How Contentful Replaced Maintenance-Heavy RFP Work With Trusted, AI-Accurate Responses

60%

Time Saved (conservative estimate)

The Challenge

After years on Loopio, a legacy RFP tool, Contentful’s go-to-market teams faced three chronic pain points:

Library trust & upkeep. The old system required almost a full-time employee to keep answers current—and users often stepped outside the library because they didn’t trust it.
Heavy effort per RFP. Typical responses consumed 30–40 hours across multiple people, turning every large request into a mini-project that diverted AEs, SEs, and SMEs.
Seat-based limits. Licensing-constrained collaboration; bringing in SMEs meant buying more seats, an expensive mismatch for cross-functional RFP work.

Contentful needed an AI-native RFP automation platform that could generate accurate first drafts from connected, approved sources, keep content fresh automatically, and invite broad participation without seat friction.

The Solution

“A standard RFP that's around 200 questions, or even a security questionnaire, could take our team upwards of 30 or 40 hours – and that's combined across at least two resources. So when you think about how expensive those resources are (especially technical presales), it becomes a pretty costly exercise. With Arphie we brought that down to 16 hours if I were to give a conservative estimate.”
— Ashley Blackwell-Guerra, Director of Field AI; Data Operations & System

Working with Contentful’s Global RevOps, SE, and GTM stakeholders, Arphie:

Connected the truth. Live integrations (e.g., Google Drive, website documentation, and more) brought product, security, privacy, and architecture source-of-truth into one place—eliminating parallel doc hunts.
Structured the knowledge base. Arphie helped organize content to reflect how reviewers evaluate responses (by product area, assurance, and policy)—improving both answer quality and review speed.‍
Gave the team a great first draft within minutes to build off of. From the foundation of refreshed information plugged into the internal sources of truth, Arphie gives Contentful GTM team members a way to kick-start their RFP process, freeing teams to focus on tailoring responses to the given prospect (vs. chasing down information and copy-paste).

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Why Contentful Chose Arphie

Fast, real-world proof. “The POC was about as easy as it could have been.” The team ran Arphie on a live enterprise RFP and immediately saw the platform’s ability to retrieve the right facts and draft high-quality, review-ready answers. ‍
Trust through transparency. Arphie drafts from company-approved sources by connecting to live sources and shows its work with citations—so reviewers can verify in seconds instead of re-writing from scratch. ‍
Pricing that fits how RFPs actually get done. “Kudos to the pricing model being per project and not per seat.” Contentful can loop in any SME needed, without new seat purchases or access hurdles. ‍
White-glove partnership. The team called out Arphie’s responsiveness and roadmap velocity during and after the POC—feature suggestions turned into product quickly, and enablement was “straightforward.”

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The Outcome

“We’d used legacy RFP software for years—but keeping the library accurate took constant effort, and people didn’t trust it. With Arphie, we can generate answers we trust and verify, straight from our own sources.”
— Jake Hofwegen, VP Global Revenue Operations and Enablement

From days of effort to a predictable, quick review workflow. Contentful replaced multi-day, multi-person drafting with fast, source-cited drafts that reviewers can trust.
Higher answer quality with less manual maintenance. Arphie’s AI drafts only from approved sources and flags confidence, reducing rework while improving consistency across security, privacy, and architecture.
‍Broader collaboration without license friction. Project-based pricing removes the seat tax that used to limit SME involvement—better answers, faster.
‍White-glove support at speed. The team noted hands-on, responsive support and rapid feature turnaround—a true partner, not just a vendor.

Curious about how Arphie can help?

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Customer

Contentful

Headquarters

Berlin, Germany & San Francisco, CA

Year Founded

2013

Company Size

700+

Industry

Headless CMS / Content Platform

FAQs

Frequently Asked Questions

I'm already using another RFP software provider. How easy is it to switch?

Switching to Arphie usually takes less than a week — and your team won't lose any of your hard work from curating and maintaining your content library on your previous platform. The Arphie team will provide white-glove onboarding throughout the process of migration.

What are Arphie's security practices?

Arphie takes security extremely seriously. Arphie is SOC 2 Type 2 compliant, and employs a transparent and robust data protection program. Arphie also conducts third party penetration testing annually, which simulates a real-world cyberattack to ensure our systems and your data remain secure. All data is encrypted in transit and at rest. For enterprise customers, we also support single sign-on (SSO) through SAML 2.0. Within the platform, customers can also define different user roles with different permissions (e.g., read-only, or read-and-write). For more information, visit our Security page.

How much time would I gain by switching to Arphie?

Customers switching from legacy RFP software typically see speed and workflow improvements of 60% or more, while customers with no prior RFP software typically see improvements of 80% or more.

Arphie enables customers to achieve these efficiency gains by developing patent-pending, advanced AI agents to ensure that answers are as high-quality and transparent as possible. This means that Arphie's customers are getting best-in-class answer quality that can continually learn their preferences and writing style, while only drawing from company-approved information sources. Arphie's AI is also applied to content management streamlining as well, minimizing the time spent on manual Q&A updating and cleaning.