RFP management softwareOne sourcing event, from request to contract.

Aavenir RFPflow runs RFIs, RFPs and RFQs on one record. Suppliers respond in a portal, AVY scores and summarizes every bid, and the award becomes a contract. On ServiceNow, events start from the SPO sourcing request.

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100%Digitized and automated RFxA global premium petfood manufacturer, RFPflow on ServiceNowCase study → 80%Increased efficiencyThe same manufacturer, after moving RFQs out of emailCase study → 25%Faster sourcing cycleA leading mining company, source to contractCase study → 5xFaster contract cycleThe same mining company, award to signed contractCase study →
Quick answer

What is RFP management software?

RFP management software runs requests for information (RFI), proposals (RFP) and quotations (RFQ) in one system. It covers event setup, supplier invitations, responses, scoring, pricing rounds and the award record, so a sourcing event no longer lives in email threads and spreadsheets.

In Aavenir RFPflow, AI also scores and summarizes every bid against your evaluation criteria, and the award starts the contract and supplier onboarding.

Where sourcing time goes

Sourcing cycles that used to take months. Now they take weeks.

RFP work is where procurement teams lose the most time: building questionnaires by hand, chasing supplier responses across email, scoring in spreadsheets and debating awards. These are the four places it leaks.

01

Long RFx-to-award cycles

Disconnected tools and email add a delay at every stage.

  • Pre-built templates and milestones
  • Automated supplier reminders
  • AI bid evaluation cuts scoring from days to hours
  • Clone past events for repeat or low-stakes buys
02

Administrative overload

Manual questionnaires, response tracking and pricing consolidation eat procurement capacity.

  • One supplier portal for portal, email, Word and Excel responses
  • All supplier communication in one place
  • One dashboard for every event's status
03

Disconnected processes

Off-platform sourcing tools need manual handoffs to contracting and onboarding.

  • Native on ServiceNow, opened from SPO
  • Awarded suppliers move straight to contracting and onboarding
  • One data model across sourcing, contracts and AP
04

Value leakage and missed savings

Without structured comparison, teams accept the first acceptable price.

  • Split-award scenario modeling
  • Multi-round negotiations with line-item savings
  • Benchmarks against historical pricing

With RFPflow, customers report

40%Faster sourcing cyclesAutomated proposals and response management
68%Higher RFP complianceStandardized processes and visibility
15%Average cost savingsBid evaluation and award strategy
50%Shorter cycle timeServiceNow SPO instead of fragmented tools
One sourcing event, start to finish

How RFP management software runs a sourcing event.

Six steps, from the ServiceNow SPO request to the contract.

  1. 1ServiceNow SPO

    Start from the sourcing request you already have.

    • Requirements and line items carry over from the ServiceNow SPO request
    • Pick RFI, RFP or RFQ, or clone a past event
  2. 2RFx setup

    Build the event from approved templates.

    • Templates and a question library, configured by category without IT
    • Criteria, weights and milestones fixed before publishing
    • Evaluators, reviewers and approvers get roles
    • Suppliers sign an NDA before confidential files open
    • TPRM or VRM risk ratings beside each invited supplier
  3. 3Supplier portal

    Suppliers respond the way they already work.

    • Portal, email, Word or Excel, in multiple currencies
    • Supplier questions stay private, shared answers go out as broadcast FAQs
    • Milestone changes reach every supplier at once
  4. 4AI scoring and summaries

    AVY scores every bid. Evaluators have the final say.

    • SMEs score only the sections assigned to them
    • AVY auto-scores each bid, recommends suppliers and writes a summary of strengths, gaps and risks
    • Evaluators accept or change any score, with the reason on record
    • Offline scores bulk-upload from Excel
  5. 5Pricing rounds

    Negotiate in rounds, with savings on every line.

    • Multiple rounds in Excel-style pricing tables
    • Historical benchmarks and savings tracked against the item master
    • Compare best value, lowest cost, top two and split award scenarios
  6. 6Split award and contract

    The award starts the contract and onboarding.

    • Award by line item, or share one line between suppliers
    • Contractflow drafts a contract for each winner
    • Winners move into Onboardingflow, and the SPO request updates on award
    • 20+ preconfigured reports on events, spend and savings
Built on ServiceNow

ServiceNow RFP software, from request to onboarding.

RFPflow launches RFI, RFP and RFQ events from the ServiceNow SPO workspace, with a shared data model. The award updates the SPO request and starts the contract and supplier onboarding.

  1. ServiceNow SPOSourcing requestRequirements and line items
  2. RFPflow This pageRFx eventTemplates, criteria, milestones
  3. RFPflowSupplier portalResponses in any format
  4. RFPflowAI evaluationAVY scores and summaries
  5. ContractflowContractDrafted for each winner
  6. OnboardingflowOnboardingWinners onboarded

On ServiceNow

Every event, response, evaluation and award runs inside the governance, access control and audit trail of your ServiceNow instance, which is SOC 2 Type II and ISO 27001 certified. The SPO request updates on award.

ServiceNow contract management

Not on ServiceNow

Aavenir apps are available standalone or pre-integrated for companies that do not run ServiceNow.

See integrations

After the award

Invoiceflow checks invoices against the contract rate that came from the award.

AP automation
Why Aavenir

Why teams choose RFPflow.

Start from your priority. Each one maps to a specific Aavenir capability.

If your priority is: staying in ServiceNowPre-integrated with SPO

Events launch from the SPO sourcing request, and the award updates the request and its line items.

If your priority is: faster evaluationAI scoring, human control

AVY auto-scores bids, recommends suppliers and writes summaries. Evaluators accept or change every score.

If your priority is: no handoffs after awardAward to contract and onboarding

One-click contract creation in Contractflow, and winners handed to supplier onboarding.

If your priority is: savingsSavings on every line

Multi-round negotiations, line-item savings, historical price benchmarks and split-award scenarios.

Aavenir is the right fit when you:

  • Run ServiceNow SPO, or plan to
  • Still run RFx on email and spreadsheets
  • Need awards to flow into contracts and onboarding
  • Want AI scoring that evaluators can override

We always had to manually create, edit, deliver, organize, and evaluate our RFx process. Aavenir has saved us countless hours of administrative work. The tool has also allowed us to focus on other tasks instead of organizing responses and dealing with email chains. Everything is organized in one place now, and we can respond to suppliers twice as fast.

Procurement ManagerA global premium petfood manufacturer · RFPflow on ServiceNow
100%Digitized RFx
80%Efficiency gain
Watch and read

See how an RFP is built, then read the results.

Creating an RFP using procurement softwareGuide
How-to guideHow to create an RFP in ServiceNow with RFPflowA step-by-step walkthrough of building an RFI, RFP or RFQ: templates, questions, criteria, invitations and award.Read the guide
Dry pet food samples in quality controlGlobal premium petfood manufacturer100%digitized and automated RFx
Manufacturing · RFPflowA global petfood manufacturer digitized sourcing on ServiceNow
100%Digitized RFx
80%Increased efficiency
Open cast mine with a haul truckLeading mining company25%faster sourcing cycle
Mining · Source to contractLeading mining company lifts compliance standards by 80%
25%Faster sourcing
80%Better compliance
5xFaster contracts
GuideCreate an RFP in ServiceNowRead Guide · 13 minContract management software pricingRead Research · 16 minContract management statisticsRead GlossaryProcurement and contract terms, definedBrowse
Straight answers

RFP management, answered.

What sourcing leads and procurement teams ask first.

What is RFP software?

RFP software runs RFIs, RFPs and RFQs in one system: event setup, supplier invitations, responses, scoring, pricing rounds and the award record. Aavenir RFPflow adds AI scoring and starts the contract from the award.

What makes RFPflow different from standalone sourcing tools?

RFPflow is pre-integrated with ServiceNow SPO on a single data model. Events start from the SPO sourcing request, and when an event is awarded the request and its line items update and the contract is created in one click, with no data re-entry or integration maintenance.

Can you run an RFP in ServiceNow?

Yes. RFPflow is built on the ServiceNow platform and opens events from SPO sourcing requests, with requirements prefilled. The award updates the SPO request.

How does RFPflow use AI?

AVY auto-scores responses against your weighted criteria, recommends suppliers and writes a summary of each bid. SMEs accept or change any score, and the award stays a human decision recorded in audit history.

Can suppliers respond in Excel?

Yes. Suppliers can respond through the portal, by email, or by uploading Word and Excel templates, with pricing in multiple currencies. Private supplier questions and broadcast FAQs are both supported.

What is a split award?

A split award gives different line items, or shares of one line, to more than one supplier. RFPflow compares award scenarios such as best value, lowest cost and top two, and drafts a contract for each winner.

Next step

Bring a recent RFP to the demo.

A 30-minute walkthrough of RFPflow, from the SPO request to the award and the contract.

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4.6 ★★★★★Gartner Peer Insights

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