RFP response softwareRate cards priced with your approval
Flow enters day rates and fixed fees into the pricing schedule and shows the total. The lines are saved only after someone approves them.
RFP response software
RFP response softwarefor public tenders.
Flow, the Tendersight agent, reads the tender documents, drafts an answer to each requirement from your documents and fills the authority's forms.
Every answer cites its source
Gaps flagged, not guessed
Final review stays with you
Each answer shows the document and page it came from, so review becomes a check rather than a rewrite.
Where your documents do not cover a requirement, Flow says so and asks. It does not invent prices, dates, references or experience.
RFP, RFT or tender: the same response.
In private sales, a request for proposal (RFP) is a buyer's invitation to propose a solution. In European public procurement the same step is a tender: a contracting authority publishes a notice and tender documents, and suppliers submit an offer before a fixed deadline. Some authorities call the documents a request for tenders (RFT) or an invitation to tender.
What differs is the framework. A public tender follows the EU procurement directives and national law: published selection and award criteria, a qualification stage with the ESPD, questions only through formal clarification, and forms the authority prescribes. A missing mandatory document or requirement can exclude an offer.
RFP response software for public tenders therefore works from the tender documents themselves. Flow reads the full tender file, extracts the requirements and award criteria, drafts an answer to each requirement from your own documents with the page it relied on, and fills the authority's forms as copies.
The judgement stays with your team: what the offer commits to, the price, and the final review before submission. For the wider process, see tender management software and government bidding software.
How Flow answers a request for tenders.
An IT services company responding to a managed services tender from a regional health service. Every draft is checked by the team.
Flow reads the tender documents, scanned annexes included, and lists the mandatory requirements, questionnaire items and evidence requests in one place.
Each draft quotes the document and page it relies on. When nothing in your documents supports an answer, Flow flags the gap instead of writing one.
For a full response, Flow proposes a plan by section and waits for approval. Side agents can draft separate sections in parallel.
Response forms and the pricing schedule are completed in the authority's own files. Submission files are checked for internal-only content before they are saved.
What a tender response is made of.
Six parts that appear in most public tenders, and what Flow does for each.
Mandatory requirements
Each one is extracted from the tender documents and answered, or flagged when your documents do not cover it.
Questionnaires and method statements
Flow drafts answers from your process documents and earlier responses, with the source for each.
Award criteria
Flow extracts the criteria and their weightings, so the team sees what each answer will be scored on.
Pricing schedules
Rate cards and lump sums go into the financial offer lines, with a grand total, after your confirmation.
Forms and declarations
The authority's own Word and Excel forms are filled as copies with your company and legal representative details.
Clarifications
Where the documents conflict or leave room for doubt, Flow drafts the question for your team to send.
The rest of the response, in the same thread.
Pricing, scoring, questions to the authority, reusable answers and the check on what is due.
Award criteria and weightings, extracted
See what the authority scores and how much each criterion counts before the first answer is written.
Team skills for answers you give often
Start from templates such as Draft a requirement response or Review proposal compliance, or turn a finished conversation into a skill your team can reuse.
Conflicting requirements, turned into questions
When the annex and the draft contract disagree, Flow drafts the clarification request. Your team sends it, or approves it and Flow sends it from your connected mailbox.
A weekly look at what is due
A scheduled task summarises the responses due soon and the requirements still without an answer.
Requests from a response team.
Examples of requests from an IT services company answering public requests for tenders.
- Requirements
List every mandatory requirement in annex B and mark the ones our documents do not cover.
- Answers
Draft answers to questions 4.1 to 4.8 from our service management documents and cite the page for each.
- Pricing
Fill the rate card in the pricing schedule with our 2026 day rates and show me the three-year total.
- Compliance
Run the Review proposal compliance skill on the draft response before it goes to sign-off.
- Forms
Fill the declaration of compliance with our company details and flag anything you could not find in our documents.
- Research
Read the statistics for this contracting authority and list its recent IT service tenders.
Bring the questionnaire you are working on.
In a demo we run a live tender and your response documents through Flow, with your team reviewing the drafts.
Questions about RFP response software
What is RFP response software?
Software that helps a team answer a buyer's request for proposals. For public tenders in Europe that means reading the tender documents, answering each requirement and questionnaire item, pricing the offer and completing the authority's forms. In Tendersight, Flow prepares those drafts and your team reviews them.
Is an RFP the same as a public tender?
In European public procurement the request comes as a tender: a notice and tender documents published by a contracting authority. Some authorities call them a request for tenders or an invitation to tender. The response follows procurement rules on selection criteria, award criteria, clarifications and deadlines.
Where do Flow's answers come from?
From the tender documents and the documents your team provides, such as process descriptions, CVs, certificates, service catalogues and earlier responses. Each answer cites the document and page. Flow does not invent tender facts, prices, dates or citations, and it flags requirements your documents do not cover.
Does it work with scanned PDFs and the authority's templates?
Yes. Flow reads scanned PDFs and files uploaded to the chat. It fills the authority's own .docx, .xlsx and .pptx forms in an editor and saves a filled copy, leaving the original unchanged.
Can we reuse content from previous responses?
Yes. Upload earlier responses and supporting documents, and Flow drafts from them with citations. Recurring workflows can be saved as team skills, for example Draft a requirement response or Review proposal compliance.
Who approves and submits the response?
Your team. Flow asks for approval before it changes requirements, offers or documents or sends an email, marks every file as internal working or external submission, and does not submit bids.
Answer your next tender from your own documents.
Start free, upload your process documents and ask Flow to read the tender file.