Responding to RFPs can be one of the most time-consuming and resource-draining processes for small and medium-sized businesses. When done right, however, it can unlock a steady stream of new business. Fortunately, modern RFP software is making it easier than ever for SMBs to automate and streamline their response process.  

But with dozens of platforms out there, how do you know which RFP software is right for your business?  

In this post, we break down the top seven RFP response platforms that are helping SMBs improve efficiency, reduce manual work, and win more deals.  

1. Loopio  

Loopio consistently ranks as one of the best RFP software platforms for small and mid-sized teams. Why? Because it hits the sweet spot between usability and powerful functionality.  

Why SMBs Love Loopio:  

• Centralized Content Library: Loopio helps SMBs store and organize previously used answers, so teams don’t have to start from scratch with every new RFP.  

• Collaboration Made Easy: Its intuitive workflow tools make it easy for marketing, sales, and technical staff to collaborate and track progress.  

• Automation that Works: With built-in automation, repetitive tasks are eliminated, reducing the burden on lean teams.  

Loopio is ideal for SMBs that are growing fast and want to professionalize their RFP response process without overwhelming their teams. The platform’s ease of use and quick onboarding make it a smart investment for companies that are ready to move past spreadsheets and emails.  

2. Responsive (formerly RFPIO)  

Responsive is one of the most feature-rich RFP software platforms available today, but that doesn’t mean it’s just for large enterprises. In fact, Responsive offers plans that scale well for SMBs, giving them access to enterprise-grade functionality at a manageable cost.  

What Makes Responsive Stand Out:  

• AI-Powered Automation: Responsive’s recommendation engine helps teams automatically populate RFP responses using existing content.  

• Tight CRM Integrations: It connects easily with tools like Salesforce, HubSpot, and Microsoft Dynamics.  

• Robust Security & Compliance Features: Great for SMBs working in regulated industries or handling sensitive data.  

Responsive helps small teams do more with less. For SMBs aiming to compete with bigger players in competitive bids, Responsive provides the power and polish needed to level up.  

3. Breezedocs.ai  

Breezedocs.ai is the newest name on this list but has quickly built a reputation as the fastest and easiest RFP software for small businesses. Designed specifically with SMBs in mind, it leverages generative AI to automate and accelerate the entire RFP response process.  

Why Breezedocs.ai Is Perfect for SMBs:  

• Lightning-Fast Setup: Get up and running in minutes, not weeks.  

• AI-Powered Responses: Uses previously approved content and reference files to complete RFPs and questionnaires up to 80% faster.  

• Affordable Pricing: Tailored pricing makes it accessible even for very small teams or solo operators.  

For SMBs that need to respond to RFPs, security questionnaires, or due diligence forms on tight deadlines, Breezedocs.ai delivers unmatched speed and simplicity. It’s the go-to RFP software for small businesses that want results without complexity.  

4. RFP360 (now part of Bonfire)  

RFP360, now integrated with Bonfire, offers an all-in-one solution for issuing and responding to RFPs. While its origins were in the procurement space, its response features have grown stronger and now serve SMBs that respond to frequent proposals.  

Benefits for Small Businesses:  

• User-Friendly Interface: Clean design and logical workflows make it easy for new users to learn quickly.  

• End-to-End Functionality: Manage the entire proposal process from intake to submission in one platform.  

• Shared Insights: Gain visibility into which types of proposals you’re winning and where your process needs improvement.  

This RFP software is especially valuable for SMBs involved in public sector or government bids, where full-cycle management and audit trails are crucial.  

5. Ombud  

Ombud positions itself as more than just an RFP software tool—it’s a complete content collaboration and knowledge management platform. Though it’s often adopted by larger mid-market companies, its modular setup makes it accessible for forward-looking SMBs.  

Why Ombud Makes the List:  

• Real-Time Collaboration: Users can work together on proposals live, just like a shared doc.  

• Smart Content Reuse: Stores and surfaces relevant past answers to reduce response time.  

• Insightful Analytics: Shows who’s contributing what, and how content is performing.  

Ombud is ideal for SMBs that frequently deal with technical, compliance-heavy, or cross-departmental RFPs and want to build a long-term knowledge base around content.  

6. Qvidian (by Upland Software)  

Qvidian is a veteran in the RFP software space and has a long-standing reputation for reliability. While it’s typically seen in larger organizations, its capabilities are well-suited for SMBs in industries like finance, healthcare, or IT where documentation standards are high.  

Qvidian Features That Help SMBs:  

• Template-Driven Approach: Standardizes responses to reduce errors and ensure consistency.  

• Advanced Search & Tagging: Makes it easy to find the right answer, fast.  

• Workflow & Approval Management: Keeps responses on track and compliant with internal policies.  

If your small business handles complex RFPs and can’t afford to make mistakes, Qvidian offers the structure and oversight to ensure nothing falls through the cracks.  

7. RocketDocs  

RocketDocs rounds out the list as an agile RFP software platform designed for fast-moving teams. It combines a sleek UI with strong content management capabilities, making it a smart choice for distributed SMBs.  

RocketDocs Advantages:  

• Smart Content Hub: Easily manage and update answers across your organization.  

• Quick Implementation: Onboarding is simple, so your team can get started right away.  

• Scalable Workflows: Start small and expand features as your needs grow.  

RocketDocs is particularly useful for sales teams who are constantly juggling multiple proposals and need a system that doesn’t get in the way of closing deals.  

Choosing the Best RFP Software for Your SMB  

When choosing the right RFP software for your small business, it’s important to consider your team size, the volume and complexity of RFPs you handle, and how much internal coordination is needed.  

Here’s a quick comparison:  

Platform  

Best For  

Key Strength  

Loopio  

Growing SMBs  

Strong content library + collaboration  

Responsive  

Tech-savvy teams needing AI integration  

Automation + CRM connections  

Breezedocs.ai  

Time-strapped SMBs & solo operators  

Fastest setup + generative AI  

RFP360  

Gov/public sector RFPs  

Full-cycle management + usability  

Ombud  

Knowledge-centric teams  

Live collaboration + analytics  

Qvidian  

Regulated industries  

Templates + compliance workflows  

RocketDocs  

Agile, distributed teams  

Clean UX + content management  

Final Thoughts  

The days of cobbling together RFP responses from old Word docs and endless email threads are over. Whether you're a startup responding to your first RFP or a growing SMB tired of wasting hours on manual responses, there’s an RFP software solution designed to make your life easier.  

Each of the platforms listed above delivers powerful tools to help you work smarter—not harder—when it comes to proposals. From AI-driven RFP software like Breezedocs.ai to enterprise-grade platforms like Responsive and Loopio, today’s tools are more accessible, affordable, and effective than ever before.  

By investing in the right RFP software, SMBs can unlock faster response times, improved proposal quality, and ultimately, more wins.  

Need help choosing the right RFP software for your team?  
Drop a comment below or contact us for a free consultation—we’re here to help you win more work with less effort.  

This post is based on independent analysis of leading RFP software platforms using publicly available data, product documentation, user reviews from sites like G2 and Capterra, and each platform’s relevance to the needs of small and medium-sized businesses. Selection criteria included ease of use, affordability, automation features, collaboration tools, and overall suitability for SMBs responding to RFPs, security questionnaires, and related business documentation.

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