ERP strategy & selection
ERP RFP checklist: how to write requirements vendors can't dodge
Write an ERP RFP that gets useful answers: company profile, scenario-based requirements, Philippine compliance, technical needs, pricing and evaluation.
An ERP request for proposal (RFP) tells vendors what you need and how you will evaluate them. Many RFPs fail because they list hundreds of features that every vendor answers "yes" to. A good RFP describes your business, your scenarios and your constraints, asks for evidence instead of checkmarks, and specifies a pricing format that makes vendors comparable.
RFP structure
| Section | Contents |
|---|---|
| 1. Company profile | Companies, branches, employees, industries, locations, current systems |
| 2. Goals | What must improve and how success will be measured |
| 3. Scope | Modules and processes in scope for phase 1 and later phases |
| 4. Scenario requirements | Real business scenarios vendors must demonstrate |
| 5. Philippine compliance | Payroll, labor, BIR, data privacy requirements |
| 6. Technical requirements | Hosting, security, integrations, offline needs, devices |
| 7. Implementation | Expected approach, team, timeline, data migration, training |
| 8. Support | Hours, channels, response times, updates |
| 9. Pricing format | Standard template for five-year costs |
| 10. Evaluation and timeline | Criteria, weights, schedule, demo format |
Write requirements as scenarios
Instead of "system must support overtime," write:
Scenarios force vendors to show how the system actually works. Aim for 15 to 30 scenarios across processes.
Scenario ideas by area
- Payroll and HR: mid-cutoff transfer between companies; final pay within 30 days; 13th month with salary changes; year-end annualization with a previous employer (payroll guides)
- Inventory and warehouse: branch transfer with a shortage; cycle count adjustment; FEFO picking
- Purchasing and payables: requisition to PO to receipt to three-way match to check payment with 2307
- Sales and receivables: quotation to order with credit check; PDC bounce; statement of account
- POS: full day with senior discount, offline sales, refund, X and Z readings
- Production: job order from plan to finished goods with scrap and cost
- Finance: month-end close across three companies with intercompany eliminations
- KPI: scorecard review with an issue that becomes an improvement project
Philippine compliance checklist
- SSS, PhilHealth, Pag-IBIG and withholding tax with updatable tables
- 13th month, de minimis, final pay and annualization
- BIR Form 2316, 1601-C and alphalist outputs
- Invoicing aligned with EOPT rules; plan for e-invoicing
- POS requirements for BIR registration
- Data Privacy Act controls: access, logs, retention, breach handling
Pricing format
Give vendors a template with rows for software, implementation, data migration, integrations, customization, training, hardware, hosting and support across five years. Require assumptions (users, companies, branches) to be stated. See ERP cost.
Evaluation criteria
Publish your criteria and weights, for example: scenario fit, compliance, operational coverage, implementation approach, total cost, support and vendor stability. Use the same scorecard for every vendor. See ERP vendor evaluation.
RFP mistakes to avoid
- Copying a generic feature list from the internet
- Writing requirements only from IT's perspective
- Not involving branch and plant users
- Allowing free-form pricing that cannot be compared
- Giving vendors too little time to prepare scenario demos
Where Cirquolus fits
We welcome scenario-based RFPs and scripted demos. Send us your scenarios and we will show how Cirquolus handles them across payroll, operations, financial management and Business Compass KPI. Contact our team. Related: best ERP software in the Philippines.
Frequently asked questions
What should an ERP RFP include?
Company profile, goals, scope, scenario-based requirements, local compliance needs, technical requirements, implementation expectations, support needs, a pricing template and evaluation criteria.
How many requirements should an ERP RFP have?
Focus on 15 to 30 well-written scenarios plus essential compliance and technical requirements, rather than hundreds of feature checkboxes.
Who should write the ERP RFP?
A cross-functional team led by the business, with input from finance, HR, operations, sales, IT and branch users.
How long should vendors have to respond?
Enough time to prepare meaningful scenario demos and pricing, typically a few weeks depending on complexity.
Bring this workflow to a Cirquolus demo.
Show us your current process, companies and branches. We will map it to the modules you need and propose a realistic rollout.