ERP RFP Template: How to Write ERP Requirements

An ERP RFP (Request for Proposal) is a formal document that asks ERP vendors to respond to your requirements in a standardised format so you can compare them fairly. A complete ERP RFP contains eight sections: company overview, project scope, functional requirements, technical requirements, implementation approach, pricing, vendor information, and submission logistics.

Updated June 2026.

What Is an ERP RFP?

An ERP Request for Proposal (RFP) is a formal document that organisations send to ERP vendors to solicit detailed proposals for their enterprise resource planning needs. A well-structured RFP translates your ERP requirements into a standardised format that enables objective vendor comparison. The starting point is a clear, prioritised list of functional requirements — the capabilities your business actually needs vendors to demonstrate.

The ERP RFP serves three purposes:

1. Communicates your needs — Vendors understand exactly what you require
2. Enables comparison — All vendors respond in the same format
3. Creates accountability — Vendor commitments in the RFP response become contractual

Generate your RFP requirements — Our Requirements Wizard lets you select from 500+ requirements across 13 modules and export a prioritised list ready for your RFP. Start the Wizard →

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ERP RFP Structure

A comprehensive ERP RFP should include these eight sections:

Section 1: Company Overview

Provide vendors with context about your organisation:

• Company name, industry, and headquarters location
• Revenue range and employee count
• Number of legal entities and countries
• Current ERP system (if any) and reason for replacement
• High-level project objectives

Section 2: Project Scope

• Modules in scope — List the functional areas you're evaluating (see 13 core modules)
• User count — Total named users, concurrent users, by module
• Deployment preference — Cloud, on-premise, or hybrid
• Timeline — Target go-live date and key milestones
• Budget range — Optional but helps vendors tailor proposals appropriately
• Geographic scope — Countries, languages, and currencies required

Section 3: Functional Requirements

This is the largest section. Organise requirements by module with a response format for vendors:

Response categories explained:

• Standard — Available out-of-the-box, no configuration needed
• Configuration — Available through setup/configuration, no custom code
• Customization — Requires custom development
• Not Available — Not supported, would require third-party solution

For a complete list of requirements by module, see:

• Finance requirements (65+ items)
• Procurement requirements (40+ items)
• Sales requirements (35+ items)
• Manufacturing requirements (40+ items)
• All 13 modules

Section 4: Technical Requirements

Cover infrastructure, integration, and security:

Deployment & Architecture

• Hosting options and data residency
• Multi-tenant vs single-tenant architecture
• System availability SLA (target: 99.9%+)
• Disaster recovery and business continuity
• Update/upgrade frequency and process

Integration

• Available APIs (REST, SOAP, webhooks)
• Pre-built connectors for your existing systems (list them)
• ETL/middleware recommendations
• Real-time vs batch integration capabilities

Security & Compliance

• Authentication methods (SSO, MFA)
• Role-based access control
• Data encryption standards
• Compliance certifications held
• Audit trail capabilities
• Data backup and retention policies

Section 5: Implementation Approach

Ask vendors to detail their implementation methodology:

• Recommended implementation methodology (waterfall, agile, hybrid)
• Proposed project timeline and phases
• Data migration approach and experience
• Training programme and materials
• Change management support
• Go-live support and post-go-live stabilisation
• Key personnel and their experience

Section 6: Pricing

Request a detailed cost breakdown so you can compare total cost of ownership, not just licence list price. Pair this section with our ERP implementation cost breakdown to sanity-check the numbers vendors return:

See our ERP pricing guide for typical cost ranges by vendor.

Section 7: Vendor Information

Request vendor context:

• Company history, ownership, and financial stability
• Total customers and customers in your industry
• Product roadmap highlights for the next 24 months
• Customer references (3–5 in your industry/size bracket)
• Partner ecosystem for implementation and support
• Customer satisfaction scores or NPS

Section 8: Submission Requirements

Specify logistics:

• Response deadline
• Format and structure requirements
• Questions submission process and deadline
• Evaluation timeline and next steps
• Presentation/demo invitation criteria

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Sample ERP RFP Requirements by Module

Here are example requirements you can include, drawn from our 500+ requirement database. For the structured, prioritisable version of each of these, see our ERP functional requirements library:

Finance

• Multi-entity general ledger with intercompany eliminations
• Automated bank reconciliation with AI matching
• Revenue recognition compliant with ASC 606 / IFRS 15
• Period-end close automation with task management
• Real-time financial dashboards accessible to non-finance users

Procurement

• Configurable approval workflows based on spend thresholds
• Supplier self-service portal for PO acknowledgment and invoice submission
• Contract lifecycle management with renewal alerts
• Spend analytics with category classification

Manufacturing

• Multi-level bill of materials with version control
• Finite capacity scheduling with constraint management
• Shop floor data collection (barcode / MES integration)
• Quality inspection checkpoints integrated with production orders

HR & Payroll

• Multi-country payroll processing or certified payroll partner integrations
• Employee self-service portal for leave, expenses, and personal data
• Skills matrix and competency tracking
• Workforce planning and labor cost forecasting

For the full requirement set, use our Requirements Wizard or download the Excel template.

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ERP RFP Evaluation Scoring

After receiving vendor responses, score them using a weighted framework rather than gut feel — a defensible composite score protects you when leadership questions the recommendation.

Scoring Approach

1. Score functional fit — For each requirement, assign points based on vendor response:

   • Standard: 4 points
   • Configuration: 3 points
   • Customization: 1 point
   • Not Available: 0 points

2. Apply priority weights — Multiply scores by priority weight:

   • Must-Have requirements: 3x multiplier
   • Should-Have requirements: 2x multiplier
   • Nice-to-Have requirements: 1x multiplier

3. Calculate module scores — Sum weighted scores per module

4. Add non-functional scores — Score technical, vendor, and commercial criteria

5. Produce composite ranking — Weight and aggregate all categories

See our ERP Selection Criteria guide for the complete evaluation methodology, or jump straight to a side-by-side vendor comparison once you have a shortlist.

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ERP RFP Timeline

A typical ERP RFP process runs 8–12 weeks from drafting to award:

Compressing any stage tends to backfire: rushed requirements produce vague responses, and rushed scoring produces decisions you can't defend later.

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Common ERP RFP Mistakes

1. Too many requirements An RFP with 1,000+ requirements overwhelms vendors and delays responses. Focus on 200–400 prioritised requirements.

2. Vague requirements "The system should be user-friendly" is not actionable. Be specific: "The system should support configurable dashboards that non-technical users can modify without IT support."

3. No priority tiers If everything is "critical," vendors can't tailor their proposals. Use must-have / should-have / nice-to-have tiers.

4. Missing commercial terms Forgetting to request detailed pricing breakdowns makes cost comparison impossible later.

5. No vendor questions deadline Allow a Q&A period where vendors can ask clarifying questions. Publish all Q&A to maintain fairness.

6. Scoring after the fact Agreeing your scoring weights after responses arrive invites bias. Lock the weighted framework before the RFP goes out.

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Ready to build your ERP RFP? Generate a prioritised requirements list, then compare the vendors that fit.

Start the Requirements Wizard Browse Functional Requirements Compare ERP Vendors

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Frequently Asked Questions

What goes in an ERP RFP?

A complete ERP RFP has eight sections: company overview, project scope, functional requirements (the largest section, organised by module), technical requirements, implementation approach, pricing, vendor information, and submission logistics. The functional requirements section lists prioritised must-have, should-have, and nice-to-have items that vendors respond to as Standard, Configuration, Customization, or Not Available.

How long should an ERP RFP response period be?

Give vendors 3–4 weeks to respond to a comprehensive RFP. Complex RFPs with 300+ requirements may need 4–6 weeks. Shorter timelines result in lower-quality responses.

Should we share our budget in the RFP?

It's debatable. Sharing a budget range (not exact number) helps vendors right-size their proposals and self-select out if they're not a fit. Not sharing it risks receiving proposals that are wildly out of range.

How many vendors should receive the RFP?

Send the RFP to 4–6 pre-qualified vendors. More than 6 creates evaluation overhead. Fewer than 3 limits competition.

How do you score ERP RFP responses?

Score each requirement by vendor response (Standard 4, Configuration 3, Customization 1, Not Available 0), then multiply by a priority weight (Must-Have 3x, Should-Have 2x, Nice-to-Have 1x). Sum weighted scores per module, add technical, vendor, and commercial scores, then aggregate into a composite ranking.

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Related Resources

• ERP Requirements: Complete Guide — build your requirements list
• ERP Functional Requirements — the requirement library that feeds your RFP
• ERP Requirements Gathering — the process for collecting requirements
• ERP Selection Criteria — how to score vendor responses
• ERP Implementation Cost Breakdown — sanity-check vendor pricing
• ERP Requirements Template (Excel) — downloadable template
• Compare ERP Vendors — side-by-side vendor comparison