The verdict in three sentences
An accounting software RFP rests on a scoring grid and a must-have/nice-to-have list, not a 200-line wishlist. The realistic target budget in 2026 is 30,000 to 60,000 €, with a 6-to-8-week process and 4 to 6 vendors consulted. The two criteria 80 % of firms forget — and that cost the most later — are reversibility and data export.
The scoring grid
An RFP with no weighting turns the decision into an opinion debate. The grid forces objective comparison. Recommended 2026 weighting:
| Area | Weight | Watch points |
|---|---|---|
| Accounting production | 30 % | Review, filing, mission dashboard |
| Client portal | 20 % | Uploads, signature, adoption |
| Billing | 20 % | Recurring, reconciliation, dunning |
| Integrations | 15 % | API, bank, document store, payroll |
| GDPR / hosting | 15 % | EU, reversibility, encryption |
Sum each vendor's weighted scores: the final ranking becomes factual and defensible before the partners.
Must-have vs nice-to-have
Separating the essential from the comfortable avoids paying for features never used. Sample 2026 template:
| Requirement | Status | Impact if absent |
|---|---|---|
| Full data export (reversibility) | Must-have | Vendor lock-in |
| Open, documented API | Must-have | Blocked integrations |
| Client portal with e-signature | Must-have | Manual collection |
| EU hosting + GDPR | Must-have | Compliance risk |
| Recurring billing + dunning | Must-have | Degraded cash flow |
| Analytics dashboard | Nice-to-have | Manual reporting |
| Dedicated mobile app | Nice-to-have | Reduced comfort |
| AI auto-entry | Nice-to-have | Marginal gain |
Any uncovered must-have eliminates the vendor; nice-to-haves break ties between finalists.
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Mini case study
The CFO of a 15-person Berlin firm runs a 7-week RFP with 5 vendors, target budget 45,000 €. Thanks to the grid, two candidates are eliminated immediately for lacking data export (missing reversibility), a must-have. The chosen finalist scores 82/100 against 74 for its rival, split on bank integrations. Result: a documented decision in 7 weeks instead of the usual 4-5 months, and a reversibility clause written into the contract that secures any future exit.
FAQ
Why is reversibility an absolute must-have? Because without a full, documented export, changing tools later costs tens of thousands in data migration. Write the export format and return deadline into the contract.
How many vendors should you consult? As a 2026 order of magnitude, 4 to 6: enough to compare, not so many it becomes unmanageable. Beyond that, response analysis eats time with no quality gain.
What budget should you plan? 30,000 to 60,000 € for a mid-sized firm, hosting and annual maintenance on top. A vague budget attracts non-comparable quotes.
How long does the RFP take? 6 to 8 weeks from sending the brief to the decision, demos and Q&A included.
Do you need an RFP even for off-the-shelf SaaS? Yes, a lighter one: the scoring grid still helps compare offers objectively and negotiate the contract.
Let's scope your project. Send us your scope and current tools: we draft your weighted RFP and run the vendor consultation. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
