Selection

Is an ERP RFP really required?

A practical decision guide on when to use a full ERP RFP, when to simplify it, and when to skip it altogether.

Not every ERP selection needs a formal RFP. In many cases, smaller businesses create one because procurement expects it or because the team wants structure, not because it is the best way to reach a decision.

An RFP is most useful when requirements are mature, the shortlist is already narrow, and the business needs a formal way to compare delivery and commercial assumptions. It is much less useful when the buying team is still discovering what it actually needs.

A weak RFP can create the illusion of rigour while slowing the process, overwhelming stakeholders, and rewarding vendors who are best at writing responses rather than solving the problem.

When an RFP is genuinely useful

• The business has already completed discovery and can describe its target scope, process priorities, and non-negotiable requirements clearly.
• The shortlist is down to two or three credible options and the team needs structured commercial and delivery comparison.
• Governance or procurement policy requires a documented evaluation trail.
• The project is large enough that assumptions, exclusions, and change-control mechanics need to be surfaced formally.

When you can skip or reduce the RFP

• The team is still unclear on core requirements and needs workshops, demos, or advisory help first.
• The shortlist is already obvious and the real decision is which partner can deliver well.
• The business would get more value from scenario-led demos, reference calls, and scope workshops than from long written submissions.
• Internal bandwidth is low and a formal RFP would delay the project without improving decision quality.

Good alternatives to a full RFP

• A structured requirements brief plus scenario-led demos.
• A focused commercial template that standardises pricing, assumptions, and exclusions.
• Partner interviews and reference calls using a consistent scorecard.
• A “mini-RFP” that covers only critical process, delivery, and commercial questions.

Decision rule

• If the RFP will create clearer comparison and expose risk, use it.
• If it is mainly filling a confidence gap because the business has not done enough discovery, pause and fix discovery first.
• If procurement needs a document trail, keep it focused and aligned to actual selection criteria.

FAQ

• Does skipping an RFP make the process less rigorous? Not if you replace it with structured scenarios, scorecards, and commercial discipline.
• Can small businesses use a light RFP? Yes, and they usually should.
• What is the biggest mistake? Treating the RFP as the discovery process instead of the output of discovery.