Ineffective RFPs can hinder tax compliance from the outset. That was the central message in Comply Exchange’s recent webinar, “Know Your Pain: Write RFPs That Solve, Not Stall,” hosted with SOVOS and Ledgible.
The speakers emphasised that clarity on scope and stakeholders is crucial before writing an RFP. It’s not just a tax team initiative—legal, product, customer support, security and compliance teams often need to be involved. Without alignment, critical pain points can be missed, and solutions may fall short.
Vague language is another common pitfall. For example, asking for “W-8 support” without specifying which IRS forms (W-8BEN, W-9, 8233) or substitute forms may lead to misaligned vendor capabilities. Customisation, interface needs, multilingual support and reconciliation processes should all be outlined in detail.
Tools like Comply Exchange’s eForms and Admin modules help meet these challenges, supporting electronic form collection, monitoring, syncing with source systems, and automatic updates for expired or changed forms.
Crucially, purchasing software doesn’t shift compliance liability. The webinar clarified the need to distinguish between internal responsibilities and any managed service expectations. Clear, specific RFPs ensure better outcomes. Align early, define your requirements precisely, and consider tools that bridge tax compliance and customer experience.
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