Honest customer stories

Composites from our first 30 paid customers — corporate planners, agencies, associations, TMCs and independent consultants across Europe.

About these stories. We compose each story below from multiple real customer interactions within the same persona segment, then change the name and identifying details before publishing. We do this because most of our customers — corporate planners and procurement teams inside pharma, finance and tech — cannot be quoted publicly by their employer. The metric in each story (hours saved, response rate, rate delta) is the real arithmetic mean across the underlying customers in that segment as of May 2026. If a journalist or analyst wants to verify a specific number, the methodology and raw aggregate cuts are documented in our press kit. Identities of underlying customers are not disclosed.

What we hear, segmented by who you are

Seven composite stories, one per persona segment we've onboarded so far. The right-hand metric is the segment average, not a single customer's best-case result.

Elena (composite)

Corporate planner · Mid-size pharma · DACH region

Team tier

Pain before Easy RFP

Four quarterly therapeutic-area meetings, each one taking two full working days to email eight hotels, chase replies, copy responses into a spreadsheet and normalise currency and rate types.

What changed

Same four RFPs, now ~3 hours of active work per RFP. Hours got reinvested into clause negotiation rather than spreadsheet maintenance.

~13 hours saved per RFPSegment average across pharma corporate planners (n=8 underlying accounts). Computed as self-reported pre-Easy-RFP hours minus measured in-app hours.

The hours I got back went into the actual sourcing strategy — which clauses to push on, not which spreadsheet cell to fix.— Elena (composite), Team tier

Lucas (composite)

Event producer · Boutique agency · Iberia

Agency tier

Pain before Easy RFP

Margin on incentive programmes depended on the BAFO round, but no view of which hotels still had rate to give. Negotiating by gut feel from a thread of email replies.

What changed

Normalised side-by-side of all offers, with flags on which properties statistically still had rate flexibility based on response patterns.

~6% lower total programme rateSegment average for agency BAFO rounds (n=6 underlying accounts). Computed as first-round vs. final-round contracted rate, weighted by room-nights.

On incentive programmes my margin lives or dies on the BAFO round. Easy RFP gave me a normalised view of seven offers in the same screen and flagged which three were leaving rate on the table.— Lucas (composite), Agency tier

Camila (composite)

Meetings director · European medical association

Team tier

Pain before Easy RFP

Multi-year venue cycles where board members asked "why this city, why this hotel" six months after the decision. Audit trail lived across email, Slack and a shared drive.

What changed

Scoring matrix, response history and BAFO trail in one record. Approval conversations stopped requiring reconstruction.

Approval cycle: ~2 weeks → ~2 daysSegment average for association meetings directors (n=4 underlying accounts). Self-reported elapsed time from board question to documented answer.

Associations live on multi-year venue cycles and our biggest pain is auditability — board members ask 'why this city, why this hotel' six months after the decision. Easy RFP keeps everything in one place.— Camila (composite), Team tier

Roberto (composite)

Sourcing lead · TMC (Travel Management Company) · Iberia

Agency tier

Pain before Easy RFP

The bottleneck wasn't negotiation — it was inbound response time. Hotels replied late, replied partial, or replied with rate types the corporate client didn't accept.

What changed

Structured intake on the hotel side, deadline visibility, and one-tap "remind incomplete responders". Response window shifted measurably.

72-hour response rate: ~41% → ~68%Segment average across TMC accounts (n=5 underlying). Computed as hotels submitting a complete response within 72h of RFP send, before vs. after migration.

We sit between corporate clients and hotels. That response-rate shift changed which clients we could realistically take on this year.— Roberto (composite), Agency tier

Fernando (composite)

Independent MICE consultant · Iberia & LATAM corridor

Pro tier

Pain before Easy RFP

Running sourcing for three to five corporate clients in parallel, each with their own spreadsheet template, looked unprofessional next to in-house procurement teams who had real tools.

What changed

Single tool, branded export PDF that drops straight into the client deck, audit trail per client.

~4 hours saved per client per monthSegment average for independent consultants (n=4 underlying). Self-reported deck-prep and reconciliation hours.

Easy RFP is the only tool that doesn't make me look like an amateur in front of procurement teams. The export PDF goes straight to the client deck.— Fernando (composite), Pro tier

Elena variant (composite)

Group meetings & compliance · Pharma · Switzerland

Team tier

Pain before Easy RFP

Pharma compliance requires a defensible rationale on file for every venue choice. Building that rationale retroactively in Q4 used to take six audit meetings.

What changed

The scoring matrix and weighted criteria are the rationale — they're produced as a by-product of running the RFP, not a separate audit deliverable.

Audit prep: ~6 meetings → ~1 meetingSegment average across pharma compliance-adjacent planners (n=3 underlying). Self-reported audit-cycle meeting count.

The audit conversation we used to dread in Q4 now takes one meeting instead of six.— Elena variant (composite), Team tier

Lucas variant (composite)

Sales-kickoff agency · France & Benelux

Agency tier

Pain before Easy RFP

Clients wanted a hotel shortlist within five business days of brief. Achievable in theory, hard in practice when waiting on email replies.

What changed

Parallel RFP send on Monday, defensible shortlist of three properties ready by Wednesday lunch. Predictable enough to build the client SLA around.

Brief-to-shortlist: ~5 business days → ~2.5 business daysSegment average across sales-kickoff agency accounts (n=3 underlying). Measured elapsed time from RFP send to shortlist export.

We send the parallel RFP on Monday morning and have a defensible shortlist of three properties by Wednesday lunch.— Lucas variant (composite), Agency tier

Press & analyst mentions

Status, May 2026: no third-party press mentions yet. Easy RFP is in its first 30 paid accounts and hasn't been covered by industry trade press, analysts, or association publications at the time of writing. We'll add real logos here only when real coverage lands — not before. If you're a journalist, analyst or association researcher who wants embargoed data or a fact-check on European hotel RFP response rates, the press kit has methodology, raw cuts and a direct contact.

Methodology — how these composites are built

Source: first 30 paid Easy RFP accounts, May 2026.
Segmentation: each story above maps to a single persona segment (pharma corporate, agency, association, TMC, independent consultant). Each segment has 3–8 underlying accounts.
Metric: the headline number in each story is the arithmetic mean across the underlying accounts in that segment — not a single best-case result. Sample size (n) is disclosed on each story.
Identity protection: names, exact employer names, city specificity and minor product details are changed. The shape of the pain and the shape of the change is real.
Quote sourcing: each quote is composed from recurring phrases we heard in onboarding calls, support tickets and renewal conversations within that segment. Quotes are not lifted verbatim from a single customer.
Verification: journalists and analysts can request the underlying aggregate cuts (without customer identities) via [email protected].

Want to be a customer story?

If you're an Easy RFP customer and want your real name and org on this page — with quote approval, copy review and a link back to your company — get in touch. We'll only publish named stories with written consent from you and your employer.

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