Why Excel Still Works to Manage Proposals
Remember when you didn’t need to log in to five different platforms just to get your work done? I do—and I miss it. These days, everything requires a password, an integration, or a monthly subscription. That’s one of the reasons I still lean on Excel to manage proposals.
While I haven’t tried many of the proposal management apps out there, I also haven’t felt the need to. Excel works just fine. It’s simple, flexible, and—best of all—I don’t have to log into yet another system. There’s something reassuring about opening a single spreadsheet (a.k.a. The Proposal Tracker) and seeing everything in one place: the timeline, the compliance matrix, who’s writing what, what’s done, and what’s still hanging out there . It’s simple, it’s familiar, and it works.
If you’re looking for a straightforward way to stay organized during the proposal process, Excel might be all you need.
Why Use Excel for Proposal Management
Excel is a tool most of us already have, which means there’s no need to learn new software or sign up for another service. I personally like that you can build and adapt templates to fit the needs of each RFP, and it works especially well for small teams that don’t need complex workflows or system integrations. It also runs offline, which is helpful when you're deep in edits or on a tight deadline. It keeps things straightforward—no logins, no switching between tools, just focused work.
Key Proposal Tasks Excel Can Help You Manage
With just a few well-structured sheets, you can organize complex requirements, stay on top of deadlines, and keep everyone aligned. Here’s are some of the tabs I typically set up to support the proposal process:
Compliance
Break down every detail from Sections C, L, and M (PWS/ Instructions/Evaluation Criteria)—and see exactly where and how you're responding. This turns the RFP into a visual checklist that ensures every “shall” and “must” is covered.Schedule
Map out key milestones, review dates, and final deadlines, all in one clean and color-coded view.Tasks
Assign tasks to know who’s writing, who’s reviewing, and what’s pending. Assign ownership and track progress without endless back-and-forth.Questions
Consolidate questions from the team that will be submitted to the government.Submission
Create a pre-submission checklist that covers details like file naming requirements, size limits, and submission links or email addresses.
Tip: Add the Proposal Tracker to your shared space (like SharePoint, Teams, or Google Docs) to keep one version that everyone can access.