RFI & RFP Advisory for Finance System Projects

Make vendor selection strategic—not stressful. Selecting a new finance or ERP system is more than a technical decision. It’s a commercial, operational, and strategic choice with long-lasting implications.

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Too many businesses treat the selection process like a formality—relying on pre-written templates, incomplete requirement lists, or generic product demos.

That’s where we come in.

Our RFI & RFP Support services help you run a structured, transparent, and outcomes-focused vendor selection process. We support you in designing, issuing, and evaluating RFIs (Request for Information) and RFPs (Request for Proposal) that reflect your organisation’s real needs—not just what the software can do, but what your business actually requires.

Why it matters

Your finance system underpins decision-making, reporting, controls, and compliance. Choosing the wrong system—or running a poor procurement process—can lead to:

Missed functionality or hidden costs

Misaligned expectations with vendors

Poor stakeholder buy-in

High implementation risk and low user adoption

Long-term regret and rework

A robust RFI/RFP process protects you from these outcomes. It ensures you’re not just comparing features, but assessing strategic fit, scalability, support models, and real-world impact.

We help you approach vendor selection with the same rigour you’d expect from any major investment: clear criteria, stakeholder input, and defined success metrics.

What we mean by RFI and RFP

While the two terms are often used interchangeably, they serve distinct purposes in a structured selection process:

RFI (Request for Information)

This is an exploratory tool, which is designed to help you understand the market. It’s commonly used early in the process to:

Identify viable vendors
Explore how different solutions approach your business needs
Understand solution capabilities without a full commercial proposal

An RFI is especially useful if you're unsure which type of system—cloud vs on-premise, modular vs suite—is appropriate for your environment.

RFP (Request for Proposal)

This is a formal procurement tool. It’s used once you’ve narrowed down your options and are ready to request detailed proposals. An RFP should:

Outline your requirements clearly and in context
Include specific questions on functionality, delivery approach, and commercial terms
Allow you to compare vendors on a like-for-like basis

Who this is for

Our RFI & RFP services are designed for:

CFOs leading finance transformation or system replacement projects

Procurement teams responsible for technology sourcing

Project leads managing finance or ERP selection

Organisations planning to replace Sage 50, Sage Line 100, or other legacy systems

Multi-entity or growing companies considering a move to Sage Intacct, Sage 200, or similar platforms

We work across sectors and can support both public and private sector processes—including tenders governed by public procurement frameworks.

“Working with itas during the early stages of our transformation gave us the clarity we needed to approach vendors with confidence. Their insight into the finance function made a huge difference. We didn’t just buy a system—we made a strategic investment that’s now paying off.”
Finance Director, UK-based Services Firm

What’s included in our RFI & RFP support

Our involvement is always tailored to your capacity and internal expertise. But a typical engagement can include:

Enhanced Collaboration with Integrated Communication Tools

Sage Intacct streamlines team collaboration with built-in communication tools. Instead of relying on emails or in-person queries, finance teams can leave comments directly on transactions, ensuring fast and clear decision-making.

1. Requirement definition and validation

We work with your internal teams to ensure requirements are complete, prioritised, and realistic. This includes:

Stakeholder workshops
Process mapping
Functional vs non-functional requirements
Technical and integration needs
Data migration and compliance considerations

We ensure your requirements aren’t just a wish list—they reflect what your business must achieve.

2. Document drafting and design

We create clear, structured RFI or RFP documents that are easy for vendors to respond to, and easy for you to score. This includes:

Executive summaries
Context and current state
Strategic goals
Technical environment
Scope boundaries
Evaluation criteria and scoring methodology
Timelines and submission instructions

All documents are created in editable formats, branded to your organisation, and written in plain English for clarity.

3. Vendor engagement strategy

We advise on how to:

Shortlist potential vendors
Manage pre-engagement communications
Define vendor briefing processes (e.g. Q&A sessions, demonstrations)
Avoid bias or influence from incumbent providers

We can also support vendor briefings to ensure all parties understand the scope and expectations equally.

4. Scoring matrix and evaluation guidance

We build an objective scoring framework aligned with your RFP. This allows your team to evaluate proposals consistently, fairly, and efficiently.

Where appropriate, we can facilitate evaluation panels and help mediate between different stakeholder groups.

5. Demo preparation and scenario scripting

If you're inviting shortlisted vendors to present, we’ll help define demo scripts and use cases that reflect your real business activities. This ensures demos are relevant and comparable—not just generic walk-throughs.

Why do RFPs go wrong?

Many RFPs fall short because they’re:

Recycled from previous projects

Vague or overly technical

Missing business context

Recycled from previous projects

Vague or overly technical

Missing business context

Why clients work with us

We don’t approach process mapping as a box-ticking exercise. It’s a key part of making your finance function more effective, more scalable, and more respected across the business.

Clients choose itas because we:

Bring finance expertise, not just process theory

Understand Sage products and design processes with system capability in mind

Work well with both finance and non-finance teams

Avoid buzzwords and keep sessions focused

Produce outputs that are actually usable—not just consultancy wallpaper

Stay grounded in your business goals—not abstract frameworks

When should you consider process mapping?

Process mapping is most effective when:

You're preparing for system implementation or upgrade

You’re struggling to meet reporting or close deadlines

Your finance team spends more time reconciling than analysing

There’s frustration between departments over approvals or data

You’re experiencing audit issues or control weaknesses

You need standardisation after growth, M&A, or leadership change

Let’s map a better way forward

Every broken report, duplicate entry, or approval delay is a sign: your process needs attention.

At itas, we help you visualise, simplify, and improve your finance operations—so you can build a foundation for better systems, better decisions, and better business outcomes.

Book a free discovery call to see how process mapping and redesign can support your goals.

itas---multi-award-winning-sage-partner---sage-intacct---sage-200---sage-50

Why choose itas as your transformation partner?

At itas, we understand that selecting a new finance or ERP system is not just about ticking off features -it’s about finding the right long-term fit for your business. And getting there starts with asking the right questions.

That’s where our RFI and RFP Advisory service comes in.

Whether you're writing from scratch, refining existing documents, or need an impartial partner to guide the process, we help you shape a tender that gets meaningful answers - not marketing fluff.

Clarify what matters to your finance team, stakeholders, and the wider business
Define functional and non-functional requirements with precision and relevance
Write RFIs and RFPs that vendors can respond to properly—making comparisons easier and fairer
Filter out generic answers and uncover real differentiators
Score, shortlist and challenge responses with structured, evidence-based evaluation
Run vendor sessions and demos that reflect your priorities, not theirs
Align internal teams to avoid miscommunication or hidden agendas

A clear, well-structured RFI or RFP doesn’t just speed up procurement—it sets the tone for a successful project. We’ll help you start strong. So you can finish stronger.