CRM RFP Template: The Document That Gets Vendors to Give You Real Answers
A CRM RFP template built to surface the information vendors don’t volunteer — API limits, data export paths, SSO pricing, and migration costs. Not another generic software RFP.
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CRM RFP Document
8 sections · Generated by Complivex
Company Overview
Your team size, sales process complexity, current tools, and why you’re switching. Gives vendors enough context to propose a real solution, not a generic pitch.
Project Overview
What triggered this search, what success looks like in 6 months, and the decision timeline. Sets expectations so vendors don’t waste your time on features you didn’t ask for.
Integration Requirements
The specific tools that must connect (Stripe, Zendesk, Slack, QuickBooks) with data direction and sync frequency. Forces vendors to confirm real integration depth, not just logo placement.
CRM-Specific Functional Requirements
Deal stage modeling, multi-stakeholder tracking, forecasting accuracy needs, and mobile requirements. 22 line items with must-have / nice-to-have priority so vendors know where to focus.
Weighted Evaluation Criteria
Scoring matrix: Core Features (30%), Technical & Security (20%), Pricing & TCO (20%), Vendor Stability (15%), Implementation (15%). Pre-weighted so your team scores consistently.
Implementation & Migration Scope
Data volume, source system, migration complexity, training needs, and go-live target. Vendors must provide a scoped implementation estimate, not “we’ll figure it out later.”
Submission Instructions
Response deadline, format requirements, pricing structure (all-in, not per-seat only), and evaluation timeline so vendors know exactly what to deliver.
Vendor Questionnaire
14 questions designed to surface deal-breakers: API rate limits by plan tier, SSO pricing, data export format, renewal escalation clauses, and CSM-to-account ratio.
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What's Included
Integration-first requirements
Instead of generic “integration capabilities,” this template lists the specific tools (Stripe, Zendesk, Slack, QuickBooks) and asks vendors to confirm data direction, sync frequency, and which plan tier supports each connection.
Weighted scoring that exposes hidden costs
The evaluation matrix weights Total Cost of Ownership at 20% — covering implementation, migration, admin overhead, and add-on costs. Vendors can’t hide a $60K implementation behind a $45/user sticker price.
Vendor questionnaire built from real deal-breakers
14 questions sourced from the issues that kill CRM projects: API rate limits on your specific plan tier, what SSO actually costs, the data export format, and what happens to your data if you don’t renew.
Migration scope that prevents surprise costs
The implementation section forces vendors to estimate data migration cost and timeline upfront. No more “we’ll scope that after signing” — you get a number before you commit.
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Why This Template
- It asks about API rate limits on your specific plan tier, not just “do you have an API.” One question that saves you from discovering a 100K/day cap after you’ve signed a 2-year contract.
- The pricing section requires all-in cost at your seat count — including add-ons, SSO, premium support, and implementation. No more comparing a $45/user list price against a $150/user real cost.
- The vendor questionnaire asks for the CSM-to-account ratio. If one vendor assigns 1 CSM per 30 accounts and another assigns 1 per 150, you’ll know who actually provides support.
- Integration requirements specify data direction and sync type. “We integrate with Stripe” means nothing. “Bidirectional sync of payment status to the deal record in real-time” means something.
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