Customer story:

PTC Produces More Proposals in Half the Time using XaitPorter

Petroleum Technology Company (PTC), a leading developer and supplier of premium gas lift and wellhead products, has a large, patent protected product portfolio developed in close relationships with customers. They have streamlined their complex proposal process and boosted collaboration, cutting their time spent on proposals in half.

Today, instead of fixing frustrating section problems in Word, or trying to fix an issue with styles after the document has been going back and forth between the project manager, team lead and content writer, they are working smarter.

Business outcomes

  • Saving 50% of time
  • Faster turnaround
  • Optimize team
  • More consistent tenders
PTC logo

Region
Norway

Company size
900

Industry
Oil and Gas

Solution
XaitPorter

About Interwell PTC

Interwell PTC is a leading developer and supplier of premium gas lift and wellhead products that enhance well integrity, safety, reliability and productivity for oil companies. The company has a large, patent protected product portfolio developed in close relationship with customers facing well-related challenges offshore. Herkules owns the company together with the founders and other employees.

“Creating hundreds of 1000-page tenders using Word and Excel was cumbersome, to put it mildly.”

– Shawn Le Maitre, Sales & Marketing Manager at PTC

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Time to Move Beyond Word

PTC, known for helping oil and gas production companies address their two biggest challenges, increasing well uptime and production, and assuring and enhancing well integrity, faced several time-consuming challenges that echo across the energy industry.

Sales offices in Bergen (NO), Aberdeen (UK), Houston (US), Rio de Janeiro (BR), Abu Dhabi (UAE) and Macae (BR) and the ‘usual suspects,’ Word and Excel, for a less-than-optimal tender production process.

  • Cobbling Together Information. “First, we had to get all the different documents cobbled together somehow.”
  • Getting the Formatting Right. “Then we’d typically spend at least a day and a half getting the formatting right, after five team members had been working in silos, generating five different document versions.” 
  • Manhours Kept Adding Up. “As the documents grew in size and we had to split them up into several pieces, things started to go awry. Pagination, graphics, layout… Fixing something in one place would cause something else to change in another. It was a mess, plain and simple.” 
  • Production Issues. “What’s more, we’d spend hour upon hour painstakingly going back and forth fixing issues before we could print. Typically, one and a half workdays would go to waste each time.”
XaitPorter screen mockup with logo

“If you’ve ever used Word with a document that’s over a hundred pages, it becomes extremely difficult to format, do indexing or anything with it. I used to spend literally days trying to get documents ready for tenders.”

– Shawn Le Maitre, Sales & Marketing Manager at PTC

Working “In Parallel Saves Us a Lot of Time”

Today, PTC has overcome the manual coordination, document compilation, and formatting challenges that were slowing them down. Now they work in parallel and skip the formatting issues to reclaim significant time.

“Back in our Word days, people would write something in the document they were working on, and then they would email the file. Another person then had to import it into the main document. Being able to work in parallel saves us a lot of time. But for me personally, not having to struggle with formatting issues is the biggest win in terms of time savings.”

  • Greater Efficiency. “Simply put, the more tenders you create using XaitPorter, and the
  • more you get used to the system, the more streamlined your process will be.”
  • Greater Productivity. “Ready-made templates that fit seamlessly with the rest of the document, as well as previously approved and vetted content, produces tenders much faster… and with a lot of control. That isn’t possible when at the mercy of Word.”
  • Greater Collaboration.“And secondly, being able to collaboratively work with colleagues that are in Abu Dhabi or Brazil or the US to put that document together.”

“We approached Xait and entered into an agreement with them. We started using XaitPorter, and things just worked out from day one, without a hitch.”

– Shawn Le Maitre, Sales & Marketing Manager at PTC

Win More Business

XaitPorter is the benchmark team co-authoring and automation software solution. Ideal for complex tenders, proposals and reports where teams co-author and everyone saves time to get more done.

  • Seamless Co-authoring. Work concurrently in the same document at the same time while auto save and version control handle the logistics. . 
  • Real-time Collaboration. Collaborate with experts and reviewers real-time, and quickly harness collective experience and wisdom.  
  • Document Integration. Automate information gathering and document compilation, and skip splitting documents into several pieces. 
  • Predefined Templates. Kick off, reuse vetted content, and maintain a consistent content structure control throughout development.
  • Layout Templates. Automate layout, pagination, and formatting and numbering, and skip the painstakingly slow back and forth of fixing issues before printing. 
  • Automated Workflow. Skip the manual “hand-offs” and make it easier for managers to keep the team on track and schedule.  
  • Version Control. Automatically save and track versions for compare, audit, and roll back.
  • Fast Learning Curve. “Initially, when you start using the system, you have to basically set up your template and go through that learning curve. But once you do one tender, your second one will take half the time, and then your third one will probably take a quarter of the time.”

Result: 50% Time Savings

Today, PTC produces more consistent tenders in half the time with XaitPorter.

“To win more business in a fiercely competitive marketplace, you need to do things smarter than before. Using Xait is a smarter way of doing things. I would definitely recommend Xait Porter to other companies.”

  • Time Saved. Automatic formatting has transformed PTC’s proposal creation processes. They no longer have to worry about spending a whole day or two on bullets and tables and diagrams.
  • Content Reuse. “By using ready-made templates that fit in seamlessly with the rest of the document. as well as previously approved and vetted content, you’re able to produce tenders much faster... and with a lot more control.”
  • Content Control. “Changes made are saved as they are written, so the document we’re working on is always the most recent version.”
  • Faster Process. “I think I’ve literally done ten tenders in the last 12 months, and all of them are concurrent, some of them had deadlines that were within days of each other. I would never have been able to do that without using XaitPorter, unless I had hired probably two additional people to help me put the tenders together.”

With XaitPorter, PTC has eliminated time-consuming formatting and streamlined their complex tender process. This efficiency has reclaimed significant time to focus on content quality.

With the right document co-authoring and automation tool, PTC is working smarter and paving the way for more with the same staff.

That’s a good thing considering their laser focus on enabling clients to reduce life cycle cost and enhance integrity, safety, reliability, and productivity. Of oil wells and dry wellhead systems.

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