How FacilityForce replaced Loopio with Inventive AI RFP software for 1,000-question government RFPs, and now recommends it across its parent group

A government software vendor dropped Loopio's auto-answer and now drafts 1,000-question RFPs from its own source documents.

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1,000 Questions, Drafted Not Guessed

Loopio's auto-answer kept missing the mark. Inventive AI drafts a real answer to each question from FacilityForce's own documents.

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Quality Chosen Over a Cheaper Tool

FacilityForce picked Inventive AI because it did the better job, not because it cost less.

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1 Year In, and Recommending It

Now recommended across the Volaris portfolio, and a sister company already bought it.

FacilityForce and Inventive AI case study cover

For FacilityForce, a maker of integrated workplace management software for state and local government, RFPs of up to 1,000 questions decide which agencies it wins. Loopio's auto-answer never matched how those questions were phrased, so the team kept searching the library by hand. With Inventive AI as its RFP software, the team drafts each questionnaire from its own source documents. This case study is based on conversations with Kevin Raasch, VP Business Development and Chief Customer Officer, and Kaitlin Igel, RFP Owner, at FacilityForce.

Impact at a Glance

FacilityForce impact at a glance: From Loopio Holdout to Portfolio Advocate

About FacilityForce

FacilityForce makes integrated workplace management software for state and local government and is part of Volaris Group, a Constellation Software company. It answers 8–12 RFPs a year that can run to 1,000 questions each, mostly in Excel, with 5–10 contributors working from Confluence, SharePoint and Teams. That made it a software vendor selling to state and local government that needed RFP software built for long, repetitive questionnaires.

The challenge: Loopio's magic answers weren't working

At 8–12 RFPs a year, a seat-based Loopio license was hard to justify. Worse, Loopio's auto-answer feature never matched the way government questions were actually phrased, so the team went back to searching the library by hand.

"We have been using Loopio. Our contract just ended with them or is ending here soon. We're maybe 8 to 12 a year, which is part of why we weren't feeling the value from Loopio."
— Kevin Raasch, VP Business Development and Chief Customer Officer, FacilityForce
"Their magic feature for automatically filling in answers never really worked for us. We always had to kind of manually look up in the library what answers might be applicable and pick and choose. And so it was still a bit manual."
— Kevin Raasch, VP Business Development and Chief Customer Officer, FacilityForce
"A lot of the questions varied just slightly, so we just felt like the magic feature just did not match answers very well."
— Kaitlin Igel, RFP Owner, FacilityForce

When the team decided not to renew, Kaitlin started looking for a Loopio alternative for small teams.

"When we knew we weren't going to re-up our Loopio subscription, I just started really diving into what our other professionals are using. Your guys' name was mentioned in some of the forums I was reading."
— Kaitlin Igel, RFP Owner, FacilityForce

Why FacilityForce chose Inventive AI over a cheaper alternative

FacilityForce ran a one-week proof of concept in September 2025 and chose Inventive AI over a lower-priced tool. It signed in October and onboarded in early November.

Inventive AI drafts each questionnaire from the team's Confluence and SharePoint content through Inventive's integrations, then exports back to the original Excel file. That made it RFP software for 1,000-question government RFPs that fit the team's existing workflow.

"It'll certainly come down to which tool we think is doing a better job and gonna make it easier for us in the long run."
— Kevin Raasch, VP Business Development and Chief Customer Officer, FacilityForce

How FacilityForce went from Loopio customer to Inventive AI advocate

A straight replacement for Loopio

"I think Inventive is going to be a replacement for that, and it shouldn't change our workflow too much."
— Kevin Raasch, VP Business Development and Chief Customer Officer, FacilityForce

Live in November 2025

"We're excited to be live."
— Kevin Raasch, VP Business Development and Chief Customer Officer, FacilityForce

Recommended to peers across Volaris Group

At a Volaris Group event of about 2,000 attendees, Kevin led a session on making the RFP process more strategic, and Inventive AI came up.

"I happened to be doing a session where I brought up Inventive and there were just a number of people in that session that said, we'd like to look into that."
— Kevin Raasch, VP Business Development and Chief Customer Officer, FacilityForce

How sister company AssetWorks priced the payback at five RFPs

After a reference from FacilityForce, AssetWorks, another Volaris business, ran its own proof of concept. Its AssetWorks case study covers the full results.

"I calculated how much time and money we saved testing this out last Sunday. I spent two hours, what would have taken me almost three days to do. So I averaged that out, and I'm like five RFPs, and this is paid for."
— Jessica Raasch, Solutions Engineer, AssetWorks
"It was like $5,000 we saved just in the time. That's an average size RFP."
— Jessica Raasch, Solutions Engineer, AssetWorks

Why FacilityForce now brings Inventive AI up with peer companies

"I was leading a session about RFPs and how to make that process more strategic for our companies. That's how RFP tools and how Inventive came up."
— Kevin Raasch, VP Business Development and Chief Customer Officer, FacilityForce

Answer 1,000-question government RFPs from source documents with Inventive AI

Inventive AI helps technology vendors answer long government RFPs from the content they already maintain, with usage-based pricing from $830 a month, billed annually, instead of per-seat licenses.

Book a demo to see how Inventive AI handles RFPs like FacilityForce's.

Frequently Asked Questions

Why are Loopio magic answers not working?

It matches new questions against stored ones by wording, and government RFP questions change slightly every time. When the wording drifts, the match fails and the team is back to manual lookup. Drafting from source documents against the question as asked avoids that dependency.

Is Inventive AI worth it for a team doing 8–12 RFPs a year?

For teams whose RFPs are long, yes. FacilityForce's run to 1,000 questions each, so even a handful a year adds up to weeks of work. Its sister company calculated that the software pays for itself after about five RFPs.

Can RFP software handle 1,000-question government questionnaires in Excel?

Yes. Inventive AI imports the workbook, drafts answers for every row and exports back to the original Excel format, so the agency gets the file it asked for.

Is Inventive AI a Loopio alternative for small teams?

Yes. FacilityForce replaced Loopio with Inventive AI after a one-week proof of concept, choosing it over a cheaper option because it produced better drafts.

What should software vendors selling to state and local government look for in RFP software?

Support for very long Excel questionnaires, drafting that copes with slightly reworded questions, and connections to where product content already lives, such as Confluence and SharePoint. Pricing that suits a modest yearly RFP count matters too.

How do you calculate ROI on RFP software?

Compare the hours each RFP takes before and after, multiply the difference by the team's loaded hourly cost, and divide the software's price by that saving per RFP. AssetWorks did this and found a three-day RFP took two hours, which paid back the software in about five RFPs.