L
O
A
D
I
N
G
Zoho, Odoo, ERPNext, Dynamics 365 and custom ERP, delivered by one accountable team.
A section-by-section ERP request for proposal you can adapt, with the UAE-specific questions that make vendor responses comparable.
An ERP RFP for a UAE company should give every vendor the same company profile, testable requirements and response format so proposals are comparable. Key sections cover functional fit, UAE compliance approach for VAT, corporate tax records, WPS payroll and structured e-invoicing, team and implementation method, five-year cost, support terms, references and contract terms. Complete the requirements checklist before issuing it.
An ERP RFP template gives every vendor the same picture of your company, the same requirements and the same response format, so you can compare proposals on substance rather than presentation. In the UAE, a good RFP also forces vendors to state plainly how they will handle VAT, corporate tax records, WPS payroll and the move to structured e-invoicing, instead of leaving those topics to a single line that says 'compliant'.
The template below is built from the sections we find buyers need most. It is long enough to be useful and short enough that good vendors will answer it properly. If your ERP requirements checklist is already complete, most of the RFP is a matter of packaging it; if not, finish that first, because an RFP without testable requirements produces proposals that cannot be compared.
An RFP is one tool in the wider selection process. Pair it with a structured vendor evaluation, described in how to select an ERP vendor in the UAE, and a final gate review using the ERP selection checklist.
The RFP process itself needs a plan, or it drags on for months.
Send the RFP only to vendors who implement your shortlisted platforms and have relevant UAE experience. A long distribution list creates work without improving the outcome.
Use your process maps, requirement list, entity structure and migration scope. Be honest about volumes and current problems; vendors price risk they cannot see.
Provide the requirements as a spreadsheet with a fit-rating column and a comments column, and a pricing schedule with fixed rows. Reject free-format responses for these two sections.
Allow written questions for a set period and share all answers with every vendor, anonymized. This keeps the process fair and improves proposal quality.
Score written responses with the published weights, invite the top two or three to a scripted demo, and adjust scores based on what they prove live.
Use the RFP response as the basis of the statement of work, so promises in the proposal become contract terms.
Add these questions to the relevant sections. They are the ones that most clearly separate experienced UAE vendors from the rest.
Copy these sections into your RFP document in this order. The right-hand column tells vendors what you expect back.
| # | RFP section | What to include | What the vendor must return |
|---|---|---|---|
| 1 | Introduction and instructions | Purpose, confidentiality, contact person, question deadline, submission date and format | Acknowledgement of intent to bid |
| 2 | Company overview | Legal entities (mainland, free zone), locations, industry, headcount, current systems, transaction volumes | Clarification questions only |
| 3 | Project objectives and scope | Processes in scope, modules, entities, phases, desired go-live window | Confirmation of scope or proposed alternatives |
| 4 | Functional requirements | Prioritized requirement lines (must, should, could) by area | Fit rating per line: standard, configuration, add-on, custom, not possible |
| 5 | UAE compliance requirements | VAT, corporate tax, WPS, record retention, e-invoicing via ASP, Arabic documents | Written approach for each item plus sample outputs |
| 6 | Technical and non-functional requirements | Users by role, hosting, security, backups, mobile, performance | Proposed architecture, edition and hosting |
| 7 | Data migration | Data objects, sources, history depth, cut-off approach | Migration method, responsibilities and assumptions |
| 8 | Integrations | Banks, e-commerce, POS, shipping, payroll, BI tools | Integration method per system and effort estimate |
| 9 | Implementation approach | Expected phases, workshops, testing, training, go-live support | Methodology, plan, named team with roles |
| 10 | Support and maintenance | Required hours, response times, upgrade handling | SLA, support channels, escalation path |
| 11 | Commercial proposal | Standard pricing schedule to fill in | Licenses, implementation, integrations, training, support over five years |
| 12 | Terms, references and evaluation | Contract expectations, reference requests, scoring weights | Draft contract terms, two UAE references, signed declaration |
Ask for pricing in a fixed schedule so five-year totals can be compared using the approach in our ERP total cost of ownership guide.
Typical ranges for a mid-sized UAE company. Allow for Ramadan and summer holidays when vendor and internal availability drops. The implementation itself is covered in our ERP implementation timeline guide.
Durations are typical ranges; your plan is agreed after discovery.
Complete company overview, requirements, compliance and migration sections; agree scoring weights.
Vendors prepare proposals; written clarification questions answered to all bidders.
Score written responses and select two or three vendors for demos.
Live demos against your script, reference calls and follow-up questions.
Statement of work, SLA and contract finalized with the preferred vendor.
Publish the scoring approach in section 12 so vendors know what matters to you.
Score each requirement by fit rating, with more weight for must-haves met by standard features or configuration.
Score the clarity and specificity of answers on VAT, corporate tax, WPS and e-invoicing, not just a 'yes'.
Score named consultants, their relevant experience and the quality of sample deliverables.
Compare the completed pricing schedules on total cost of ownership rather than first-year price.
Score SLA response times, coverage hours, escalation and upgrade handling.
Score reference feedback and contract fairness, including code ownership and exit provisions.
We configure the system for the rules UAE businesses report against, and test it before go-live.
General information, not tax or legal advice. Confirm current requirements with the FTA, MOHRE or your advisor. See all UAE compliance guides.
On-site workshops in Dubai, Abu Dhabi and Sharjah, and remote or on-site delivery across the Northern Emirates and free zones.
Official sources and references
Facts on this page were checked against these sources in October 2026. Rules change, so confirm current requirements before acting.
A full RFP may be too heavy for a 10-user business. A short version with company overview, top requirements, UAE compliance questions and a pricing schedule still makes proposals comparable and takes far less effort.
Usually the narrative sections fit in a modest document, with the requirements and pricing in attached spreadsheets. Length matters less than clarity: vendors need to understand your business and know exactly how to respond.
Many buyers share a range. It helps vendors propose a realistic scope instead of the largest possible solution. If you prefer not to, say which elements are fixed and which can be phased.
Yes, that is the point of a platform-neutral RFP. Ask each vendor to name the edition and modules proposed, and to state any requirement their platform meets only through custom development.
Ask them to resubmit in the required format before scoring. Accepting free-format responses for requirements or pricing makes comparison unreliable.
It should. Reference the RFP and the vendor's response in the statement of work, so the scope, named team and commitments in the proposal are binding.
Related Solutions
Related Industries
Related ERP Platforms
Related Guides
We can adapt this template to your entities, processes and compliance needs so you can send it to any shortlist of vendors, including ones other than us.
Dubai, United Arab Emirates
