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Fridman
PL

Request for quote for a business system: template and generator

Answer the questions in six steps and the generator lays out a request for quote for a CRM, an operations panel or an app for field teams. You get a ready document: prioritised scope, integrations, GDPR requirements, code and data ownership, budget, questions for the vendor and red flags to watch for in offers.

The request names no vendor, so you can send it to anyone, my competitors included. It runs in your browser, with no sign-up and no email. Save it as .doc, .md or PDF.

Time
about 3 minutes
Cost
free
Sign-up
not needed
Files
.doc, .md and PDF

Step 1 of 6

Company

Tell me briefly about the company

The industry sets a typical scope for the next steps. You can change every answer later.

Industry
Company size
What do you work with today?

You can tick several.

What gets in the way most?Selected: 0 of 3

One or two sentences. They go into the request, not to me.

Shown only in the header of the request and never sent to me.

Request for quote template for a system: what it should contain

A good request for quote lets you compare offers line by line. The generator lays it out in eleven parts:

  1. Company context

    Industry, size and what you work with today. The vendor knows straight away who they are talking to.

  2. Problem and goal

    What gets in the way today and what the system should change. Without it you get offers for features, not for a solution.

  3. Prioritised scope

    “Must”, “Should” and “Could”. The first version (MVP) is only “Must”, which is what makes quotes comparable.

  4. Integrations

    KSeF, accounting software, bank, sales channels, email. Each integration is a separate line in the quote.

  5. Users and access

    How many people in the office and in the field, which roles, phone and offline use, languages.

  6. Non-functional requirements

    GDPR with a data processing agreement (Art. 28), EEA servers, backups, phone performance and 2FA sign-in.

  7. Code and data ownership

    Who owns the code, the database and the accounts, and what the exit plan is.

  8. Budget and schedule

    A budget range, a start date and a plan: MVP first, then a test in real work.

  9. Questions for the vendor

    At least ten questions every offer has to answer.

  10. Red flags

    Terms in offers worth stopping at.

  11. How to compare offers

    The same criteria for every offer and the cost counted over three years.

Questions about the request for quote

What should a request for quote for a business system contain?
Company context, the problem and goal, a prioritised scope (what must be in the first version and what can wait), integrations, users and access, data and security requirements, code and data ownership, and budget and schedule. Add questions for the vendor and comparison criteria so the answers come back in the same layout.
Can I send this request to other companies, not just to you?
Yes, that is what it is for. The request names no vendor and doesn’t mention me. Send it to 2–4 companies, off-the-shelf vendors included, and compare the answers.
What do Must, Should and Could mean?
They are scope priorities (the MoSCoW method). Must is the minimum without which the system makes no sense: the first version, or MVP. Should is the next stage. Could is for later. That way every vendor quotes the same scope and you know what you pay for first.
Off-the-shelf tool or custom system: how do I decide?
An off-the-shelf tool is enough when the process is standard, the team is small and the integrations you need are on the vendor’s list. A system of your own makes sense when people glue data together from several tools, many work in the field, or per-user licences grow with the team. The generator shows a hint worked out from your answers.
How much does a business system cost?
It depends on the first-version scope, the number of integrations and users. My custom systems start from PLN 60,000 excl. VAT, and automation and integrations from PLN 15,000 excl. VAT. I give an exact price after reading the request or after a 30-⁠minute call.
What happens to the data I type in?
The request is built in your browser and I don’t store it anywhere. If you leave your number, I get only a summary of the answers with it (industry, size, “Must” modules, integrations, number of users, budget, start and the hint), without your company name, the contact person or your own descriptions.

Rather go through the scope on a call?

30 minutes, no sales deck. You tell me how the company works, and I tell you whether you need your own system, an off-the-shelf tool or just an integration.

Leave your number. I’ll call you back within one business day.

I’ll use your number and what you looked at during this visit only to get back to you about this. Details: privacy policy (opens in a new tab).