RFPflow · RFP management software

One sourcing event, from request to contract.

RFPflow runs RFIs, RFPs and RFQs on one record. Suppliers respond in a portal, Aavenir AI scores and summarizes every bid, and the award drafts the contract. On ServiceNow, events start from the Sourcing and Procurement Operations sourcing request.

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Our customers

Procurement, legal, IT, finance, and sales teams run their contracts on Aavenir.

Definition

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 in Contractflow and supplier onboarding in Onboardingflow.

Starts from the ServiceNow Sourcing and Procurement Operations request, with requirements and line items prefilled
Suppliers respond by portal, email, Word or Excel, in multiple currencies
Aavenir AI scores bids and recommends suppliers, and evaluators accept or change every score
Multi round pricing with savings tracked against the item master
Split awards by line item, with a contract drafted for each winner

Where sourcing time goes

Sourcing cycles that took months can take weeks.

RFP work is where procurement teams lose the most time. These are the four places it leaks.

Long RFx to award cycles

Disconnected tools and email add a delay at every stage. Templates and milestones. Automatic supplier reminders. Clone past events.

Administrative overload

Questionnaires, response tracking and pricing consolidation eat capacity. One supplier portal. All supplier messages in one place. One dashboard for every event.

Disconnected handoffs

Off platform sourcing tools need manual handoffs to contracting and onboarding. Opens from ServiceNow Sourcing and Procurement Operations. Awards move to contracting. One data model to AP.

Missed savings

Without structured comparison, teams accept the first acceptable price. Split award scenarios. Multi round negotiation. Historical price benchmarks.

How it works

How RFPflow runs a sourcing event, screen by screen.

Requirements and line items carry over from the ServiceNow Sourcing and Procurement Operations sourcing request Not on ServiceNow? The request starts in Aavenir instead Choose RFI, RFP or RFQ as the event type.
Category templates and a reusable question library Criteria, weights and milestones fixed before publishing Suppliers sign the NDA before confidential files open Risk ratings from your third party or vendor risk management tool beside each supplier.
Portal, email, Word or Excel, in multiple currencies Private questions to the buyer, shared answers as broadcast FAQs Milestone changes reach every supplier at once.
Experts score only the sections assigned to them Aavenir AI scores each bid, recommends suppliers and writes the summary Bids sit beside past contract performance and obligation history.
Award by line item, or share one line between suppliers Contractflow drafts a contract for each winner Winners move to Onboardingflow, and the Sourcing and Procurement Operations request updates.

Watch

See it in the product.

0:45Product video AI scores supplier responses and explains every rating

1:31Product tour Introducing RFPflow, strategic sourcing and supplier evaluation

Customer results

What customers report after moving sourcing to RFPflow.

100% digitized and automated RFx at a global premium petfood manufacturerCase study

80% increase in efficiency at the same manufacturerCase study

25% faster sourcing cycle at a leading mining companyCase study

5x faster contract cycle at the same mining companyCase study

“

Aavenir has saved us countless hours of administrative work. Everything is organized in one place now, and we can respond to suppliers twice as fast.

Procurement Manager A global premium petfood manufacturer, RFPflow on ServiceNow

Built on ServiceNow

RFP management inside Sourcing and Procurement Operations.

RFPflow runs as a scoped app on the ServiceNow platform and opens from the Sourcing and Procurement Operations workspace, with your users, roles, workflow and audit history. Teams that do not run ServiceNow get the same event, scoring and award, starting in Aavenir.

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Integrations

Connected to the systems you already run.

See every integration

Customer stories

Results our customers published.

Mining company

RFPflow, Onboardingflow, Contractflow on ServiceNow

Aavenir and the alternatives

How Aavenir compares with the other ways teams do this.

What matters	Aavenir RFPflow	Sourcing suites	Email and spreadsheets
Where RFx events run	On ServiceNow or standalone, from templates and a question library	Their own platform	Attachments in email threads
Scoring	AI bid scoring and evaluation summaries, and a person decides	Weighted scoring, AI support varies	Manual scoring sheets
From award to contract	The award becomes a Contractflow draft with the scoring attached	Often a handoff to a separate contract lifecycle management platform	Terms retyped into a contract
Supplier onboarding and risk	Onboardingflow on the same record, with data from third party or vendor risk management tools	Often a separate module or product	Questionnaires by email
Where others can be stronger	Focused on source to contract on one record	Broad suites also cover catalogs and more spend categories	No setup at all

Comparisons describe categories of tools, not named products. For named comparisons, see Aavenir compared.

Talk to a contract expert

Bring a few sample agreements. We will show you Aavenir AI reading them, on ServiceNow or standalone.

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Where sourcing goes next

Contractflow The award becomes a drafted contractLearn more

Onboardingflow Winners onboard with risk data attachedLearn more

Source to contract The use case, end to endLearn more

Frequently asked questions (FAQ)

Common questions

What is RFP software?

RFP software runs requests for information, proposals and quotes in one system. It builds the event, invites suppliers, collects responses, scores them, manages pricing rounds and records the award. RFPflow adds AI scoring and turns the award into a contract. See source to contract.

Does RFPflow require ServiceNow?

No. On ServiceNow, RFPflow opens from the Sourcing and Procurement Operations request and uses your roles and workflow. Without ServiceNow, requests start in Aavenir and the supplier portal, AI scoring and award work the same way. Compare deployment options.

How does AI scoring work in RFPflow?

Aavenir AI reads each response against the weighted criteria you set before publishing, drafts a score and a summary for every section, and recommends suppliers. Evaluators accept or change every score, and the audit history keeps both. Meet Avy.

Can RFPflow split an award between suppliers?

Yes. You can award by line item or share one line between suppliers, compare best value, lowest cost and top two scenarios, and Contractflow drafts a contract for each winner. See Contractflow.

Have a question we have not answered? Ask the Expert

Schedule a demo

See your contracts run on one record.

1 A 30 minute walkthrough Built around your team, whether that is procurement, legal, IT or finance.
2 Your contracts, not ours Bring a few sample agreements and watch Aavenir AI extract and review them.
3 ServiceNow or standalone We show the deployment that fits the systems you already run.

Prefer to talk first? Contact the team.