Why don't most RFP tools publish their pricing?

Enterprise RFP vendors often use custom pricing strategies that vary based on company size, negotiation, and contract length. This allows them to charge larger companies more while potentially offering discounts to close deals. The downside for buyers is lack of transparency and the need to go through lengthy sales processes.

What's the total cost of per-user pricing vs. unlimited users?

Per-user pricing can seem affordable initially but scales quickly. A 10-person team paying $50/user/month spends $6,000/year. With Bidara's unlimited users at $249/month ($2,988/year), that same team saves over $3,000 annually—and the savings increase as you add more users.

Are annual contracts worth it for the discount?

Annual contracts typically offer 10-20% savings, but they lock you in. Consider: (1) Will you still need this tool in 12 months? (2) Can you evaluate properly before committing? (3) Is the vendor stable? Monthly billing gives you flexibility to switch if needs change. Bidara offers both options.

What hidden costs should I watch for in RFP software?

Common hidden costs include: implementation fees ($5,000-25,000 for enterprise tools), training costs, additional charges for AI features, overage fees for proposals or storage, and integration costs. Always ask for the total cost of ownership, not just the subscription price.

How do I calculate ROI on RFP software?

Calculate: (1) Time saved per proposal × hourly rate × proposals per year, (2) Increase in win rate × average deal value, (3) Subtract software cost. If RFP software saves 10 hours per proposal and you do 50 proposals/year at $50/hour, that's $25,000 in time savings alone.

Is expensive RFP software better?

Not necessarily. Expensive enterprise tools often include features most teams don't need, like complex workflow automation or legacy integrations. Many teams find that modern AI-powered tools like Bidara deliver better results at lower cost because AI does the heavy lifting that used to require expensive professional services.

Pricing Guide 2026

RFP Software
Pricing Comparison 2026

The complete guide to RFP software pricing. Compare costs, understand pricing models, and find the best value for your team.

By Alex Georges • Last updated December 2025

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Key Pricing Takeaways for 2026

What you need to know about RFP software pricing before you buy.

$99 - $3,000+/month

RFP software ranges widely. SMB tools start around $100/month, while enterprise solutions can exceed $3,000/month.

Per-User Trap

Per-user pricing ($35-100/user) seems cheap but scales poorly. A 20-person team pays $700-2,000/month just for seats.

Unlimited Users = Savings

Tools with unlimited users (like Bidara) offer predictable costs that don't increase as your team grows.

Hidden Costs

Watch for implementation fees, training costs, and AI feature add-ons that can double your actual spend.

Complete Pricing Comparison

Side-by-side comparison of pricing models, costs, and what's included.

Software	Starting Price	Pricing Model	User Limits
BidaraBest Value AI-Powered	$499/mo	Per organization	Unlimited
Loopio Enterprise	Contact Sales	Per user + platform fee	Per seat
RFPIO (Responsive) Enterprise	Contact Sales	Per user + platform fee	Per seat
Proposify Proposal Software	$49/mo	Per user	Per seat
PandaDoc Document Automation	$35/mo	Per user	Per seat
Qwilr Proposal Software	$35/mo	Per user	Per seat
QorusDocs Enterprise	Contact Sales	Per user + platform	Per seat
RFP360 Enterprise	Contact Sales	Custom pricing	Per seat

Calculate Your True Cost

See how per-user pricing compares to unlimited user plans for your team size.

Team Size: 5 users

12550

Bidara (Team)

$999

per month (unlimited users)

Annual: $11988

Proposify ($49/user)

$245

per month

Annual: $2940

PandaDoc ($35/user)

$175

per month

Annual: $2100

Qwilr ($35/user)

$175

per month

Annual: $2100

With Bidara, you'd save $0/month compared to Proposify, or $0/year. The more users you add, the more you save.

Understanding Pricing Models

Different vendors use different pricing structures. Here's what each means for your budget.

Per-User Pricing

Pay for each person who uses the software. Seems affordable but costs multiply with team growth.

Costs scale with team size

Discourages adding users

Low starting cost for 1-2 users

Examples: Proposify, PandaDoc, Qwilr

Per-Organization (Unlimited Users)

Flat rate regardless of how many people use it. Predictable costs that don't grow with your team.

Predictable, fixed costs

Encourages team adoption

Best value for 5+ users

Examples: Bidara

Custom / Enterprise Pricing

Requires sales conversations for quotes. Often includes platform fees plus per-user costs.

No price transparency

Long sales process

May be negotiable

Examples: Loopio, RFPIO, QorusDocs, RFP360

See What You Get with Bidara

Watch how Bidara delivers enterprise AI at SMB pricing.

Frequently Asked Questions

Common questions about RFP software pricing.

Get Enterprise AI at SMB Pricing

Bidara starts at $499/month with unlimited users on every plan. See our transparent pricing—no sales calls required.

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RFP SoftwarePricing Comparison 2026

Key Pricing Takeaways for 2026

$99 - $3,000+/month

Per-User Trap

Unlimited Users = Savings

Hidden Costs

Complete Pricing Comparison

Calculate Your True Cost

Bidara (Team)

Proposify ($49/user)

PandaDoc ($35/user)

Qwilr ($35/user)

Understanding Pricing Models

Per-User Pricing

Per-Organization (Unlimited Users)

Custom / Enterprise Pricing

See What You Get with Bidara

Frequently Asked Questions

Get Enterprise AI at SMB Pricing

RFP Software
Pricing Comparison 2026