Ability is Securing More Deals and Generating More Revenue with XaitPorter

• Outdated Tools: Ability created all of their proposals using Word. It took them a long time to produce each proposal, as well as to ensure quality.
• High Margin of Error: “A proposal isn't written from scratch every time. There's a lot of content you reuse. When you do it in a solution that's not made for large, complex documents, you risk making mistakes."
• Manual Process: “To ensure everything was covered, structured correctly, etc., we relied on coworkers to review the proposals.”
• Time-constraints: “Say you're reusing content from previous bids. The content must be tailored to fit your current client's needs. Otherwise, you risk making them feel that your proposal is generic and irrelevant to them.”

Ultimately, Ability realized there was too much margin of error. They began searching for a solution that would meet their requirements.

“XaitPorter Helps Us Win More Contracts”

Ability first heard about XaitPorter when they read that oil major BP used it for their licensing rounds on the Norwegian Continental Shelf.

• Master Documents: “We have structured the master document to make each offer streamlined and well-organized. When we start working on a bid, we use the relevant chapters from the master document. It's always getting updated, with new chapters and subchapters. Each request for proposal from our clients vary to a great extent."
• Content Library. “Continually working with the master document in the backend ensures that quality doesn't suffer because of quantity. We get a triad of benefits: faster production, more proposals submitted, and better proposal quality.”
• Predefined Templates. Takes the guesswork out of commonly used content while maintaining a consistent structure throughout development of more unique requirement responses.  
• Table of Contents: “We work with proposals containing numerous chapters and subchapters and spanning up to 350 pages. The table of contents automatically adjusts as we move chapters up and down. We were not able to do this with the tool we used in the past.”
• Compilation: Ability can compile all of a bid's requirements into one document, such as qualification requirements and proposal letters.
• Readability: “When potential clients get our proposal, they can click on the chapters according to what they want to see. They don’t have to search through a large number of documents that are uploaded to their portal.”
• Client Success: “We received comprehensive training from Xait to ensure that we could use all the features of XaitPorter. The client Success Team at Xait is available to help us if we need assistance.”

Numbers Don’t Lie

When creating bids and proposals with file-based solutions and desktop publishing tools, proposal teams have to deal with the following “law of nature”: When quantity goes up, quality goes down. It's up to you which one you choose. The ideal proposal productivity situation would be to meet both quality and quantity targets.

The ideal proposal productivity situation would be to meet both quality and quantity targets.

• Time Saved: Less time spent on tedious, manual tasks and more time spent on value-added activities that improve proposal quality. 
• Improved Quality: More time to tailor to fit current client’s needs, and relevant quality that stands out from the competition in the marketplace.
• Fewer Risks: “Compared to previous years, the margin of error on submitted proposals has significantly decreased.”
• Fewer Rejections: “I went back through the lists one day to see if anything had changed. And it had. Almost none of our proposals have been rejected since we started using XaitPorter.”
• Volume Increase: “We have seen a rise in volume since using XaitPorter. In some years, fewer RFPs may have contributed to the increase, but it’s mainly due to our increased ability to handle work.”
• Revenue Increase: More proposals and fewer rejections means revenue from new sales has increased.  

With XaitPorter, Ability has streamlined their tender proposal process and improved their competitiveness. Today, they are winning more projects, creating more jobs, and increasing revenue.