XaitPorter or XaitProposal - Which one is right for your organization?

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Co-authoring and automation solution for complex documents

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Quickly and accurately price combinations of interdependent products and services

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Guided proposal creation for comprehensive, winning proposals
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Assess Your Proposal & Tender Maturity

Welcome to the Xait Operational Alignment Assessment.

Every proposal team has a unique operational footprint. Some require massive parallel co-authoring for complex mega-tenders, while others need high-velocity, guided automation for rapid-turnaround bids.

This quick 10-question assessment will analyze your specific workflows, formatting hurdles, and governance requirements. At the end, you will receive a custom Operational Profile mapping your exact needs, along with an in-depth, downloadable PDF report.

Assess Your Proposal & Tender Maturity

Answer these 10 questions to map your operational footprint.

Question 1 of 10

1. When assembling a mission-critical bid, what does your physical collaboration process look like?

Highly decentralized. Individual reps or branches build their own documents using standard collateral. Centralized compilation. A bid manager collects input via email/Teams and stitches it together manually. Concurrent engineering. Dozens of subject matter experts must simultaneously write and review in the active document.

2. How does your team currently find and reuse content when starting a new bid?

Manual copy & paste. Sales reps cannibalize old proposals, which often leads to embarrassing errors or outdated info slipping through. The shared drive scavenger hunt. We use SharePoint/Teams, but finding the latest approved technical diagrams or legal clauses is a mess. Siloed expert knowledge. Subject matter experts write from scratch or use personal desktop files, making a "single source of truth" impossible.

3. What is the biggest hurdle your team faces regarding the final look and feel of deliverables?

Visual Identity. Maintaining a highly visual, brochure-quality brand identity generated by non-designers. Mechanical formatting. Ensuring correct pagination, numbering, and TOCs without Word crashing or files corrupting. Both. We need strict technical structural formatting, but also need the output to look like a modern presentation.

4. How stringent are your requirements for document governance and auditability?

Standard. We primarily need simple approval workflows to ensure sales uses the right pricing and terms. Strict. We handle sensitive data and need to control exactly who sees what section of a document. Mission-Critical. We require granular access control and complete keystroke-level audit trails for regulatory compliance.

5. What best describes the typical "make-up" of your commercial deliverables?

High-volume, rapid-turnaround. Proposals, technical briefs, or framework contracts (10-50 pages). Medium-volume, complex. Tenders requiring deep technical responses and multiple attachments (50-100 pages). Low-volume, highly strategic. Mega-tenders, PDOs, or FEED studies (often 100 to 1,000+ pages).

6. How do you balance standard corporate content with client-specific personalization?

We need to quickly tailor standard offerings with visual flair for different regions or brands. We use mostly standard technical blocks but struggle to assemble them quickly without errors. Every proposal is highly bespoke, requiring deep technical rewrites and heavy collaboration.

7. How does your team currently handle document reviews and approvals?

Linear review. Documents are emailed back and forth in a chain until we finally get sign-off. Manual sectioning. We assign specific sections to individuals, but tracking progress and compiling the final document is entirely manual. Chaotic parallel reviews. Multiple reviewers comment on different versions simultaneously, making it impossible to track who approved what or where the bottlenecks are.

8. How integrated is your pricing and quoting process with your proposal writing?

Completely separate. We manually type flat pricing or simple tables into Word or PowerPoint. Data dumping. We copy numbers from Excel or our ERP, but pasting them into the proposal often breaks the document's formatting. Complex and disconnected. Our pricing configurations are highly complex. Keeping the proposal document synced with constantly changing pricing spreadsheets causes costly errors and major delays.

9. Which statement best describes your current proposal technology stack?

A mix of Word, PowerPoint, and InDesign, causing brand inconsistency and formatting chaos. We rely heavily on SharePoint/Teams, but version control and large files are a nightmare. We have an outdated internal tool or database that no longer supports our complex needs.

10. As your business grows, what is the #1 bottleneck you need to solve in your proposal process?

Submitting a higher volume of bids without hiring more design or sales support staff. Managing larger, more complex consortium bids with external partners securely. Establishing a single source of truth to stop the chaos of decentralized, outdated files.

Your Operational Alignment Report

We mapped your specific needs against the capabilities of our two flagship solutions. Here is how your operational footprint aligns.

Alignment: XaitProposal

Alignment: XaitPorter

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