AIRFP

AIRFP is an AI workspace for teams that qualify and answer requests for proposals. Its workflow spans opportunity detection, Go/No-Go qualification, response strategy, tailored production, and continuous improvement. It breaks tender specifications into requirements, constraints, and showstoppers, then scores opportunities against customizable criteria. AIRFP processes questionnaires and Excel grids in their original formats, or can build a compliance matrix from prospect documents when a grid is absent. A shared editor brings sales, presales, and experts together, with an AI co-pilot that aligns response text with the selected strategy. The knowledge base can use Word, Excel, PDF, and PowerPoint files, including structured and unstructured data in multiple languages. Generated answers show named source extracts and confidence scores for verification. AIRFP offers SaaS or on-premise deployment; the company says data is hosted in AWS Europe in Frankfurt, with a dedicated database per client, AES-256 encryption, and zero AI retention. Its ISO 27001 certification is in progress. Pricing is from €590/mo.

AIRFP combines bid qualification, proposal drafting, and team collaboration around an organization’s existing knowledge. Its fit depends on whether its tender workflow and deployment options meet the team’s needs at the listed starting price.

AIRFP suits bid and proposal teams, including organizations without a dedicated bid function. Its stated audience also includes presales, sales, revenue and finance leaders, operations, and security teams.

AIRFP is an AI workspace for teams that find, qualify and answer tenders using their own documents and expertise. It is aimed at bid, presales and sales groups, including organizations without a dedicated bid department. The connected workflow is its main differentiator, while the monthly entry price and deployment requirements make it a deliberate purchase rather than a casual drafting aid.

Overview

AIRFP brings opportunity discovery, Go/No-Go analysis, response planning, proposal production and continuous improvement into one process. Its opportunity radar identifies RFPs that match a team’s expertise, and the pipeline dashboard gives current visibility into deals. That combination is useful when several tenders compete for the same specialists, because teams can screen opportunities before spending time on a full response.

Qualification is more structured than a simple yes-or-no field. The platform separates specifications into requirements, constraints and showstoppers, then scores each opportunity against criteria the organization can customize. The score creates a consistent starting point for discussion, but managers still need to apply their own judgment about strategic fit, resources and deadlines.

Key features

Questionnaires and proposal production

AIRFP handles questionnaires and Excel grids in their original formats. When a prospect sends documents without a grid, it can build a compliance matrix from those materials. That matters to teams dealing with inconsistent tender packages: they can preserve the client’s working format instead of manually reconstructing every question.

Once an opportunity is selected, the shared editor lets sales, presales and subject-matter experts work on the same response. An AI co-pilot keeps drafted text aligned with the chosen response strategy, helping a distributed team avoid sections that contradict the agreed approach. The collaboration model is less compelling for a solo writer who rarely needs review or coordinated ownership.

Knowledge and verification

The reusable content library accepts Word, Excel, PDF and PowerPoint files, including both structured and unstructured information in multiple languages. That gives teams a practical way to reuse institutional knowledge across bids, provided their source material is current and well organized.

Generated answers include named source extracts and confidence scores. Those cues make it easier for a reviewer to check whether a passage is grounded in an approved document before it reaches a client. They do not remove the need for expert sign-off, particularly where requirements or commitments are commercially sensitive.

Security and deployment

AIRFP says customer data is hosted on AWS in Frankfurt, with a dedicated database for each client, AES-256 encryption and a zero AI-retention policy. Its own ISO 27001 certification is in progress. SaaS and on-premise deployment are both offered; on-premise runs on the customer’s infrastructure, which can suit stricter internal-control policies but generally demands more implementation ownership.

Pricing

AIRFP is paid software with a starting price of €590 per month. The homepage associates that entry point with two RFPs included. The pricing page currently presents a maintenance notice, and no separate plan structure, seat allowance, renewal term or additional-RFP rate is published. Teams should therefore confirm how usage, users and expansion are charged before committing.

At this level, AIRFP is most appropriate for organizations running enough tenders to benefit from qualification discipline, reusable content and coordinated review. Smaller teams with occasional bids may find the fixed monthly commitment difficult to justify, especially if they need only drafting rather than a full pipeline and decision workflow.

Platforms

AIRFP runs on the web and can be deployed as SaaS or on-premise. Web access supports cross-functional collaboration, while customer-hosted deployment gives organizations that requirement an alternative to vendor-hosted infrastructure.

Who it's for

The product is built for bid managers, presales and sales teams, with revenue, finance, operations and security stakeholders also identified as users. It can fit companies with a formal bid function as well as those where tender work is shared across departments. A founder-led support model, including a 30-minute demonstration using an open RFP, may be valuable when a buyer wants to discuss a live process rather than evaluate a generic script.

Pros and cons

• Pro: Qualification, strategy and drafting are connected, so teams can decide whether to pursue an opportunity before investing in a response.
• Pro: Original-format questionnaire handling and automatic compliance-matrix creation reduce reformatting work across varied prospect documents.
• Pro: Source extracts and confidence scores give reviewers a clear route to verify AI-generated answers.
• Pro: Dedicated client databases, European AWS hosting, encryption and zero AI retention address important data-governance concerns.
• Con: The €590-per-month starting point, with two RFPs included, is a meaningful commitment for low-volume bidders.
• Con: Published pricing does not clarify seats, overage treatment or renewal terms, making budget planning harder.
• Con: ISO 27001 certification is still in progress, which may matter to procurement teams requiring an active certification.

Alternatives

Compare RFP Response Software when your priority is a broader category view of response tools, or Bid Management Software when managing the wider bid process is the central requirement.

1up is the better starting point for buyers seeking a freemium extension and web product with a free tier capped at 50 knowledge uploads and 50 answers per month. Presel suits teams wanting a seven-day Pro trial with no card requirement before returning to its free toolkit. Ombud is an option when custom pricing and a demo-led purchase are acceptable.

Tenderbolt fits organizations wanting API and web access with pricing tailored to team size and RFP volume. Tribble is worth considering for RFP, DDQ and security-questionnaire workflows with source-cited drafts, SME routing and audit trails. Winify AI offers a free starter trial for buyers who want to begin with a limited bid packet. Arphie provides API and web access with pricing supplied by its sales team. Expedience Software is an alternative where Windows support and pricing based on users, features and add-ons are priorities.

Verdict

Choose AIRFP if your organization needs one workspace to filter tenders, coordinate experts and produce evidence-backed responses from an established document base. Its strongest case is the continuity from opportunity qualification to compliant, collaborative drafting. Look elsewhere if you run few RFPs, need transparent seat and usage pricing, or require an already completed ISO 27001 certification.