Use our free RFP spreadsheet to organise supplier responses, compare proposals side by side, and keep your evaluation process clear.
An RFP can involve a lot of moving parts. You may need to track supplier names, response status, pricing, scores, risks, notes, deadlines, and approval decisions. If that information is spread across emails, documents, and separate files, it becomes harder to compare suppliers properly.
A simple RFP spreadsheet gives you one place to manage the key details.
Download your free RFP spreadsheet now.
An RFP spreadsheet is a structured spreadsheet used to track and compare supplier responses during a request for proposal process.
It helps you organise the information you receive from suppliers so your team can review proposals in a consistent way. Instead of switching between multiple proposal documents, you can use the spreadsheet to record the most important details in one place.
An RFP spreadsheet can help you track things like supplier names, proposal status, pricing, evaluation scores, delivery approach, contract terms, risks, questions, notes, and final decision.
RFP stands for request for proposal.
A request for proposal is a document used by a buyer to ask suppliers to submit a detailed proposal for a product, service, project, or contract. It is normally used when the buyer wants suppliers to explain their approach, not just provide a price.
An RFP helps the buyer compare suppliers based on cost, quality, experience, service, delivery method, risk, and overall fit.
For a general definition, Investopedia describes a request for proposal as a project announcement posted by an organisation to invite bids from contractors or suppliers. Read their request for proposal definition for more context.
An RFP spreadsheet makes proposal comparison easier.
When suppliers send proposals in different formats, it can be difficult to compare them fairly. One supplier may give detailed pricing, another may focus on service levels, and another may include assumptions that are easy to miss.
A spreadsheet helps you pull the important information into a consistent structure.
It helps you:
This is especially useful when multiple stakeholders are involved in the evaluation process.
Our free RFP spreadsheet is designed to help you manage supplier proposal information without building your own comparison file from scratch.
You can use it for:
Download the spreadsheet, add your suppliers, record their responses, and use it to compare proposals in a clearer way.
Download the free RFP spreadsheet now.
The best RFP spreadsheets are simple enough to use but detailed enough to support a fair comparison.
You do not need hundreds of columns. You need the fields that help your team understand supplier differences quickly.
Start with the basics.
Your spreadsheet should include supplier name, contact person, email address, phone number, and proposal reference. This keeps supplier information easy to find during the evaluation process.
A response status column helps you track where each supplier is in the process.
Useful statuses include invited, awaiting response, submitted, clarification needed, shortlisted, rejected, and awarded.
This gives your team a quick view of progress.
The spreadsheet should include a clear pricing section.
This may include one off costs, recurring costs, implementation costs, support fees, optional costs, discounts, assumptions, and total estimated cost.
A pricing summary makes it easier to compare suppliers commercially.
If you are scoring supplier responses, your spreadsheet should include scoring columns.
Common scoring areas include price, solution quality, experience, implementation approach, support model, compliance, risk, and overall fit.
This helps make the evaluation more structured and less subjective.
Suppliers often include assumptions, exclusions, dependencies, or risks in their proposals.
A good RFP spreadsheet gives you somewhere to record these points so they are not missed during review.
During an RFP process, suppliers may need to answer follow up questions.
Your spreadsheet can include a section for clarification questions, supplier responses, owner, deadline, and status.
This helps keep the evaluation organised.
Decision notes help explain why a supplier was selected or rejected.
This is useful for internal approvals, stakeholder review, and future procurement records.
You should use an RFP spreadsheet when you need to compare multiple supplier proposals in a structured way.
An RFP spreadsheet is useful when:
For a very small purchase, a spreadsheet may not be necessary. But for a formal RFP with multiple suppliers, it can save time and reduce confusion.
An RFP spreadsheet and an RFP template are not the same thing.
An RFP template helps you create the document you send to suppliers. It gives you the structure for explaining your requirements, scope, instructions, timelines, and evaluation criteria.
An RFP spreadsheet helps you manage what comes back. It is used after suppliers respond so you can compare proposals, track scores, review pricing, and support the award decision.
Many teams use both. The template helps create the request. The spreadsheet helps manage the evaluation.
A spreadsheet can make evaluation easier, but only if it is set up properly.
Too many columns can make the file hard to use.
Focus on the information that actually supports the decision, such as pricing, scoring, risks, assumptions, and notes.
Two suppliers may appear similar on price, but one may have excluded key services or added important conditions.
Always record assumptions and exclusions alongside pricing.
If stakeholders score suppliers without agreed criteria, results can become inconsistent.
Agree the scoring structure before proposals are reviewed.
Clarification questions can change the evaluation.
Record questions and answers in the spreadsheet so the final decision is based on the latest information.
The spreadsheet supports the decision. It does not replace judgement.
Use it to organise the evidence, then review price, quality, risk, and overall fit together.
A free RFP spreadsheet is a useful starting point if you need a simple way to compare supplier proposals.
It helps you organise pricing, scores, risks, assumptions, and notes in one place. For simple or occasional RFPs, a spreadsheet may be enough.
However, if your business runs regular RFPs, manages multiple suppliers, or needs better control over approvals, scoring, supplier communication, and audit trails, dedicated RFP software can help you manage the process more efficiently.
RFP software can help with:
Start with the free spreadsheet, then move to a more structured system when your process becomes more complex.
This free RFP spreadsheet is for anyone who needs to compare supplier proposals.
It can be used by:
Whether you are running your first RFP or improving an existing process, the spreadsheet gives you a practical way to keep supplier evaluation organised.
A clear spreadsheet can make proposal comparison faster, easier, and more consistent.
Download the free RFP spreadsheet and use it to track supplier responses, compare pricing, record scores, and support your final decision.
Download the free RFP spreadsheet now.
An RFP spreadsheet is a spreadsheet used to organise and compare supplier proposals during a request for proposal process. It can help track pricing, scores, risks, notes, and decision information.
RFP stands for request for proposal. It is a document used to ask suppliers to submit proposals for a product, service, project, or contract.
Yes. The RFP spreadsheet is free to download and can be used to support your own supplier evaluation process.
You should use an RFP spreadsheet when you need to compare multiple supplier proposals and want a clear way to track pricing, scoring, risks, and notes.
An RFP spreadsheet should usually include supplier details, response status, pricing, evaluation scores, risks, assumptions, clarification questions, notes, and decision information.
An RFP template helps you create the request you send to suppliers. An RFP spreadsheet helps you compare the proposals you receive back.
Yes. You can use the spreadsheet as a standalone download or alongside oboloo if you want to manage RFPs, supplier responses, evaluations, and approvals in a more structured way.
An RFP spreadsheet is useful because it keeps supplier information organised, makes proposals easier to compare, supports scoring, and helps create a clearer record of the evaluation process.
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