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What belongs in an ERP RFP

Most RFPs ask for feature lists, which every vendor can answer yes to. These sections produce answers that actually differentiate.

Your processes, not your features

Describe three processes that cause you the most trouble and ask each vendor to demonstrate them with your document types.

Scale and structure

Users by role, branches, legal entities, transaction volumes, languages required. Vague inputs produce uncomparable quotes.

Integration inventory

Every system the ERP must talk to, and which direction data flows. This is the most common source of change requests.

Data reality

Be honest about the state of your masters. Vendors who price against a clean-data assumption will re-price later.

Commercial structure

Ask for phase-by-phase pricing, an explicit out-of-scope list, and a three-year total including support.

Team and continuity

Who runs the project, are they on the pitch call, and what happens if they leave.

Questions worth including verbatim

Question What a good answer looks like
Who will run this project day to day? A named person, present at the pitch
What is explicitly out of scope? A written list, not a shrug
Show our awkward process in the demo They ask for your documents in advance
What happens to our data if we leave? Export formats and handover terms, without hesitation
Who answers support in month six? A named route with response times
What has gone wrong on a recent project? A real answer. Nobody has a perfect record

Read next

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Implementation checklist

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ERP Pricing

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In practice

How to use this RFP without getting identical proposals back

A request for proposal works when it describes your business, not a list of features every vendor will tick. The strongest sections are the process descriptions: how an order moves from enquiry to cash today, where it breaks, and what must be true after go-live. Add volumes (users, branches, invoices per month, SKUs), the systems that must be integrated, the Qatar requirements (e-invoicing phase, GRSIA and WPS, Arabic documents, data residency) and the constraints on timing, such as a financial year end or a Ramadan freeze.

Ask vendors for things that reveal how they work: a fixed price for a defined phase, the named consultants and their certifications, a reference in your sector in Qatar, the assumptions behind their timeline, how they handle data migration and reconciliation, and what support looks like in the first month after go-live. Ask for a demo scripted on your own processes rather than a product tour.

Score on fit and delivery capability, not on licence price alone. Licence is one of five cost lines; implementation quality decides the other four. If you want help running the selection, our consulting team writes requirements, scores proposals and sits on your side of the table.

Straight answers

Questions we are asked

Ten to twenty pages: business description, processes, volumes, integrations, Qatar requirements, constraints and the questions you want answered. Feature checklists add length, not signal.

Yes, for a defined first phase with acceptance criteria; time-and-materials for later phases is reasonable.

Three to five who already work in your sector in Qatar.

Yes, on your own processes and data samples; product tours hide gaps.

E-invoicing phase, VAT, GRSIA and WPS payroll, Arabic and English documents, hosting and data residency, Hijri dates where relevant.

Yes, for Zoho, Odoo, ERPNext and ManageEngine, and we will say if we are not the right fit.
Based in Doha, working across Qatar

Talk to our ERP team

Tell us how your processes run today and we will come back with a practical view of scope, effort and timeline.

Book a Free Demo Call +966 54 176 1946