From scattered information and inconsistent branding to standardized, reliable, and efficient commercial documents: Europcar's transformation with XaitProposal.
By centralizing content, automating formatting, and ensuring brand consistency, XaitProposal has helped Europcar streamline the production of everything from tender responses to contracts, boosting efficiency and reliability across its sales operations.
Region
France
Company size
27000
Industry
Energy
Solution
XaitProposal
Europcar Mobility Group, a French mobility solutions company, offers a wide range of services, including traditional vehicle rentals (combustion, hybrid, electric, utility vehicles, and scooters), as well as hourly, daily, monthly, and annual rentals, car-sharing, and mobility loans. With 5 million customers globally, operations in 140 countries, and €3 billion in worldwide sales, producing high volumes of accurate and on-brand commercial documents is a critical daily task.
For years, managing these diverse document needs using manual methods led to wasted time and inconsistent output—until they discovered XaitProposal.
Delphine Repetylo, Sales Support Manager - Sales Performance, and Corinne Charles Bidet, Sales Performance Director at Europcar, explain how their team went from "reinventing the wheel" with every new bid to generating compliant and professional sales documents in just a few clicks.
About Europcar
Europcar Mobility Group is a leading mobility solutions provider, known for its traditional vehicle rental services across combustion, hybrid, and electric vehicles, utility vehicles, and scooters. Beyond rentals, it offers diverse mobility options like car-sharing and mobility loans, serving 5 million customers in 140 countries with €3 billion in worldwide sales.
“We appreciate working with Xait’s highly professional teams. As well as being extremely friendly, our Project Manager is very professional and listens to the customer until we’re satisfied. It’s very reassuring.”
– Delphine Repetylo, Sales Support Manager - Sales Performance at Europcar

"Reinventing the Wheel": The challenges of varied commercial document work
Before XaitProposal was implemented, preparing commercial documents at Europcar was a highly manual and inconsistent process. Teams relied on basic Word templates with color-coded fields or Excel documents that required extensive reworking.
"Previously, we had a Word template with fields to be modified using a color system, or Excel documents to be reworked," says Delphine Repetylo. "When responding, we spent a lot of time looking for information everywhere, even though we already had it. We used to reinvent the wheel with each new bid."
Europcar faced several key challenges in drafting its commercial documents:
- Time-Consuming Information Retrieval: Teams spent excessive time searching for information that already existed but was scattered.
- Lack of Harmonization: Despite efforts, there was no consistent graphic harmonization across documents, leading to a fragmented brand image.
- Inconsistent Customization: "Before XaitProposal, we used to customize everything, with all the time that this entailed. Each file was put together specifically," explains Corinne Charles Bidet.
- Version Control & Creativity Run Wild: "We didn’t have a common core and nobody had the latest version, the right version. There was a lot of creativity from our salespeoples. Everyone came up with their own idea using PowerPoint. There was a lack of control and global vision of what was addressed to our customers."
“We’ve gained in quality, layout and time thanks to XaitProposal”
– Corinne Charles Bidet, Sales Performance Director at Europcar
Major Headaches: Manual formatting and lack of control
Before XaitProposal, Europcar's document creation process was marked by:
- Inefficiency: Wasted time on repetitive tasks like searching for information and re-formatting documents.
- Brand Inconsistency: Documents lacked a unified look and feel, diminishing Europcar's professional image.
- Version Control Nightmares: Difficulty ensuring everyone was working from the most current and correct version of content.
- High Risk of Errors: Manual data entry and ad-hoc customization increased the potential for mistakes and non-compliant documents.
"Speed and Reliability!": How XaitProposal turned it around
When Europcar implemented XaitProposal, the transformation was immediate. A team of 6 at Europcar France headquarters now uses XaitProposal daily to support all sales department teams, producing responses to tenders, contracts, amendments, and price quotations.
"We wanted to harmonize and homogenize, and have a tool that would enable us to respect the charter, form and content," says Corinne Charles Bidet. "We also had high expectations of our content writing. Before XaitProposal, our sales pitches were presented in the form of bullet points."
Delphine Repetylo emphasizes, "We wanted a tool that would enable us to draw up all this volume of documents... without asking ourselves any questions. There’s so much to be gained by not forgetting, and limiting our efforts to value-added subjects. That’s what XaitProposal is all about: speed and reliability!"
Several features and aspects of XaitProposal made a difference:
- Ergonomic and Easy to Use: "The tool is ergonomic and easy to use. Recently, some of our alternates got to grips with it straight away," says Delphine.
- Merge Fields: "You note key information once and it’s carried throughout the document. This saves us a lot of time and reduces the risk of errors." This automation eliminates tedious manual updates.
- Display Conditions: This feature allows "us to make parts of our offers visible or invisible," providing flexibility and ensuring tailored content for each specific client without creating multiple versions.
- Professional Support & Training: Corinne notes, "We appreciate working with Xait’s highly professional teams. As well as being extremely friendly, our Project Manager is very professional and listens to the customer until we’re satisfied. It’s very reassuring." Delphine adds, "We needed training and it was very quick. Contact with the Xait teams is fluid and efficient. And the support team is very responsive. If we have a question, we get an answer within a day."
“XaitProposal is a reassuring tool for our teams. We no longer make mistakes or risk forgetting. We save time and are more comfortable. We can be sure that what comes out of XaitProposal is compliant.”
– Corinne Charles Bidet, Sales Performance Director at Europcar
Confidence Gained: Quality, Layout, and Time
With XaitProposal, Europcar has seen concrete gains across their commercial document production:
- Enhanced Quality & Layout: "We’ve gained in quality, layout and time thanks to XaitProposal," says Corinne. Documents now have a professional and consistent appearance.
- Centralized & Validated Content: "Everything is now centralized in a single, validated database." This ensures accuracy and removes the risk of outdated information.
- Full Visibility & Control: "Today, we have 100% knowledge of everything that comes from and represents our company." This allows for a global vision and control over all customer-facing documents.
- Reassurance & Compliance: "XaitProposal is a reassuring tool for our teams. We no longer make mistakes or risk forgetting. We save time and are more comfortable. We can be sure that what comes out of XaitProposal is compliant."
Beyond Goals: Expanding Scope and Continuous Improvement
Europcar not only achieved its initial goals but significantly exceeded them.
"Initially, we had planned to produce only our commercial offers. But when we realized how easy it would be to do so, we decided to create the master for our framework contracts, as well as the price list," Corinne explains. "Not only have we achieved our goals, but we’ve also gone beyond the needs we wanted to cover. Every standard document that has to be filled in several times a year, we put it on the XaitProposal template, and we’re totally satisfied."
For the future, Europcar plans continuous improvement, including updating layouts and brand guidelines, and an ongoing content review.