AssetWorks Facilities reclaimed 1.5–2 FTEs, and $105K in net savings.
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AssetWorks Reclaims 1.5–2 FTE Capacity & $105k in net savings
Scaled RFP output without adding headcount, reclaiming the equivalent of 1.5–2 full-time employees.
AI agents generate more contextualized, more personalized responses that help them in winning more.
For AssetWorks Facilities, RFPs are not a side channel. They are one of the primary ways higher education customers evaluate and purchase software.
But with complex RFPs, multiple contributors, technical requirements, and content scattered across old proposals and internal repositories, the team needed a faster and more reliable way to respond.
With Inventive AI, AssetWorks moved beyond legacy RFP content libraries and began generating high-quality, current, requirement-specific responses from trusted source content. This case study is based on a conversation with Jessica Raasch, Solutions Engineer at AssetWorks Facilities, who shared how Inventive AI helped her team achieve 422% ROI, reclaim 1.5–2 FTEs of capacity, and generate higher-quality RFP responses from trusted content.
AssetWorks achieved $105K in net savings and a 422% ROI with Inventive AI. (You can model your own numbers with our RFP ROI calculator.)
The team scaled RFP output without adding headcount, reclaiming the equivalent capacity of 1.5–2 full-time employees.
AssetWorks' team found that Inventive consistently generated responses that were more complete, accurate, and requirement-focused than what contributors typically produced manually. By grounding answers in trusted source content and tailoring them to the specific requirement being evaluated, Inventive helped the team deliver stronger responses with greater consistency and confidence — improving their ability to compete and win.
"The quality is much, much better. The answers are intelligent and current — not just recycled text that we hope is still accurate."
AssetWorks Facilities is an integrated workplace management system serving higher education institutions. Its customers include colleges and universities managing complex facilities operations across millions of square feet of space, long-term leases, capital construction, asset condition assessments, energy costs, space utilization, and more.
Because higher education institutions often require competitive procurement processes for software of this size and complexity, RFPs are a critical part of AssetWorks' go-to-market motion. The team responds to roughly 30 RFPs per year, making RFP execution a direct driver of pipeline and revenue.
For AssetWorks, RFPs are not administrative work. They are one of the most important ways new customers enter the sales process.
Before Inventive, AssetWorks' RFP process was time-consuming and highly manual. A single RFP could include questions across capital projects, energy, space utilization, technical capabilities, security, implementation, and more.
Even with about five people contributing to an average RFP, the process often required nights and weekends. Different contributors wrote in different styles, and the team spent valuable time searching through old proposals for content they knew existed somewhere.
"Working nights and weekends. Even with five people on our team working on these, it can take a long time to get them done."
The team had used legacy RFP tools before, but the core problem remained the same: keeping answers fresh, current, and relevant. Older tools helped store content, but they still required the team to search by keyword, reuse old answers, and manually manage the content library.
"Keeping answers fresh and current was almost impossible."
For technical and security-heavy RFPs, outdated answers created added risk. If an old answer was reused, prospects could assume AssetWorks was not compliant, even when the product actually met the requirement.
The team needed a better way to generate current answers without turning content maintenance into another full-time job.
AssetWorks chose Inventive because it was more than a smarter content library. Instead of relying on manual keyword search across old Q&A pairs, Inventive generates responses from trusted content sources and helps the team answer the specific requirement being asked.
"It wasn't just a smarter content library. The way it understands context and surfaces relevant answers felt like a meaningful leap over what we'd used before."
AssetWorks connected Inventive to SharePoint — one of several supported integrations — allowing the team to choose which repositories and documents Inventive should use. This gave the team confidence that responses were being generated from current, trusted content — not random outdated answers buried in old proposals.
Inventive helped AssetWorks move from searching through old content to generating current answers from trusted documentation.
With Inventive AI, AssetWorks transformed how the team creates RFP responses.
Instead of searching through old proposal content, the team can now generate responses based on the latest approved documentation. Instead of five contributors producing five different writing styles, Inventive helps create a more consistent voice across sales, solutions engineering, proposal management, technical services, and leadership. Instead of manually checking whether an answer addresses the requirement, Inventive helps generate responses that are more closely aligned to what the prospect is actually asking.
"Responses feel like they're coming from one voice and not five different people."
The platform was also easy for the team to adopt. AssetWorks did not need a heavy change-management process because users saw the value quickly and actually wanted to use the platform.
"There was no fight to adopt this. Everybody loves it."
AssetWorks built a clear ROI case before choosing Inventive. The team evaluated how many RFPs they complete, how long each RFP takes, who is involved, and how much labor goes into the process.
After implementing Inventive, AssetWorks estimated $105K in net savings and a 422% ROI on platform cost. The team also expects that winning just one deal with Inventive can deliver approximately a 10x return.
Inventive helped AssetWorks reclaim the equivalent capacity of 1.5–2 full-time employees. Instead of adding headcount to keep up with RFP demand, the team can now use Inventive to complete more work with the people already involved in the process.
"We don't have to add headcount to make this faster. We use the tool and we're doing so much more with that."
Before Inventive, RFPs could take 8–12 days to complete. Now, AssetWorks completes RFPs in about 4–5 days on average. But the improvement was not just speed — Jessica emphasized that the response quality is now significantly better. The answers are intelligent, current, consistent, and validated against the data AssetWorks trusts.
"The immediate and measurable change has been the response time."
"The quality is much, much better."
One of AssetWorks' favorite Inventive features is the ability to connect directly to SharePoint. The team can choose the content repositories and documents Inventive should use, ensuring answers are generated from up-to-date information the team already trusts.
"It pulls from content we already have and trust."
This is especially valuable for technical and security questions, where outdated answers can create unnecessary risk during procurement.
For AssetWorks, one of the biggest "wow" moments was seeing how Inventive-generated answers mapped back to the customer's requirement. Rather than simply describing product features, Inventive helps generate responses that directly answer the problem the prospect is trying to solve.
"The wow moment was showing how this response is actually meeting the requirement."
This gave AssetWorks more confidence in the quality and relevance of its RFP responses.
AssetWorks typically has about five people involved in an average RFP, including sales, solutions engineering, proposal management, technical services, and leadership. Before Inventive, each contributor might describe the same capability differently. With Inventive, responses feel more unified, consistent, and polished.
One team. One voice. More consistent RFP responses.
AssetWorks also highlighted the Inventive team's support during onboarding and after purchase. Jessica noted that the team was responsive, helpful, and continued to support AssetWorks after the sale.
"You didn't just leave us hanging."
The team also saw meaningful product improvements quickly, including updates to the importing process and AI tagging that reduces manual work when importing questionnaires.
"Your product development is very fast."
Legacy RFP platforms helped AssetWorks maintain a content library, but they still required manual searching, manual content updates, and manual judgment about which answers were current.
Inventive changed the workflow. Instead of searching for old answers, AssetWorks can now generate current responses from trusted content.
"Instead of searching for the answer, Inventive is actually auto-generating them from our content."
For teams using older RFP platforms, the difference is clear:
Legacy RFP Tools — Store old answers and require manual keyword search.
Inventive AI — Generates current, requirement-specific answers from trusted content.
Legacy tools help teams manage content. Inventive helps teams generate better answers.
For teams evaluating RFP platforms, AssetWorks recommends building the ROI case before starting the evaluation. Understand how many RFPs you complete, how long they take, who is involved, and how much time your team is spending.
Then look beyond content management. The right RFP platform should not just store answers. It should help your team respond faster, improve answer quality, reclaim capacity, and create a competitive advantage.
"Don't think about it as a content management tool. It really is so much more than that. It's a competitive advantage."
"For anybody spending nights and weekends doing RFPs, or turning RFP responses down because you don't have the resources, this is the tool to go with."
Inventive AI helps revenue, solutions, proposal, and technical teams respond to complex RFPs, security questionnaires, and DDQs faster with current, trusted, AI-generated answers.
With Inventive, teams can reclaim capacity, improve response quality, and turn RFP response into a competitive advantage.
Book a demo to see how Inventive AI can help your team achieve measurable ROI from RFP automation — or explore more customer stories from teams like AssetWorks.