How to Use ClickUp for RFPs

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How to Use ClickUp for RFP Management

ClickUp can streamline every stage of your request for proposal (RFP) process, from gathering requirements to comparing vendor responses and awarding a contract. This how-to guide walks you through building a clear, repeatable RFP workflow based on the capabilities highlighted in the ClickUp RFP software overview.

Why Use ClickUp for RFP Workflows

Managing RFPs in email and spreadsheets quickly becomes chaotic. A centralized workspace helps you standardize criteria, collaborate with stakeholders, and evaluate vendors consistently.

Using a structured tool gives you:

  • One source of truth for RFP documents and tasks
  • Configurable fields for scoring and vendor details
  • Clear timelines and ownership for each step
  • Faster, more transparent decision-making

Plan Your RFP Process in ClickUp

Before building anything, outline your RFP process so you can reflect it in ClickUp later.

  1. Identify stakeholders
    List everyone involved: project owners, procurement, finance, security, legal, and technical reviewers.

  2. Define stages
    Typical RFP stages include:

    • Requirements gathering
    • Drafting and approval
    • Vendor shortlist
    • RFP distribution
    • Response collection
    • Evaluation and scoring
    • Final selection and contracting

  3. Clarify evaluation criteria
    Decide which factors matter most, such as:

    • Functionality coverage
    • Implementation timeline
    • Total cost of ownership
    • Security and compliance
    • Support and training

Set Up a ClickUp Space for RFPs

Create a dedicated area in ClickUp so every RFP follows the same structure.

  1. Create an RFP Space
    Name a new Space, for example: “RFP Management” or “Vendor Selection.” This becomes the home for all your projects and templates.

  2. Add Folders by Category
    Organize RFPs in Folders such as:

    • Software RFPs
    • Services RFPs
    • Infrastructure RFPs
    • Renewals and Extensions

  3. Set permissions
    Control who can view, comment, or edit items so sensitive vendor information stays secure.

Create a ClickUp List for Each RFP

For each initiative, create a List to hold every task and document related to that RFP.

  1. Name the List
    Use a clear name such as “CRM Platform RFP 2026” or “IT Helpdesk RFP Q4.”

  2. Define statuses
    Configure statuses that match your process, for example:

    • Planning
    • Drafting
    • Internal Review
    • Sent to Vendors
    • Responses Received
    • Evaluation
    • Awarded / Closed

  3. Add Custom Fields
    Use fields to track RFP-specific data such as:

    • Vendor name
    • Cost estimate
    • Contract length
    • Security rating
    • Score (numeric)
    • Decision (shortlist, reject, winner)

Build a ClickUp RFP Template

To avoid rebuilding your process for every project, turn your best structure into a reusable template.

  1. Create standard tasks
    Add tasks for each key activity, for example:

    • Gather requirements from stakeholders
    • Draft RFP document
    • Legal review
    • Finalize and approve RFP
    • Send RFP to vendors
    • Schedule vendor Q&A session
    • Collect responses
    • Evaluate and score proposals
    • Conduct reference checks
    • Select vendor and notify participants

  2. Add descriptions and checklists
    Within each task, create checklists so assignees know exactly what to do. For example, the “Draft RFP document” task might include:

    • Define project goals
    • Outline scope and deliverables
    • Add technical requirements
    • Set timelines and milestones
    • Specify evaluation criteria
    • Clarify submission format and deadlines

  3. Convert to a template
    Save the List as a template so your team can instantly spin up the same structure for future RFPs.

Use ClickUp Views to Track RFP Progress

Different views help you see your RFP data from multiple angles so you can keep stakeholders aligned.

Board View for RFP Stage Management

Use a board view to visualize RFP tasks as cards moving through statuses. This makes it easy to see:

  • Which items are stuck in review
  • Where vendor responses are missing
  • When evaluations are still pending

List or Table View for Vendor Comparison

Switch to a list or table format to compare vendors side by side using your custom fields.

  • Sort by total score or cost
  • Filter to show only shortlisted vendors
  • Group by status (for example, “Under Review,” “Rejected,” “Selected”)

Calendar or Timeline View for RFP Deadlines

A calendar or timeline view helps you keep an eye on key dates such as:

  • RFP release date
  • Question submission deadline
  • Response due date
  • Demo or presentation dates
  • Contract award target

Collaborate on RFPs in ClickUp

Strong collaboration prevents miscommunication and delays. Use in-tool communication to centralize discussions.

  1. Assign owners
    Each task should have a clear owner and due date so everyone knows who is responsible for each part of the RFP.

  2. Use comments for feedback
    Tag stakeholders directly in comments instead of sending long email threads. Keep questions, clarifications, and decisions attached to the relevant task.

  3. Store files centrally
    Attach vendor proposals, pricing sheets, and security documents to their respective tasks so reviewers never have to hunt through folders.

Evaluate Vendor Responses with ClickUp

When responses arrive, a structured evaluation process ensures fairness and transparency.

  1. Create a task per vendor
    Within your RFP List, create a task for each vendor proposal and link the corresponding documents.

  2. Use scoring fields
    Capture scores in custom fields for categories like:

    • Functional fit
    • Usability
    • Implementation effort
    • Price
    • Risk and compliance

  3. Invite reviewers to score
    Assign tasks to members of your evaluation team and ask them to update scores and comments directly in the workspace.

  4. Compare and decide
    Sort by total score, review comments, and identify the strongest vendor. Track final decisions in a dedicated “Decision” field.

Optimize Your RFP Workflow Over Time

After each RFP, refine your ClickUp setup so future projects run even smoother.

  • Update templates with new questions you wish you had asked
  • Refine scoring weights based on what proved most important
  • Archive completed RFP Lists for audit trails and future reference
  • Document best practices and lessons learned

Next Steps and Additional Resources

Use this structure to start or improve your RFP system and then deepen your understanding with additional resources.

  • Review the full breakdown of RFP tools and use cases in the official ClickUp RFP software article.
  • Explore consulting support for process design, automation, and tooling strategy with partners such as Consultevo.

By setting up a dedicated workspace, templates, and views, you can turn complex RFP projects into a structured, repeatable, and auditable process that supports faster and more confident vendor selection.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

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