Customer story:

VINCI Energies Makes a Huge Leap Forward for Proposal Writing with XaitProposal

VINCI Energies creates bespoke multi-technical solutions and services for energy, transport and communication infrastructure, as well as buildings, factories and IT systems. They have streamlined processes and improved content control and access.

Today, instead of spending time fixing layout, or outsourcing those tasks, they are saving time to focus on the right content and the right look.

Business outcomes:

  • Consistent, on-brand proposals across Actemium, Omexom, and Axians, no last-minute layout stress
  • Faster writing and assembly, so teams focus on content quality and win themes
  • Shared, approved content library (CSR, innovation, references, corporate) used across 26 BUs
  • Scalable adoption and training for multilingual, multi-country teams
Vinci Energies logo

Region
France

Company size
2000+

Industry
Energy

Solution
XaitProposal

“We realized we weren’t very efficient”

VINCI Energies, while managing three different brands, as 26 business units across 15 countries, faced several time-consuming challenges that echo throughout the energy sector. Siloed processes and inconsistent content, combined with different layout and graphic charters for Actemium, Omexom, and Axians brands, was challenging and stressful.

“We realized we weren’t very effective with our proposals. Our customers wanted to know a lot about the business, CSR or innovation, for example, which are international and not always directly related to our trades. We didn’t have a common, streamlined base to draw from that was approved by the communications department.”

– Jean-Gil Contreras, Development Director at VINCI Energies Oil & Gas

About Vinci Energies

VINCI Energies creates tailor-made technical solutions and services for energy, transport, and communication infrastructure as well as construction, manufacturing, and IT systems. The Oil & Gas division operates internationally through 26 business units.

“It's been a huge leap forward for our proposal writing, and there's much less stress around the layout. We even have one customer who told us they'd never seen such a clear proposal”

– Jean-Gil Contreras, Development Director at VINCI Energies Oil & Gas

Jean-Gil-Contreras-Vinci-Energies-bw-952x952
  • Siloed Content: “The first challenge was having the right content for each business unit and the content that applied across the company. Before XaitProposal, each office made its own sales and technical proposals and had its own technical libraries, using MS Word.”
  • Three Brands: “The second challenge was finding specific page layouts for the three brands with the possibility of customizing the logo. For major bids, we outsourced the page layout and that would have to be done overnight to be ready and completed the next day.”
  • Page Layout: “As for the page layout, we had to have a layout structured for the different graphics charters of the Actemium, Omexom, and Axians brands with the VINCI Energies Oil & Gas identity.”
  • Change Management: “Finally, the last challenge was a big one, change management support, convincing the various business units that this would help them produce higher-quality proposals in a very short time.”
  • Training: “Working in so many different countries, providing good training remotely isn’t always easy.”

“Huge Leap Forward”

Today, VINCI Energies has overcome the siloed process, content and layout challenges they faced. Now they are collaborating around a shared content library and consistent graphic charters to deliver quality proposals and other critical documents with much less stress.

“From Cameroon to Abu Dhabi, the business units use a shared library and have all the elements they need to talk about the company’s strengths.”

  • Greater Control. “We’ve shown that this tool helps us be in control.”
  • Greater Content Access. “At any time in any country, the proposal writers have access to a library, the important documents are up to date, and they have time to focus on the essentials.”
  • Greater Content Focus. “Graphic charters are all followed, no more complicated layout has to be done at the last minute, and that lets the content take center stage.”

“Business leaders were immediately won over”

XaitProposal’s smart document builder combines intuitive step-by-step questionnaires with your content library to deliver on-brand, high-impact bids. Ideal for decentralized teams who want to get more bids out the door without sacrificing quality.

XaitProposal-illustration-mar-2025

“We recruited someone who had used XaitProposal in a previous job, and who wasn’t used to using standard Office tools anymore. After a demonstration by the Xait team, we were convinced by the shared knowledge base and the powerful layout tool.”

– Jean-Gil Contreras, Development Director at Vinci Energies Oil & Gas

  • Content Libraries: “We did a lot of work to draft corporate content, content for CSR, innovation, environment, press releases, references, etc. to have it approved by the company communication department and divided among the 26 different business unit profiles.”
  • Pre-Defined Templates: “The model proposals are now adapted with the trade colors, and it is possible to change the logo.”
  • Layout Templates: “We have five different charters. We started with maintenance, followed by the business unit in Bahrain, and the change was really welcomed; the business leaders were immediately won over by XaitProposal.”
  • Onboarding: “Xait’s methods adapt to suit each business; they really try to understand our needs so that we learn how to use the tool and make the best use of it and are really able to respond to our customers’ needs.”
  • Training: “Following advice from Xait, we had training sessions tailored for our users, adapted to their business. Our employee profiles can vary widely, some teams may be working remotely, and they can be writing in French or in English.”

No More Late Night Layout Stress

VINCI Energies have adopted a more consistent, structured approach to proposal and document development, streamlining their process and reclaiming valuable time.

  • Efficiency: “It’s been a huge leap forward for our proposal writing, and there’s much less stress around the layout.”
  • Professional Results: “Improving the application of the graphic charters for the different brands, saving time on the writing and layout of a proposal, a more professional-looking result”
  • Consistent Content: “A shared library for documents. In short, a tool that would make it easier to draft proposals with the right content and the right look.”
  • Time Saved: “No more complicated layout has to be done at the last minute, and that lets the content take center stage.”
  • Customer Feedback: “Positive feedback. We even have one customer who told us they’d never seen such a clear proposal.”
  • Scalability: “Exploring all the functionalities the tool offers, improving our knowledge base and bringing more business units on board to share in the adventure.”

What’s next

VINCI Energies will continue exploring the platform’s capabilities, enrich the knowledge base, and bring more business units on board—building on a repeatable approach that scales across brands, countries, and languages.

Vinci Energies use case (1)

“Xait’s methods adapt to suit each business; they really try to understand our needs so that we learn how to use the tool and make the best use of it and are really able to respond to our customers’ needs.”

– Jean-Gil Contreras, Development Director at Vinci Energies Oil & Gas

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