Best RFP Response Software for PR Agencies in 2026

PR agencies have a love-hate relationship with RFPs. Love the potential revenue. Hate the process.

The average PR agency RFP response involves multiple senior team members, dozens of hours, and a level of cross-functional coordination that would impress a military logistics officer. And at the end of it, you find out whether you won or lost in a form email three months later.

RFP response software promises to make this less painful. But most tools on the market were built for IT companies, government contractors, or enterprise sales teams. PR agencies have specific needs that generic RFP tools don't address well.

Let's look at what's available in 2026 and which tools actually work for PR agencies.

What PR Agencies Need From RFP Software

Before comparing tools, let's define the requirements. PR agencies aren't like enterprise software companies responding to RFPs. The differences matter:

1. Creative pitch, not just compliance. IT RFPs often have rigid requirements where the "right answer" is just proving you meet specs. PR RFPs require strategic thinking, creative ideas, and a sense of the agency's personality. The software needs to support creativity, not just checkbox completion.

2. Case study-heavy. PR proposals live and die on case studies. The ability to store, search, and adapt past case studies to new contexts is crucial.

3. Team-centric. Clients buy the team as much as the strategy. Proposals need compelling team bios, org charts, and staffing plans.

4. Fast turnaround. PR RFP timelines are typically 1-3 weeks, much shorter than government or enterprise RFPs. Speed matters more than features.

5. Brand voice consistency. Every agency has a voice. The software should help maintain it, not flatten everything into corporate-speak.

The Generic Players

Loopio

Loopio is one of the most established RFP response platforms, primarily used by technology companies and enterprise sales teams.

For PR agencies: Loopio is powerful but overkill for most PR shops. It's designed for RFPs with 200+ technical questions, not the narrative-driven proposals PR agencies write.

Pricing: Enterprise pricing -- typically $25,000+/year.

Verdict: Too enterprise, too expensive, wrong format for PR proposals.

Responsive (formerly RFPIO)

Another major player, used by companies like Microsoft, Google, and Salesforce.

For PR agencies: Same issues as Loopio. Built for structured Q&A-style RFPs, not narrative proposals.

Verdict: Great for enterprise sales teams, wrong tool for PR agencies.

The "Close Enough" Options

Proposify / Qwilr / Better Proposals

These aren't RFP-specific tools -- they're proposal builders with nice templates and e-signature capabilities.

For PR agencies: Better than the enterprise RFP tools for creative agencies because they focus on presentation and design. But they don't help with the content generation part. You still need to write everything from scratch.

Pricing: $30-65/month per user. Affordable.

Verdict: Good for design and delivery, but don't solve the time problem.

The Purpose-Built Solution: WizardRFP

WizardRFP is the first RFP response tool built specifically for PR agencies.

What it does: - Analyzes incoming RFPs and creates structured response outlines - Generates first drafts of proposal sections using your agency's past work - Stores and intelligently retrieves relevant case studies - Adapts your agency's voice and style based on your previous proposals - Handles the narrative-style proposals PR agencies actually write - Dramatically reduces time from RFP receipt to submission-ready draft

The key advantage: WizardRFP saves time on the parts of proposal writing that are repetitive so your team can focus on the parts that win -- strategy, creative ideas, client-specific insights.

Comparison Summary

Making the Decision

If you just need better-looking proposals: Proposify or Qwilr.

If you need to actually cut proposal creation time: WizardRFP. It's the only tool that combines AI content generation with PR-specific understanding.

For the vast majority of PR agencies -- from boutiques to mid-size shops -- WizardRFP hits the sweet spot of purpose-built functionality, AI-powered time savings, and reasonable pricing.

See how WizardRFP works at wizardrfp.com -- your proposal process is about to get a lot less painful.