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XaitProposal

xait.com

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Spec score 8.2 #25 of 94 in Bid Management Software

What it is

XaitProposal is web and API software for teams producing technical proposals, commercial offers, and responses to RFPs. A guided questionnaire works with a reusable content library to assemble custom documents. Semantic and lexical search finds knowledge-base material according to a writer’s intent, while XaitAssistant can adjust suggested wording for a target client’s tone and language level. The library can hold administrative documents, processes, methodologies, CVs, visuals, and equipment sheets. Templates and automated formatting produce branded proposals and bids. Cloud co-authoring includes real-time comments and replies inside documents. Contract tools provide templates, automatic layout, and clause management. Xait says customer content remains in its client instance, follows inherited permissions, and is not used to train global or third-party models. AI suggestions link to authorized sources and show freshness. The product page names ISO 27001:2022, DORA, the AI Act, and GDPR in its compliance statement. APIs can connect everyday tools, though specific integrations are not named. Pricing is available on request.

Spec sheet

What it does
XaitProposal is cloud software for collaboratively creating, managing and delivering technical proposals, commercial offers and RFP responses.Read 20 Oct 2026 · xait.com
Purpose
XaitProposal helps teams create technical proposals and commercial offers, with the maker stating that it can guide creation from first draft to finished, on-brand document up to 60% faster.Read 9 Oct 2026 · xait.com
Intended users
XaitProposal is built for teams producing high volumes of complex, high-impact proposals and organizations that respond to RFPs.Read 9 Oct 2026 · xait.com
API
Xait describes its SaaS solution as connectable to everyday tools through an API.Read 20 Oct 2026 · xait.com
Integrations
The subprocessor list identifies optional Salesforce CRM and Microsoft Dynamics CRM integrations; Pipedrive and Workbooks are listed for XaitCPQ.Read 20 Oct 2026 · xait.com
Security
The maker says customer content stays confined to its client instance, is not used to train global or third-party models, and is subject to inherited permissions.Read 9 Oct 2026 · xait.com
Compliance
The product page names ISO 27001:2022, DORA, the AI Act, and GDPR in its cybersecurity compliance statement.Read 9 Oct 2026 · xait.com
Headquarters
Stavanger, NorwayRead 28 Sep 2026 · xait.com
Founded
2000Read 28 Sep 2026 · xait.com
AI data isolation
Xait says customer data remains confined to the customer instance and is not used to train public or third-party models.Read 20 Oct 2026 · xait.com
AI permission inheritance
The AI engine inherits existing permissions so users can query only content they are authorized to read.Read 20 Oct 2026 · xait.com
AI search
Its search engine combines semantic and lexical search to find relevant knowledge base content based on the writer’s intent.Read 9 Oct 2026 · xait.com
AI writing assistant
The product includes an AI assistant for drafting and improving proposal text.Read 20 Oct 2026 · xait.com
Automatic formatting
Templates and automated layout produce on-brand documents while reducing manual formatting work.Read 20 Oct 2026 · xait.com
Co-authoring
Teams can edit the same documents simultaneously through cloud collaboration.Read 20 Oct 2026 · xait.com
Collaboration
Teams can co-author in the cloud, with real-time comments and replies inside documents.Read 9 Oct 2026 · xait.com
Company customers
Xait says it serves more than 300 clients and over 70,000 users worldwide.Read 20 Oct 2026 · xait.com
Company founded
LinkedIn and Gartner list Xait's founding year as 2000.Read 20 Oct 2026 · linkedin.com
Company headquarters
LinkedIn and Gartner place Xait headquarters in Stavanger, Norway.Read 20 Oct 2026 · linkedin.com
Company legal name
Crunchbase identifies the legal entity as Xait AS.Read 20 Oct 2026 · crunchbase.com
Company ownership
Crunchbase lists Xait as acquired by Main Capital Partners.Read 20 Oct 2026 · crunchbase.com
Company size
LinkedIn lists Xait as a privately held software company with 51–200 employees.Read 20 Oct 2026 · linkedin.com
Compliance claims
The product page cites ISO 27001:2022, DORA, the EU AI Act and GDPR compliance.Read 20 Oct 2026 · xait.com
Contract management
A contract-management capability provides templates, automatic layout and clause-management tools.Read 20 Oct 2026 · xait.com
Contract tools
The product includes contract management with templates, automatic layout, and clause management tools.Read 9 Oct 2026 · xait.com
Custom branding
YesRead 20 Sep 2026 · xait.com
Document output
Templates and automated formatting are used to produce proposals and bids aligned with a company’s brand.Read 9 Oct 2026 · xait.com
Documentation and support
GetApp lists email/help-desk support, a knowledge base, in-person and live-online training, webinars, documentation and videos.Read 20 Oct 2026 · getapp.com
Gartner product description
Gartner describes structured document assembly, collaboration, version control, templates, workflow automation and approval tracking.Read 20 Oct 2026 · gartner.com
GetApp feature feedback
Users rate version control 4.8/5, proposal generation 5.0/5, automatic formatting 4.4/5 and document management 4.1/5.Read 20 Oct 2026 · getapp.com
Guided builder
A step-by-step questionnaire combines with a content library to build custom proposals.Read 9 Oct 2026 · xait.com
Guided questionnaire
A structured questionnaire assembles an initial proposal from answers and relevant stored content.Read 20 Oct 2026 · xait.com
Hosting
Xait lists Amazon Web Services and Microsoft Azure as infrastructure subprocessors, with processing locations in the US, EU and UK.Read 20 Oct 2026 · xait.com
Hybrid search
Its search combines semantic and lexical methods to find relevant knowledge-base content by intent as well as keywords.Read 20 Oct 2026 · xait.com
Knowledge base
The knowledge base stores reusable text and visuals such as administrative documents, methodologies, CVs and equipment sheets.Read 20 Oct 2026 · xait.com
Limit: knowledge-base freshness
One Software Advice reviewer said the knowledge base seemed dated compared with newer product developments.Read 20 Oct 2026 · softwareadvice.com
Limit: layout flexibility
A Software Advice review described some layout controls as rigid compared with tools such as PowerPoint or Canva.Read 20 Oct 2026 · softwareadvice.fr
Praise: centralization
Reviewers praise the centralized knowledge base, consistent branding and organized proposal process.Read 20 Oct 2026 · softwareadvice.com
Praise: time savings
Reviewers repeatedly praise faster proposal drafting, less formatting work and improved document quality.Read 20 Oct 2026 · softwareadvice.com
Pricing availability
The product page directs visitors to schedule a discovery call or contact an expert and does not state a price.Read 9 Oct 2026 · xait.com
Rating on Capterra
4.5 out of 5 from 17 reviews.Read 20 Oct 2026 · capterra.com
Rating on G2
No rating out of 5 from 0 reviews; G2 says there are insufficient reviews to provide buying insight.Read 20 Oct 2026 · g2.com
Rating on Gartner Peer Insights
No rating out of 5 from 0 reviews; the product page says no reviews yet.Read 20 Oct 2026 · gartner.com
Rating on GetApp
4.5 out of 5 from 17 verified reviews.Read 20 Oct 2026 · getapp.com
Rating on Software Advice
4.5 out of 5 from 17 reviews.Read 20 Oct 2026 · softwareadvice.com
Review and comments
Users can exchange real-time comments and replies inside proposal documents.Read 20 Oct 2026 · xait.com
Security model
Collaboration uses granular role and permission controls, with actions and activity associated with user control and monitoring.Read 20 Oct 2026 · xait.com
Support and sales
Xait invites prospective customers to book a live demo and speak with an expert about their business and industry.Read 9 Oct 2026 · xait.com
System platform
GetApp lists web, Android and iPhone/iPad deployment support.Read 20 Oct 2026 · getapp.com
Traceability
AI suggestions are tied to authorized source content with one-click access to source and freshness information.Read 20 Oct 2026 · xait.com
Writing assistance
XaitAssistant adjusts suggested content’s tone and language level to the target client’s profile.Read 9 Oct 2026 · xait.com
XaitRFI
XaitRFI suggests answers for RFIs, DDQs and security questionnaires using similarity matching against the knowledge base.Read 20 Oct 2026 · xait.com
XaitWebProposal
XaitWebProposal publishes proposals as branded interactive microsites with two-way messaging and traffic analytics.Read 20 Oct 2026 · xait.com

Plans and prices

XaitProposal Priced on request Pricing not published; book a demo to discuss the product Read 9 Oct 2026 · xait.com
XaitProposal Priced on request Pricing available upon request Enterprise subscription tiers vary by users, features, deployment and customization Read 20 Oct 2026 · capterra.com

Every XaitProposal plan and price →

Strong points and limits

Strong points

  • Guided proposal-building questionnaire
  • Semantic and lexical knowledge search
  • Cloud co-authoring with comments
  • Contract templates and clause tools
  • Source-linked AI suggestions

Limits

  • Pricing is not published
  • Specific integrations are not named
  • Designed for complex proposal teams

Who it suits

XaitProposal is aimed at organizations responding to RFPs and teams handling high volumes of complex, high-impact proposals. It suits groups needing shared content, branded output, and contract workflows.

Verdict

XaitProposal combines guided writing, reusable knowledge, collaboration, contracts, and source-traceable suggestions for proposal operations. Prospective customers must schedule a discovery call or demo to discuss the product and price.

Where Specifiction places it

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