The RFP Is Dead... Long Live the Lean-RFP
We've adopted Lean-RFPs
TL;DR no one reads or gets value from traditional RFPs, apart from the day rate consultants writing them. We’ve come up with something new.
For years, businesses have relied on the Request for Proposal (RFP) process to evaluate and select ERP systems. On paper, it makes sense: define requirements, send a formal document to vendors, and compare responses in a structured way. But in reality? Traditional RFPs are bloated, ineffective, and a waste of time. Vendors either refuse to participate or submit templated, meaningless answers. Worse still, the process often leads to bad decisions that lock businesses into poor-fit ERP systems for years.
At Commerce Thinking, we’ve seen firsthand how the standard RFP approach fails. That’s why we’ve developed a lean, strategic alternative - one that cuts through the noise, eliminates vendors who won’t work, and ensures businesses get an ERP system that actually fits their needs. Here’s how.
Why Traditional RFPs Don’t Work
Most RFPs are doomed from the start because they:
Are too long and vague – Traditional RFPs often run to dozens (if not hundreds) of pages, listing every possible requirement. Vendors respond by checking boxes rather than addressing real business needs.
Ignore the reality of ERP selection – Choosing an ERP isn’t just about picking software; it’s about who implements it. Most RFPs fail to separate the platform (e.g., Netsuite, Business Central) from the service provider (the consultants who configure and implement it).
Lead to bad decisions – Businesses often select an ERP based on a polished proposal rather than the vendor’s actual ability to execute.
Turn off the best vendors – Some of the most capable ERP providers don’t even respond to RFPs because they know it’s a pointless exercise.
A case in point? We worked with a brand recently where Netsuite was the right ERP choice, but they ended up choosing a weaker system purely because the Netsuite sales process was handled poorly. The better solution got ruled out because of a bad salesperson, not because of the technology itself.
A Smarter Approach to ERP Selection
Rather than sending out a bloated RFP and hoping for the best, we take a leaner, more strategic approach. Here’s how we help businesses choose and implement ERPs effectively:
1. Focus on the 20% That Matters
Instead of listing every single requirement, we focus on the 20% of factors that actually differentiate the business - the critical elements that directly impact success. We've been around long enough to know that most ERPs will cater to around 80% of a business's needs out of the box. The real challenge is identifying the nuances that set a business apart and ensuring the ERP can handle them effectively. Rather than getting lost in exhaustive feature lists, we hone in on the operational and strategic needs that truly matter. These typically include:
Unique operational needs – What makes this business different from others?
Scalability requirements – Can this ERP grow with the business?
Technical constraints – Does it integrate seamlessly with existing systems?
Team capabilities – Can the business’s internal team support this system long-term?
This allows us to qualify out options quickly, rather than getting bogged down in unnecessary details.
2. Separate the ERP from the Implementation Partner
Many brands make the mistake of choosing an ERP platform without considering who will implement it. That’s a recipe for disaster. Commerce Thinking runs two parallel assessments:
ERP Platform Evaluation – Is the core system (e.g., Netsuite, Business Central) the right fit?
Implementation Partner Evaluation – Does the service provider have experience delivering this system for a business of this size and complexity?
Choosing the right system is only half the battle - the implementation partner determines whether it succeeds or fails. A great ERP can be completely undermined by a poor implementation, leading to inefficiencies, frustrated teams, and expensive workarounds. Conversely, a well-chosen partner can make even a less-than-perfect ERP work smoothly, adapting it to the business’s needs and ensuring a seamless transition. This is why we don’t just evaluate ERP software - we scrutinise the people who will be responsible for configuring, integrating, and supporting it.
3. Run a Paid Discovery Phase
Once we’ve identified the best ERP + service partner, we don’t commit to a full implementation immediately. Instead, we structure a paid discovery phase - a trial period where both the ERP system and the vendor are tested in a real-world context. This ensures not only that the software can meet the business’s unique needs but also that the vendor has the expertise, responsiveness, and strategic approach required for a successful long-term partnership.
This is the equivalent of a probationary period for an employee. It gives businesses a chance to assess whether the vendor truly understands their needs before committing.
4. Make Vendors Prove Their Experience
Instead of asking for a list of big-name clients, we demand case studies that show:
Experience with similar business models
Successful ERP implementations at the same stage of growth
How they handled real challenges that match this business’s needs
It’s not enough to say, “We’ve worked with fashion brands.” We want to know, “Have you helped a £40M turnover brand scale to £250M?” If the answer is no, they’re out.
5. Cut the Bureaucracy and Speed Up Decision-Making
Most RFP processes drag on for months, bogging down teams with excessive documentation, unnecessary back-and-forths, and decision paralysis. We cut that down to weeks by streamlining the process, focusing only on the key differentiators that matter. By eliminating redundant steps and prioritising real-world testing, we ensure businesses spend less time evaluating options and more time implementing a system that delivers immediate value. This means fewer delays, reduced frustration, and faster ROI on ERP investments.
The Future of ERP Selection: Smarter, Not Longer
RFPs aren’t going anywhere, but they need to evolve. At Commerce Thinking, we believe the future of ERP selection is about:
Being leaner – Focus on the key differentiators, not a bloated checklist.
Testing first – Run a paid discovery before committing.
Demanding proof – Make vendors show real case studies, not just big-name clients.
Moving faster – Cut the bureaucracy and get to implementation sooner.
The traditional RFP is dead. Long live the RFP - the smarter, leaner way to choose an ERP.