From disjointed and aging to unified and modern
From disjointed and aging to unified and modern
The background
This large, multi-practice professional service organization delivers solutions across consulting, talent services, engineering, customer experience, and international business units. Their teams handle a high volume of RFPs, RFIs, proposals, security questionnaires, and other contract-related documents.
Industry:
Professional Services
What they do:
Multi-practice professional services
Essential sales docs:
The challenge
Like many other organizations, this company found that as they grew their content repositories became fragmented and prone to errors. Content was stored across SharePoint, local drives, prior response management platforms, and in some extreme cases, individual libraries! Duplicate or outdated material reigned supreme, leading to inconsistent documentation and long hours spent searching for prior answers or recreating content from scratch.
To make things even more challenging only one admin had access to the entire library and each practice maintained a siloed library without a streamlined way to share content or learn from other groups RFP responses.
This left writers incapable of updating content, managing templates, or correcting styles. As a result, response times increased, styles broke down, and the company struggled with inconsistent and inaccurate information that required frequent reworking.
Qvidian’s solution: structured, modern, and superior proposal automation.
To help tame their manual chaos, we were tasked with a clear set of requirements needed by our customer to produce a truly modernized proposal operation.
- A unified, governed content library
- Automation for proposal assembly
- A scalable permissions model
- A modern search experience
- AI powered content assistance
- Migration and content cleanup tools
- Training and advanced architecture support
- Real-time analytics & reporting
Qvidian delivered on every requirement. We started with our central content library that now serves as their trusted source of truth for all RFI, RFP, and proposal content and. Using role-based permissions, metadata, learned terms, and custom fields we consolidated content, improved searchability, and enforced accuracy across all their practices.
But, we didn’t stop there. Next, we used our knowledgeable team of industry experts to help with content migration, content cleanup, and providing helpful training and advanced architecture support.
With content and templates in place, this company could now focus on automating their responses. They took advantage of Qvidian’s AutoFill to easily find content from their library and used our answer suggestion features to crunch the metadata, learned terms, and past usage and find the best content for each response.
The final results: true organizational transformation made possible.
If that sounds like a lot, it’s because it was! With Qvidian this company was able to completely transform their fragmented and manually-driven proposal environment
into a centralized, automated, AI supported operation.
With a governed content library, robust automation, AI assistance, scalable permissions, and consistent templates, the company now produces faster, more accurate, and more professional sales documents. Collaboration across practices has increased, template issues have been resolved, and the business is positioned to scale Qvidian across more departments—unlocking even greater operational efficiency.
