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How RFPIO Lookup Lets Exari Access Content Anywhere

How RFPIO Lookup Lets Exari Access Content Anywhere
Customer Stories, Enablement
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Enterprise companies in industries like financial services, professional services, healthcare and insurance require complex contracts to close business deals. Because of their complexity, those contracts often need amending throughout the creation, negotiation and approval stages, all the way through the renewal phase. Without a unified approach to enterprise contract management, companies don’t have a complete picture of value and risks buried within contracts.

That’s where Exari comes in. Exari is the global leader in enterprise contract lifecycle management, delivering visibility enterprise-wide by unifying all agreements into one secure platform. Exari’s platform unifies contract management across the enterprise to deliver contract insight, reduce risk and accelerate business outcomes for global companies.

Barrett Kelly is the Sales Operations Manager for Exari. Part of his role includes system management for all their field operations technology, including RFPIO. “I handle overall management of the platform and help direct the sales and pre-sales teams when it comes to technical questions about the tool.” It is his overall responsibility to improve the efficiency of the sales process at Exari.

It had been difficult for Barrett to gauge progress and effectiveness of the largely manual RFP process. After searching for an RFP software vendor, Barrett and the Exari team chose RFPIO because of a positive sales experience and the platform’s advanced technology. Pretty soon, they were seeing concrete improvements like time saved, a significant increase in completed RFPs, higher quality responses, and a full library of SME-approved answers.

A benefit that came later, and further improved their RFP experience, was RFPIO Lookup—an add-on feature that can be used as a browser extension, Outlook plugin, or as a desktop application.

Exari Logo

RFPIO Lookup Lets You Take Your Content With You

RFPIO Lookup lets users access their RFPIO Answer Library content while they are working in other applications; procurement platforms, CRM, responding to an email, or anywhere else they need access to the content. It saves people time and effort because they can access their content with one click, rather than having to sign in to RFPIO each time they need a quick answer.

Lookup is ideal for sales teams that are working quickly to close deals. “When a prospect needs clarification, rather than having to rewrite a response or go searching for an answer, now with Lookup they can just right-click while they’re in the email and the answer is immediately available,” Barrett said. “It makes them more responsive, and that’s my goal.”

This is especially helpful for global enterprises like Exari, because team members from all locations can access content centrally. And, with RFPIO they aren’t limited by user licenses allowing them to freely share the content across the enterprise. “We’ve found it to be very useful in our UK office. They receive a high volume of emails from prospects with many of the same questions in RFPs, which allows them to easily access approved content before sending their responses,” Barrett said.

Sometimes companies require RFPs to be completed within procurement systems instead of standalone documents or spreadsheets. “We often have prospects ask us to fill out RFPs within a procurement portal, which means we don’t have the benefit of a direct integration with RFPIO,” Barrett said. “You can imagine how this went before, having to go back and forth grabbing content and applying it. With Lookup, you get instant access to content in RFPIO to use anywhere.”

More Internal Efficiency with RFPIO Lookup

Lookup has a bonus feature available for configuration called Context. The Context functionality allows RFPIO administrators like Barrett to set rules within applications or on websites that recognize question format and offer up recommendations—without even having to click.

“This is another positive; using Lookup once we had the Context recommendations up and running saves a phenomenal amount of time and enables agile changes.” Barrett said.

A surprise benefit of RFPIO Lookup for the Exari team is on-boarding new hires. When a new employee is first getting familiar with the company and looking through the website, they can easily find more complete explanations about what Exari offers by accessing Answer Library content from Lookup.

A Better Experience With the RFPIO Team

Above all though, Barrett’s interactions with the RFPIO team have been the most significant part of his experience with the platform and the company.

“One of the major benefits of RFPIO is definitely our response rate improving, but the overall interaction with the team has been outstanding. If I’ve had any questions about RFPIO or Lookup, the team is always readily available to help,” Barrett said. “In fact, Ganesh actually helped me configure my original instance. To have the CEO work directly with you and resolve your issues is a pretty unique customer experience, and I’ve been grateful for that with RFPIO.”

Want to save time searching for content? Let us show you a demo of RFPIO Lookup.


Barrett Kelly

We often have prospects ask us to fill out RFPs within a procurement portal, which means we don’t have the benefit of a direct integration with RFPIO. You can imagine how this went before, having to go back and forth grabbing content and applying it. With Lookup, you get instant access to content in RFPIO to use anywhere.– Barrett Kelly is the Sales Operations Manager for Exari.

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