Guide · Enterprise software selection
ERP, CPQ and CRM RFI checklist: 12 questions to answer before you issue
Most enterprise software selections go wrong before a single vendor responds. The RFI asks about features instead of workflows, ignores integration and data, and has no agreed way to score answers. Use this checklist to fix that before you hit send.
Before you write anything
What decision is the RFI meant to support?
Shortlisting, budgeting and replacing a system are different decisions. Name it, and name who signs off.
Which business processes are actually in scope?
List the end-to-end workflows (quote-to-cash, procure-to-pay, plan-to-produce), not a feature wish list.
What must not change?
Regulatory obligations, contractual commitments and systems that will stay. These are your constraints.
Architecture and integration
Which systems must the new platform exchange data with?
Map each integration: direction, frequency, volume and who owns the data on each side.
Where will master data live?
Customers, products, prices and bills of materials need one owner. Ambiguity here causes most post-go-live pain.
How will data migrate, and how clean is it?
Ask vendors how they handle migration, but assess your own data quality first.
What APIs and extension model does the vendor offer?
Customization that survives upgrades matters more than a long list of out-of-the-box features.
Vendor questions that expose real fit
Can they demo your scenario with your data?
Scripted demos built around your workflows reveal more than a standard presentation.
What does a comparable customer's implementation look like?
Ask for timeline, team size and what went wrong, and speak to a reference you choose.
What is the full cost over five years?
Licences, implementation, integration, support, upgrades and internal staff time.
Making the decision defensible
How will responses be scored?
Agree weighted criteria before responses arrive, so the decision is not driven by the best salesperson.
Who owns the architecture after selection?
Someone must keep the implementation aligned with the target architecture once the vendor starts.
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