Updated 2026-06-01
Spend management RFP: the 30-question template
The questions to ask every vendor before you sign anything.
Quick answer
TL;DR
The questions to ask every vendor before you sign anything.
- •Always ask: card type, issuer bank, settlement currency, FX markup.
- •Always ask: ERP integration depth — show me a sync demo.
- •Always ask: approval workflow flexibility, multi-entity support.
Card mechanics
What's the card type (charge, credit, debit, prepaid)? Who is the issuer bank? What's the settlement currency and FX markup? What's the per-transaction limit? What's the underwriting model and limit calculation?
Spend controls
Per-employee, per-department, per-vendor limits? Receipt requirements with auto-decline? Pre-approval workflows? Policy as code? Real-time vs daily settlement?
Integration
Show me a NetSuite/QuickBooks/Xero sync end-to-end. Custom field mapping? Multi-entity / multi-subsidiary? Class and location dimensions? Reconciliation matching rules?
Pricing
Per-user or platform fee? Interchange share? FX markup? Implementation cost? Premium tier inclusions? Contract length and exit terms?