What's the best RFP software for a team of 5 or fewer?

For very small teams, we recommend Bidara because it includes unlimited users in every plan. With per-user pricing tools like Proposify ($49/user) or PandaDoc ($35/user), a 5-person team would pay $175-245/month just for seats. Bidara's team plan at $249/month includes unlimited users, making it more cost-effective as your team grows.

Should small teams use free RFP software?

Free tools can work for occasional proposals, but they often lack the AI and automation features that save significant time. The ROI on paid RFP software typically comes from winning more proposals and spending less time on each one. Many small teams find that even affordable paid options like Bidara pay for themselves within 1-2 won proposals.

What features matter most for small teams?

Small teams should prioritize: (1) Ease of use—you don't have time for complex training, (2) AI assistance—to do more with fewer people, (3) Pricing structure—avoid per-user pricing that penalizes growth, (4) Quick setup—you need to be productive immediately, and (5) Template quality—pre-built content accelerates response times.

How much should a small team budget for RFP software?

Most small teams spend $100-500/month on RFP software. The key is calculating total cost including all users. A $35/user tool with 10 users costs $350/month, while unlimited-user plans like Bidara provide predictable costs as you scale. Consider the cost per proposal—if software helps you respond 2x faster, each proposal costs half as much in labor.

Can small teams compete with enterprise proposals?

Absolutely. AI-powered tools level the playing field by helping small teams produce professional, comprehensive proposals quickly. Small teams often have advantages: faster decision-making, more personalized attention, and competitive pricing. The right software amplifies these strengths while compensating for limited resources.

What's the difference between proposal software and RFP software?

Proposal software (like Proposify, Qwilr) focuses on creating attractive sales proposals and quotes. RFP software (like Bidara, Loopio) is designed specifically for responding to formal Requests for Proposals with complex requirements, compliance matrices, and structured responses. Small teams responding to government or enterprise RFPs need RFP-specific tools.

Small Team Guide

Best RFP Software for
Small Teams in 2026

Enterprise-grade proposal tools at small business prices. Find the best RFP software that won't break your budget or overwhelm your team.

By Alex Georges • Last updated December 2025

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Why Small Teams Need Different RFP Software

Enterprise RFP tools are built for large teams with dedicated proposal staff. Small teams need software that works differently.

Budget-Friendly Pricing

Per-user pricing kills small teams. Look for flat-rate or unlimited-user plans that don't penalize growth.

Quick Time-to-Value

You don't have weeks for implementation. The best tools for small teams offer same-day setup and immediate productivity.

AI That Multiplies Effort

With fewer people, you need AI that does more of the heavy lifting—not just suggestions, but actual content generation.

Scales With You

Your software should grow with your business without requiring migration or exponentially increasing costs.

Top 5 RFP Software for Small Teams

Ranked by value for small teams, considering pricing, ease of use, and features.

Best for Small Teams

Bidara

4.9

AI-powered RFP software built for small teams. Transparent pricing, unlimited users, and quick setup.

Best for: Small teams wanting enterprise AI without enterprise pricing

From $499/month

Per organization (unlimited users)

Free trial available

Pros

Unlimited users on all plans
Transparent public pricing
Monthly billing option
Setup in 30 minutes
AI learns from your content

Cons

E-signatures coming soon
CRM integrations in development
Newer platform

Proposify

4.5

User-friendly proposal software with beautiful templates and e-signatures.

Best for: Teams focused on sales proposals and quotes

From $49/user/month

Per user

14-day free trial

Pros

Beautiful proposal templates
Built-in e-signatures
Easy to use interface
Good for sales teams

Cons

Per-user pricing adds up
Limited AI capabilities
Not RFP-specific

PandaDoc

4.4

Document automation platform with proposals, contracts, and e-signatures.

Best for: Teams needing all-in-one document workflow

From $35/user/month

Per user

Free plan available (limited)

Pros

Free tier available
Strong e-signature feature
CRM integrations
Document analytics

Cons

Limited RFP features
Per-user pricing
AI features cost extra

Qwilr

4.3

Modern proposal software with interactive web-based proposals.

Best for: Teams wanting visually stunning proposals

From $35/user/month

Per user

14-day free trial

Pros

Beautiful interactive proposals
Modern web-based format
Good analytics
Easy to customize

Cons

Not suited for complex RFPs
Per-user pricing
Limited AI features

Better Proposals

4.2

Simple proposal software with conversion-focused templates.

Best for: Freelancers and very small teams

From $19/month

Per user (Starter plan)

14-day free trial

Pros

Affordable starting price
Good templates
Simple to use
Payment integrations

Cons

Very limited for RFPs
Features limited on lower tiers
Not enterprise-ready

Real Cost Comparison: 5-Person Team

Per-user pricing adds up fast. Here's what a 5-person team would actually pay.

Software	Pricing Model	5-User Cost/Month	Annual Cost
Bidara	Unlimited users	$999	$11988
Proposify	$49/user	$245	$2,940
PandaDoc	$35/user	$175	$2,100
Qwilr	$35/user	$175	$2,100
Loopio	Contact sales	~$500+	~$6,000+

Bottom line: With Bidara's unlimited users, a 5-person team saves $1,100-3,000+ per year compared to per-user pricing models—and the savings increase as your team grows.

See Bidara in Action

Watch how small teams use Bidara to compete with the big players.

Small Team Buyer's Checklist

Use this checklist when evaluating RFP software for your small team.

Must-Have Features

AI-powered response generation (not just search)
Transparent, predictable pricing
Free trial to test before buying
Quick setup (same-day productivity)
Document import (PDF, DOCX, Excel)

Nice-to-Have Features

Monthly billing option
Unlimited users (no per-seat costs)
Built-in e-signatures
CRM integrations
Analytics and win tracking

Red Flags to Avoid

No public pricing (usually means expensive)
Required annual contracts
Weeks-long implementation process
Per-user pricing that scales poorly
Minimum user requirements

Questions to Ask Vendors

?What's the total cost for my team size?
?How quickly can we start using it?
?What AI features are included vs. extra?
?Can I cancel monthly or is it annual?
?What happens when my team grows?

Frequently Asked Questions

Common questions from small teams evaluating RFP software.

Ready to Level the Playing Field?

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Best RFP Software forSmall Teams in 2026

Why Small Teams Need Different RFP Software

Budget-Friendly Pricing

Quick Time-to-Value

AI That Multiplies Effort

Scales With You

Top 5 RFP Software for Small Teams

Bidara

Pros

Cons

Proposify

Pros

Cons

PandaDoc

Pros

Cons

Qwilr

Pros

Cons

Better Proposals

Pros

Cons

Real Cost Comparison: 5-Person Team

See Bidara in Action

Small Team Buyer's Checklist

Must-Have Features

Nice-to-Have Features

Red Flags to Avoid

Questions to Ask Vendors

Frequently Asked Questions

Ready to Level the Playing Field?

Best RFP Software for
Small Teams in 2026