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Ivo, a leading AI Contract Review and Contract Intelligence platform, was drowning in security questionnaires. As the company scaled, the volume became unsustainable for their lean security team.
1. Pure volume overwhelmed manual processes. At 4-5 security questionnaires per week early in the year, Josh, a security engineer at Ivo, was spending his whole week responding to questionnaires containing hundreds of repeating questions. "They were taking me two to three days apiece to complete. I had no time to do anything else."
2. Tacked-on tools failed to deliver. Josh first tried automation features built into existing security compliance tools. "I was like, oh, this is useful. And then I ran into tons of problems with it." The tools weren't purpose-built for the workflow and couldn't handle the complexity.
3. ChatGPT workarounds were time consuming and produced suboptimal responses. Without proper tooling, Josh used ChatGPT on the side and copy-pasting answers that required significant editing.
It became clear that Ivo needed a purpose-built solution to handle the volume, driven by the explosive demand for their product in the market.
"Arphie won my evaluation process with 5 other vendors, it wasn't even close. I gave all of them the same information, ran two or three security questionnaires, and looked at each—how many of these questions are good out of the box? Arphie won that handily."
- Josh, Senior Security Engineer
After discovering that purpose-built RFP/security questionnaire tools existed, Josh evaluated five different platforms including Responsive (RFPIO), Loopio, and other AI-native software. Arphie stood out decisively:
Unmatched AI accuracy. Josh's primary evaluation criterion was "the accuracy of the responses and how little I had to edit them." Running the same questionnaires through multiple platforms revealed a clear winner: Arphie's responses required dramatically less editing than any competitor.
Intuitive workflow and UI. Beyond accuracy, Arphie's user experience streamlined the entire process. "I tried using each platform to complete a security questionnaire—how easy is the flow and the UI? I really liked Arphie's clean up response button and other things like that."
Smart feature design. The "clean up response" feature particularly impressed Josh: "I can just type in something, click clean up response, and Arphie figures out the rest. It's way better than just asking ChatGPT to fix something."
"It's a 75% reduction in the amount of time it takes to do a security questionnaire. That's a pretty conservative number."
- David Malones, Cyber Security Analyst at Ivo
What once took 2-3 days per questionnaire now gets completed in a single day. This efficiency gain freed Josh to focus on higher-value security initiatives rather than drown in manual questionnaire work.
Despite volume increasing from 4-5 questionnaires per week to 20-22 per week, Ivo handled the surge with the same lean security team, processing approximately 200-300 questionnaires since April alone.
Having seen the success of the security team utilizing Arphie for questionnaires, the GTM team has come on board and also started using Arphie for RFPs as well.
As the team expanded and more and more users piled into Arphie, there was a minimal learning curve. "Most of the answers are already in Arphie. I don't have to sit there for weeks and weeks and teach people all of our security answers."
Moving from back-and-forth Google Sheets to Arphie's built-in review workflow transformed collaboration. "The ability to mark and review, then kick them back or put them complete—that flow is super, super useful."
"I think Arphie is probably the best tool when it comes to just user friendliness. It just makes sense. I never have anyone complain about 'I don't know how to do this.' I honestly have no complaints about the product."
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.
