If you're tired of wrangling Word docs, chasing down the latest branding, or copy-pasting sections for every client proposal, this guide is for you. Whether you're in sales, proposal management, or just stuck making proposals because nobody else will, here's how to actually use Xait to make customized proposals without losing your mind—or your evenings.
Why bother with Xait in the first place?
Let's get the hype out of the way. Xait is a collaborative proposal software. It promises to help teams create complex, tailored proposals faster, with fewer mistakes. In reality, it's a shared workspace where you can organize reusable content, lock down your branding, and (if you set it up right) avoid the endless “is this the latest version?” dance.
But: you still need to do some upfront work. There's no silver bullet. If you just upload a bunch of random files and hope for the best, you'll end up with a mess. The good news is, if you follow some basic steps, Xait can actually save you serious time.
Step 1: Set up your proposal workspace the right way
Before you start churning out proposals, get your house in order. This is where most teams cut corners, and then wonder why everything feels clunky.
- Map out your standard proposal sections. Most proposals follow a loose structure: cover letter, executive summary, solution details, pricing, terms, etc. Write down what your team usually includes.
- Decide what needs to be customized per client, and what stays the same. Be honest—don’t kid yourself that “every proposal is totally unique.” Most are 80% standard.
- Get your branding sorted. Upload the latest logos, fonts, headers, and footers into Xait. Lock these down so nobody ‘improves’ them later.
- Set permissions carefully. Decide who can edit templates, who can just fill in blanks, and who should stick to reading.
Pro tip: Don’t skip the permissions step. One rogue edit to your pricing table template and you’re explaining to the CFO why you offered a 20% discount by accident.
Step 2: Build and organize your content library
This is where Xait actually shines—if you use it right.
- Turn your standard sections into reusable content blocks. In Xait, you can save sections like “About Us”, bios, case studies, and legal disclaimers as blocks. No more hunting through old proposals.
- Tag and categorize blocks. Use tags like “industry”, “region”, or “product line” so you can find the right content in seconds.
- Keep the library clean. Review content blocks every few months. Archive the “draft” stuff nobody uses.
What works: Standardizing bios, company background, and technical approaches. You’ll save hours and dodge embarrassing inconsistencies.
What doesn’t: Trying to make every section reusable. Some parts—like client-specific solutions or pricing—will always need custom work. Don’t force it.
Step 3: Create your proposal templates
Templates are your friend, but only if you use them sensibly.
- Start with your most common proposal type. Don’t try to build for every scenario at once. Pick your bread-and-butter deal first.
- Plug in content blocks where they make sense. For example, drop in a standard “About Us” block, but leave placeholders for customized sections.
- Add instructions and notes. Make it idiot-proof. If something needs to be customized, write a note like “Update with client-specific benefits here.”
- Test your template. Build a fake proposal using the template. See where people get stuck or confused.
What to ignore: Overcomplicating with too many conditional sections. If your template has more notes than content, you’re making it harder, not easier.
Step 4: Pull in the right people and assign tasks
Proposal creation is a team sport, even if you wish it wasn’t.
- Assign sections to the right people. In Xait, you can delegate different parts to sales, legal, engineering, etc. You’ll get better content, and fewer “who wrote this?” moments.
- Use deadlines. Assign due dates for each section. If someone’s late, Xait will nag them (so you don’t have to).
- Track progress. Watch the dashboard to see where things are actually moving, and where they’re stuck.
Works well: Cross-functional teams working in parallel, instead of waiting on one person to finish before the next can start.
Doesn’t work: Hoping people will magically find their section and do it on time. Assign, remind, repeat.
Step 5: Customize for your client—without reinventing the wheel
Now comes the “customized” part, but don’t overthink it.
- Start with your template. Spin up a new proposal from your template—it should already be 70-80% done.
- Swap in client-specific content. Update sections like the executive summary, solution description, and pricing. Use Xait’s variables and merge fields to auto-fill names, dates, and numbers.
- Double-check for leftovers. Make sure no “Dear [Client Name]” placeholders survive. Run a quick search for brackets or dummy text.
- Preview and polish. Use Xait’s document preview to see how the final proposal will look. Fix any formatting weirdness before you export.
Pro tip: Save any especially good custom sections in your library (with anonymized details) for future use. Good proposals are built on the bones of great ones.
Step 6: Export, share, and track
Once your proposal looks sharp, it’s time to get it out the door.
- Export options. Xait lets you export to PDF, Word, or even web-based formats. Choose what your client actually wants—not whatever looks flashiest.
- Share securely. If you’re sending sensitive info, use Xait’s secure sharing features instead of email attachments.
- Track opens and feedback (where possible). Some clients will ignore your fancy tracking links, but it’s worth a shot.
- Store a clean copy. Save a final version in your system—not just in Xait—so you can reference it later.
What works: Having a single source of truth for what you sent, and when.
What doesn’t: Relying on email threads or Slack messages as your “archive.” You’ll regret it.
Step 7: Tighten up your process as you go
The first few proposals you run through Xait will be clunky. That’s normal. Here’s how to improve:
- Debrief after each proposal. What slowed you down? What did you have to hunt for? Fix it in your template or content library.
- Resist endless tweaking. Don’t let “just one more improvement” delay actual deals. Ship, then improve.
- Ask your team for honest feedback. If people are bypassing Xait for Google Docs, find out why—it’s usually because something’s broken or slow.
Pro tip: A messy but shipped proposal beats the perfect template that never gets used.
Wrapping up: Keep it simple, and improve as you go
Xait isn’t magic, but if you set it up right and keep it organized, it can save you hours and cut down on embarrassing mistakes. Don’t try to automate every single thing—focus on the repeatable stuff, let your team handle the truly custom parts, and keep your content clean.
Start small, fix what’s broken, and don’t overcomplicate. The best proposal process is the one your team actually uses.