AI RFP Response Software | Technical Proposal Writing

XaitProposal, the Next-Generation AI RFP Response Software

Never start from a blank page again for your technical proposals and commercial offers. Leverage the power of AI to build your documents faster, in compliance with your clients' requirements, your brand identity, and sovereignty challenges.

More than 70,000 users worldwide trust Xait

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Why Do You Need AI RFP Response Software?

  • Blank page and wasted time: Your experts spend more time tracking down the right information deep within siloed folders than showcasing their expertise and personalizing the offer.
  • The illusion of public AI: Public AI offers content that is too generic, sometimes incorrect, and identical to what your competitors get, which does not allow you to stand out. You lose time verifying information and correcting hallucinations.
  • Disjointed arguments: Without a reference and shared knowledge base, every agency or subsidiary reinvents its own texts. As a result, your commercial messages lose consistency, relevance, and strategic alignment.
  • Brand guidelines out of control: Lacking an automated rendering engine, your writers improvise as graphic designers. Page layout is reinvented for every document, which wastes a considerable amount of time for your teams, harms their efficiency, damages your brand image, and breaks the company's visual consistency.

Purpose-built RFP response software centralizes your knowledge, secures your content, and automates document production, so your experts can focus on the quality and differentiation of their responses. Learn more about Xait's approach to AI →

Innovation: An AI-Augmented Search Engine

The major technological evolution natively integrated into XaitProposal

How can XaitProposal's search engine help you?
A hybrid search technology (semantic and lexical) based on artificial intelligence, the search engine doesn't just look for keywords: it understands your writers' intent to extract the perfect answer from your knowledge base.

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4 pillars of performance:

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Universal Search & Access

Immediately find the right block of text or business argument without needing to know the source folder structure.

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Proposal Engineering & Collective Intelligence

Every piece of content created feeds a living knowledge base, sharing best practices across the entire organization.

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Contextual & Stylistic Adaptation

XaitAssistant adjusts the tone and language level of suggested content based on your target client's profile.

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Native
Restructuring

Rewrite and adapt content so that it seamlessly integrates into the specific outline of your response document.

A Trusted AI Against "All-AI"

Why choose secure AI for RFP responses?
XaitProposal provides companies with a secure and controlled framework to produce accurate, consistent, and high-performing responses:

Zero cross-contamination

Your data (PDFs, images, text blocks, templates) remains strictly confined to your client instance.

No public training

Unlike public AI, your data is never used to train global or third-party models. Your intellectual property remains your exclusive property.

Inheritance of permissions

The engine respects the already defined hierarchy of permissions. An employee can only query content they have the right to read.

Compliance with the strictest cybersecurity requirements

ISO 27001:2022 standard, DORA compliance, AI Act, and GDPR.

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Control of truth / Human in the Loop

AI assists writers without ever creating information from scratch. Humans retain control and validate all content.

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Contextual anchoring & traceability

Suggestions are based solely on authorized content and remain fully traceable, with one-click access to the source and its freshness.

proposal management software

Let’s find the best proposal management solution for you

 Xait is trusted by 70 000+ users worldwide

Features and benefits

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Deliver on-brand documents

Templates and automated formatting ensure professional proposals and bids perfectly aligned with your brand.

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Smart document builder

Combine intuitive step-by-step questionnaires with our content library to build custom proposals fast.

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Content library tool

Creating documents builds up your content library, a smart automation tool that allows you to re-use content.

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Cloud-based co-authoring

Everyone on your team accesses the same documents and writes in sync for optimized efficiency.

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Review and comment

Comments and replies are shared in real-time as conversations within your documents.

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Contract management tool

Manage and secure critical contracts with templates, automatic layout and clause management tools.

Customer story: Colas

Learn how XaitProposal helped Colas improve the quality of their technical proposals, and made it easier to apply their brand guidelines across agencies.

More customer stories

XaitProposal Samsic Group Social Proof

“Its ergonomy, its functionalities, and its structured approach make it an appreciated tool.”

Elena Moisey

Project Management Officer, Samsic Group

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XaitProposal VINCI Energies Oil & Gas Social Proof

“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,
VINCI Energies Oil & Gas

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XaitProposal Colas Social Proof

“Its information security and the knowledge base that all users in a company share really made it stand out."

 

Jean-Luc Gillot,

Head of Department, Colas

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Explore our product possibilities

XaitProposal software preview

XaitProposal

XaitProposal saves time and delivers documents that live up to your brand image 60% faster.

XaitRFI software preview

XaitRFI

A time-saving tool for accelerating your RFI, DDQ, and security questionnaire response creation.

XaitWebProposal Online Proposal Preview

XaitWebProposal

Impress your clients with custom-tailored, on-brand and securely accessible proposals published online.

Questions?
We’re glad you asked.

What is XaitProposal

XaitProposal is AI RFP response software that helps teams write technical proposals and commercial offers up to 60% faster. It guides document creation from first draft through to a finished, on-brand deliverable.

What are the key features and benefits?

The core benefit is speed without sacrificing quality: a smart questionnaire, AI writing assistant, co-authoring, a centralized knowledge base, and reusable templates let teams deliver more proposals with the same headcount.

What makes XaitProposal different?

XaitProposal replaces the blank page with a guided, questionnaire-driven interface: users answer structured questions, and the software pulls in the most relevant content and assembles the proposal automatically.

How can your software help me streamline my process?

XaitProposal streamlines RFP response by eliminating manual content searches, automating layout, reducing response time, personalizing content, enforcing brand consistency, and increasing overall proposal output.

Who uses XaitProposal?

XaitProposal is built for teams that produce a high volume of complex, high-impact proposals. Its guided questionnaire technology, combined with a shared knowledge base, helps organizations in any industry that writes technical proposals respond to RFPs 50–60% faster.

How does XaitProposal help us stand out from the competition?

XaitProposal raises both the substance and presentation of your RFP responses — relevant, personalized content plus on-brand design — helping you score higher on technical evaluations and differentiate from competitors.

What is the XaitProposal search engine?

It's a hybrid AI search engine that combines semantic and lexical search to understand the intent behind a query, not just its keywords, so it can surface the most relevant content in your knowledge base.

How does the XaitProposal search engine help me?

It lets your team find the right information instantly, even without knowing the exact search terms, cutting the time spent searching for, verifying, and reusing content in RFP responses.

What does the knowledge base include?

The XaitProposal Knowledge Base centralizes all your reusable content and visuals in one place — administrative documents, processes and methodologies, CVs, equipment sheets, and more — always up to date and ready to reuse.

Is team collaboration secure?

Yes. XaitProposal secures collaboration through a granular, role- and permission-based security model, keeping sensitive and confidential information protected during co-authoring.

What is XaitRFI?

XaitRFI is XaitProposal's tool for accelerating responses to RFIs, DDQs, and security questionnaires, using automatic answer suggestions based on similarity matching against your knowledge base.

What is XaitWebProposal?

XaitWebProposal is a tool for creating interactive, on-brand web mini-sites that turn your proposal into an immersive client experience, complete with two-way messaging and traffic analytics.

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