OfficeSpace Software, a leading workplace management platform with strategic investment from Vista Equity Partners, faced a critical inflection point. As the company expanded into new product lines and markets, the Solutions Consulting team needed to scale RFP capacity, but their tooling was holding them back.
1. Previous RFP tool abandoned due to maintenance burden. The team had tried Responsive (formerly RFPIO), but "spent a lot more time maintaining it, and just figured going back to Excel was the same amount of pain." After several months, they stopped using Responsive entirely.
2. Experimented with custom-built Enterprise ChatGPT solution, but it required too much manual work. While the quality was passable, every response company specific response didn’t have the relevant context, and still required copy/paste. "That part was still a big pain," with no clear ownership for ongoing maintenance.
The team expected 50 projected RFPs and 350 security questionnaires annually, and with aggressive and exciting plans to expand into new markets, they knew they needed to find the right infrastructure to respond to RFPs.
"The quality of Arphie responses was significantly better than Loopio."
After evaluating both Loopio and Arphie head-to-head, OfficeSpace selected Arphie for three reasons:
Superior AI response quality. "We ran the same RFPs through both of them... Loopio's ‘Magic’ capability was still not there. But Arphie was intuitive—after one or two tries it started giving us pretty good responses."
Collaborative evaluation approach. While the Loopio sales team "was focused on closing the sale," Arphie’s approach stood out: "[The Arphie team] was a lot more collaborative. You cared about what we wanted to look at, and what we wanted to find out... you've just been jumping on things and solving things as soon as I talk about it."
Roadmap delivery that builds trust. During evaluation, Arphie acknowledged some integration gaps but committed to improvements. "You mentioned what you're working towards on your roadmap, and we decided to take that on faith given our POC experience. Since then, you've always followed through on the things you promised in your roadmap. For example, Arphie’s Excel import handling is now one of its best features.”
Overall, these differences were significant enough for the team to select Arphie, despite the team’s prior positive experiences with Loopio in prior roles.
"We got internal kudos for how the quality has increased. We did a lot more yes/no and templated stuff before, now we’re answering in full-on good rich responses for all the answers."
Arphie’s post-sale experience matched the evaluation experience. For example, when portal recognition issues arose, "you guys just jumped on it, got the right engineers working on it, and solved that problem in a few hours." The solution arrived in time for upcoming RFPs hosted in that same portal.
"I've had just incredible response times to any questions that have come up, and the Arphie team has always followed through on the things that are promised."
OfficeSpace Software transformed from abandoning legacy RFP tools and using Excel sheets to leveraging a scalable, AI-powered process that enables a lean team to punch above their weight, proving that the right technology partner like Arphie can equip an efficient, tech-forward team with strong competitive advantages.
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 knowledge base and/or content library on your previous provider. The Arphie team will provide white-glove onboarding throughout the process of migration.
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.
Customers switching from legacy RFP or knowledge 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 patented, 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.
