# RFP Tracker Template

> Free template from RFP Software Tools (https://rfp-software-tools.com/templates/rfp-tracker-template). No sign-up. The Excel version has dropdowns and formulas; this Markdown copy shows the same structure.

## How to use it

| Area | What it is for | How to fill it |
| --- | --- | --- |
| Identification columns | ID, buyer, title and type identify each request and let you filter by kind. | Give each request an ID when it arrives, even if you later decline it. Declines are data too. Use the Type dropdown so RFPs, DDQs and security questionnaires can be compared separately. |
| Dates and days left | Received, Q&A deadline and due date drive a live countdown so nothing sneaks up on the team. | Enter dates as real dates (Excel and Google Sheets will recognize 2026-10-01). Days left calculates from today. Record the Q&A deadline: it usually falls well before the due date and is the last chance to ask the buyer anything. |
| Decision, owner and status | Shows whether you are bidding, who is accountable and what stage the response is in. | Owner is one named person. Status moves through Intake, Go/no-go, Drafting, Review and Submitted, then to an outcome. Use Declined for requests you chose not to answer, and No decision when the buyer cancels or goes silent. |
| Value, size and effort | Estimated value, number of questions and hours spent show where effort goes. | Log hours at submission while memory is fresh, even roughly. Without it you cannot judge whether automation pays off. Use the buyer’s question or requirement count rather than page count: it predicts effort better. |
| Outcome and reasons | Records the result and the reason, ideally from the buyer’s debrief. | Ask for a debrief on every loss and most wins, and write the buyer’s stated reason, not your guess. |
| Dashboard sheet | Counts, win rate, value won and hours, calculated from the pipeline. | No input needed. Win rate divides wins by decided bids (won plus lost), so open and declined bids do not distort it. |

## Sheet: Pipeline

One row per request received. Dates must be real dates for Days left to work. Example rows are illustrative: overwrite them.

| ID | Buyer | Title | Type | Received | Q&A deadline | Due date | Days left | Bid decision | Owner | Status | Est. annual value | Questions | Hours spent | Outcome date | Win or loss reason |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| B-101 | Northwind Health | Patient scheduling platform | RFP | 2026-09-14 | 2026-09-25 | 2026-10-16 | (calculated) | Bid | A. Rivera | Drafting | 120000 | 146 |   |   |  |
| B-102 | Fabrikam Bank | Annual vendor security review | Security questionnaire | 2026-09-22 |   | 2026-10-09 | (calculated) | Bid | J. Chen | Review | 60000 | 312 |   |   |  |
| B-097 | Tailspin Capital | Operational due diligence | DDQ | 2026-08-03 |   | 2026-08-21 | (calculated) | Bid | J. Chen | Won | 45000 | 188 | 22 | 2026-09-10 | Complete evidence pack; fastest turnaround of three bidders. |
| B-095 | County of Alder | Records digitization services | RFP | 2026-07-28 | 2026-08-08 | 2026-08-29 | (calculated) | Bid | A. Rivera | Lost | 210000 | 64 | 61 | 2026-09-30 | Price 18% above winner per debrief. |
| B-099 | Litware Inc. | Market scan for analytics tools | RFI | 2026-08-25 |   | 2026-09-05 | (calculated) | No bid | M. Osei | Declined |   | 30 | 1 |   | Outside our core product. |

Dropdown values:

- **Type:** RFP / RFI / RFQ / DDQ / Security questionnaire / Tender / Other
- **Bid decision:** Pending / Bid / No bid
- **Status:** Intake / Go/no-go / Drafting / Review / Submitted / Won / Lost / No decision / Declined

## Sheet: Dashboard

Calculated from the Pipeline sheet. Win rate = Won / (Won + Lost).

| Metric | Value | Notes |
| --- | --- | --- |
| Requests: Intake | (calculated) |  |
| Requests: Go/no-go | (calculated) |  |
| Requests: Drafting | (calculated) |  |
| Requests: Review | (calculated) |  |
| Requests: Submitted | (calculated) |  |
| Requests: Won | (calculated) |  |
| Requests: Lost | (calculated) |  |
| Requests: No decision | (calculated) |  |
| Requests: Declined | (calculated) |  |
| Win rate on decided bids | (calculated) | Won divided by won plus lost. |
| Estimated value won | (calculated) |  |
| Hours logged (all requests) | (calculated) |  |
| Average hours per decided bid | (calculated) | Hours on won and lost bids divided by their count. |
| Open requests due in the next 7 days | (calculated) |  |