before.

Olive, the Ultimate Solution for RFP Automation

  • Find Best-fit Solutions in 66% less time with pre-created software evaluation project templates. Project templates are pre-loaded with discovery surveys, standard requirements, vendor responses to requirements and possible vendor solutions. New templates are added every month! 
  • Build out your requirements templates based on your expertise, or use our requirement libraries to help you build a template. Easily manage requirements and criteria by assigning them to sections such as functional requirements, non-functional requirements, and evaluation criteria.
  • Gather and rank requirements in collaboration with key stakeholders; deploy surveys at any stage of the process to capture, prioritize, manage and rank requirements. Olive’s requirements management software gets everyone’s voices on the table, regardless of their location or how they prefer to work.
  • Identify, gather, rank, and manage requirements; Use our AI-powered requirements templates, or build your own to reuse in the future. Olive’s surveys help you facilitate a seamless requirements-gathering process, helping you capture and record requirements and feedback from key stakeholders across the organization.



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