What to include in your WMS RFP template

How can you make sure your next warehouse management system meets your needs? Whether you’re upgrading from a legacy platform or implementing WMS for the first time, a detailed RFP helps you clarify features, integrations, support, and costs so you can make fair comparisons.

To create your RFP, list every requirement your operations rely on, from basic WMS functions to any special workflows. Use this template to gather precise responses, reduce evaluation time, and make a confident selection.

1. Core functionality requirements
2. Existing technology & infrastructure
3. Hardware & architecture specifications
4. Required integrations
5. Vendor company information

Core functionality requirements

List your must-haves, should-haves, and nice-to-haves. Group requirements by business process so each vendor can demonstrate how their WMS meets your needs and what sets them apart.

Consider asking for:

• Receiving: support for ASN, automated check‑in, and damage tracking
• Put‑away: dynamic slotting, zone assignments, real‑time guidance
• Yard & appointment scheduling: dock management, carrier notifications
• Asset management: real‑time location, utilization metrics
• Inventory management: cycle counting, lot/serial tracking, discrepancy alerts
• Quality control: inspection workflows, hold release processes
• Picking: directed pick paths, batch/zone wave strategies
• Packing: dimension capture, packing validation, cartonization
• Shipping: carrier rates, manifest generation, TMS connectors
• Performance management: KPIs, dashboards, mobile alerts
• Integrated WMS slotting: AI‑driven optimization, replenishment triggers
• Alerts & audits: configurable notifications, exception reporting
• Automation: robotics support, conveyor/APIs, voice picking
• Labor management: workload balancing, time tracking, incentive modules
• Specialty sections: cold chain, multi‑tenant, manufacturing, IoT sensor integration

Existing technology & infrastructure

Physical assets

List every device in your warehouse: PCs, RF scanners, printers, conveyors, robots. Confirm support for each and ask what additional hardware the vendor’s WMS covers

Software environment

Document your current software stack (ERP, CRM, TMS, MES) and operating systems. Ask vendors to explain:

• Integration tiers: native connectors, middleware, API frameworks
• Support levels: application maintenance, OS patches, version upgrades
• Scalability: multi‑warehouse database sharing, cloud vs. on‑premises options

Recommended download: Our WMS requirements template helps you draw up and prioritize a list of software requirements

Hardware & architecture specifications

List your server needs, virtualization, cloud setup, and network details. Add security controls, backup plans, and features for high availability, such as backup power and failover systems. Make sure your RFP asks for clear uptime SLAs and disaster recovery steps.

Required integrations

Integration is a cornerstone of any effective WMS. In your RFP, include a checklist of systems to connect:

• ERP (mandatory)
• CRM
• Transportation Management  System (TMS)
• eCommerce platforms
• 3PL or carrier networks

For each, ask vendors to share:

• Number of successful integrations with that system
• Typical project timeline and resource requirements
• Post‑go‑live support and change‑management approach

If you have specific needs beyond core integrations (such as IoT sensor data streams or machine‑learning forecasting), include them in this section.

Vendor company information

Request background on the vendor’s:

• History and track record in your industry
• Key client references and case studies
• Warranty, support tiers, and service‑level commitments
• User communities and opportunities for beta testing or feedback loops

Finally, make sure the vendor offers several ways to contact them, like email, phone, and a portal, and that their escalation process is clear. If it is hard to find their contact details, you may want to remove them from your shortlist.

Next steps

Use this outline alongside our full WMS RFP guide and template (it's free!). Adjust it to fit your operations and set your priorities. This will help you get detailed, comparable proposals and choose the best WMS for your business.