If you're responsible for picking software to help your team manage complex sales deals, you know the pitch: “This tool will transform your go-to-market process!” But once you cut through the buzzwords, you're left with a harder question—how do you really compare something like Xait with the other B2B GTM (go-to-market) solutions out there? This guide is for sales ops leaders, proposal managers, and anyone actually in the weeds, trying to find software that saves time and headaches—not just checkboxes.
Let's walk through a practical, no-nonsense approach. We’ll cover what to focus on, what to ignore, and what rarely works as advertised.
1. Get Clear on Your Actual Pain Points
Before you start comparing tools, get brutally honest about what’s slowing you down. Complex sales has a way of spawning process problems that sound similar but feel very different:
- Are you losing deals because proposals take too long to produce?
- Is collaboration between pre-sales, sales, and legal a mess?
- Are you drowning in version control issues?
- Is compliance a real risk (or just a talking point)?
- Do you need to manage massive RFPs, or mostly smaller, custom proposals?
Pro tip: Write down your 3–5 biggest headaches. If a feature doesn’t address one of them, don’t let it sway your decision.
2. Map Out How Xait and Other GTM Tools Actually Work
Now, stack up how each solution handles the problems you just listed. Here’s a quick breakdown of what to look for:
Xait
- Strengths: Xait is known for collaborative document co-authoring—think proposals and RFPs where multiple people write at the same time, with strong version control. Their permissions system is robust, so you can lock down sections (handy for compliance-heavy industries). Workflow management is built-in.
- Weaknesses: Interface can feel dated. Customization (beyond templates and workflow) isn’t as deep as some platforms. If you’re hoping for built-in e-signature or contract lifecycle management, this isn’t Xait’s core.
- Ignore: Xait’s “AI” features are still basic—don’t expect it to write your proposals for you.
Other B2B GTM Solutions
Here are some types of tools you might see pitched as “GTM platforms” for complex sales:
- Proposal automation platforms (e.g., RFPIO, Loopio): Focused on RFPs and knowledge management. Good for content reuse and automation, but real-time collaboration and workflow can be hit-or-miss.
- Sales enablement suites (e.g., Seismic, Showpad): Great for content delivery, training, and analytics. These shine if you’re managing lots of collateral, less so for deep document creation.
- CPQ (Configure, Price, Quote) (e.g., Salesforce CPQ, Conga): If your pain is quoting complex pricing, CPQ can be a lifesaver—but they’re not proposal writing tools.
- Contract management (e.g., DocuSign CLM, Ironclad): Automate contracts and signatures, but not much help on the proposal or RFP side.
Watch out: Many vendors claim to “do it all.” In reality, most are strong in one area and mediocre elsewhere. Mixing and matching might be smarter (if your budget and IT can handle it).
3. Compare on Workflow, Not Just Features
Ignore the features checklist for a minute. How does the software actually fit your team’s day-to-day?
Questions to ask (and test): - Can multiple people work on the same document, at the same time, without stepping on each other? - How easy is it to assign sections, track progress, and get approvals? - Does the tool actually reduce back-and-forth emails and meetings? - If you have to export to Word or PDF for clients, does the formatting hold up?
What works:
- Xait’s simultaneous editing and section-level permissions are solid if you’re tired of version chaos.
- Proposal automation tools shine when you’re answering the same RFP questions over and over.
- Sales enablement tools are best when you need to train new reps or keep collateral fresh, but not for heavy document production.
What doesn’t:
- “All-in-one” claims often disappoint. If you need deep customization or complex integrations, check how open the platform is—some are walled gardens.
4. Dig Into Integration (This Is Where Reality Bites)
Every GTM tool will claim “integrates seamlessly” with your CRM, cloud storage, or e-signature provider. Here’s what to check, especially for Xait and its competitors:
- Native integrations: Does the tool have an out-of-the-box connection to Salesforce, Microsoft Dynamics, or your other must-have systems?
- APIs and custom connectors: If you have unique needs, is there real API documentation—or just a promise?
- File compatibility: Can you import/export in formats your clients demand? (Word, PDF, PowerPoint, etc.)
- Authentication: Does the tool support SSO or whatever your IT team insists on?
Pro tip: Ask for a technical demo, not just a sales pitch. Bring your IT or ops lead. Try a realistic workflow, not a canned “happy path.”
5. Weigh Collaboration and Compliance—Don’t Assume, Test
If you’re in an industry where compliance matters (finance, pharma, defense), don’t take vendors at their word. Xait’s fine-grained permissions and audit trails are a real plus, but every team works differently.
What to check: - Can you restrict editing to certain sections or users? - Are changes tracked and audit logs clear? - How easy is it to prove compliance to an auditor? - Is there a way to automate approval workflows—or does it get clunky fast?
Some GTM platforms bolt on compliance as an afterthought. If your process is genuinely regulated, dig deep here.
6. Pricing: Don’t Just Look at License Cost
The sticker price rarely tells the whole story. Here’s what to factor in:
- User minimums: Some platforms (including Xait) may require a minimum number of seats.
- Implementation and training: How much hand-holding will your team need? (Hint: The more complex your process, the more you’ll pay.)
- Ongoing support: Email-only, or do you get a real person? What’s the SLA?
- Document volume limits: Some SaaS vendors put caps on the number of proposals or documents you can manage per month.
Real talk: The most expensive tool is the one your team refuses to use. Bake in time for a pilot, and don’t be afraid to walk away if adoption is a slog.
7. Ignore the Hype—Focus on Usability and Adoption
No software is magic. The best tool won’t help if your team finds it clunky, slow, or confusing.
- Get hands-on. Run a real proposal or RFP through each finalist.
- Ask for references from similar companies—not just glowing case studies.
- Check the vendor’s product roadmap. Are they fixing real problems, or just adding flashy AI buzzwords?
Pro tip: If you can’t explain why you picked a tool in one sentence, you’re probably overthinking it.
8. Make a Shortlist and Run a Real-World Pilot
Once you’ve narrowed it down to two or three, set up a real-world test:
- Pick an upcoming proposal or RFP you actually need to do.
- Involve the people who’ll use the tool daily—not just managers.
- Score each tool on: speed, collaboration, version control, formatting, and integration.
- Get honest feedback. What felt smooth? What was a pain?
Ignore vendor hand-holding during the trial—they won’t be there in six months.
Wrapping Up: Keep It Simple, Iterate Often
There’s no perfect B2B GTM platform, and anyone who says otherwise is selling something. Figure out your must-haves, ignore the shiny extras, and get your team involved early. If a tool solves your top pain points and people actually use it, you’re on the right track. Don’t be afraid to switch gears if what you pick doesn’t work out—better to adjust early than get stuck with expensive shelfware.
Choose what works for you, not what makes for a pretty sales deck. And remember: software should make your life easier, not add another headache to your day.