The RFP (Request for Proposal) process for audit management software often stalls at comparing features on paper, even though features that look complete in a vendor's presentation are not necessarily what the audit team actually uses day to day.
Without a structured checklist, procurement and internal audit teams often judge vendors against different criteria, making it hard to compare evaluation results objectively across proposals.
This article provides 40 RFP audit management software criteria grouped into five categories, along with how to test them during a demo session, so the vendor selection process stays focused and the outcome can be justified to management.
What Is an Audit Management Software RFP and Why You Need a Checklist
An RFP (Request for Proposal) is a formal document a company sends to several vendors to request technical and pricing proposals for a specific system need, in this case audit software.
Without a checklist agreed on before the RFP is sent, evaluation usually shifts toward the easiest factor to compare, price, even though factors such as data security, local support, and regulatory fit often matter more for long-term implementation success.
A clear checklist also speeds up the internal process, because the audit, IT, and procurement teams can score the same vendor using the same weights, instead of individual opinions that are hard to reconcile in decision meetings.
40 RFP Audit Management Software Criteria
The criteria below are grouped into five categories: functional, technical & integration, security & compliance, vendor & support, and pricing & contract. The second column can be used directly as questions during the vendor demo session.
A. Functional & Audit Scope Criteria
| Criteria | How to Test It During the Demo |
|---|---|
| 1. Supports risk-based audit planning (RBIA) | Ask the vendor to show how risk scores determine the priority order of the audit universe. |
| 2. Templating the audit programme & audit universe | Ask for a sample audit programme template that can be duplicated and adapted for a new unit. |
| 3. Managing working paper digitally, with a review trail | Ask the vendor to show the tiered review flow and who approves each change. |
| 4. Recording & classifying audit findings | Ask whether findings can be categorised by risk level and process area. |
| 5. Follow-up monitoring (status, ageing, overdue) | Ask for a demo of the follow-up dashboard showing findings that are past due. |
| 6. Automatic audit report generation | Ask for a sample report generated directly from working paper data, not retyped manually. |
| 7. Support for multiple audit types (financial, operational, compliance, IT) | Ask whether different templates are needed for each audit type or whether they can be customised from one base. |
| 8. Dashboard & audit performance analytics for management | Ask for a sample summary dashboard that can be presented directly to the board or audit committee. |
B. Technical & Integration Criteria
| Criteria | How to Test It During the Demo |
|---|---|
| 9. Available as both a web and a mobile app | Ask for a demo directly on a mobile device, not just a responsive browser view. |
| 10. Accessible offline with automatic sync | Ask about the scenario when auditors work on-site without a stable internet connection. |
| 11. Integration with existing HR/ERP systems | Ask which systems have been integrated before and how the process worked. |
| 12. Availability of an open API for custom integration | Ask for API documentation and a sample integration use case from another client. |
| 13. Ease of migrating data from the old system | Ask which data formats are supported and how long migration usually takes. |
| 14. Scalability to add users or branches | Ask whether adding new users requires significant system reconfiguration. |
| 15. Compatibility with a multi-entity/holding structure | Ask for a demo of how data from subsidiaries can be monitored at holding level. |
| 16. Speed & stability with many concurrent users | Ask for load testing data (load testing) or a reference client with a similar number of users. |
C. Security & Compliance Criteria
| Criteria | How to Test It During the Demo |
|---|---|
| 17. Encryption of data at rest and in transit | Ask which encryption standards are used (e.g. AES-256, TLS 1.2 or higher). |
| 18. Audit trail for every data change | Ask for a demo of the log showing who changed what and when, which regular users cannot delete. |
| 19. Role-based access control (RBAC) | Ask for a demo of different access rights for auditors, reviewers, and auditees. |
| 20. System deployment options: cloud, on-premise, or hybrid | Ask which options are available and whether you can switch options later. |
| 21. Compliance with the Personal Data Protection (PDP) Law | Ask about the data storage location and the retention/deletion policy for personal data. |
| 22. Support for local (SPIP, AAIPI, GCG) and international (Auditing Standards, IIA GIAS) standards | Ask about the vendor's experience implementing systems for agencies with similar regulations. |
| 23. Backup and disaster recovery policy | Ask about backup frequency and the estimated recovery time (RTO/RPO) in the event of a disruption. |
| 24. Security certifications held by the vendor | Ask for a copy of the certificate (e.g. ISO 27001) and its validity period. |
D. Vendor & Support Criteria
| Criteria | How to Test It During the Demo |
|---|---|
| 25. Vendor's track record in the same industry | Ask for at least two active client references in the same industry that can be contacted directly. |
| 26. Local technical support in Indonesian | Ask about support hours and the communication channels available (phone, chat, email). |
| 27. SLA for response and issue resolution | Ask for a written SLA document, not just a verbal promise during the presentation. |
| 28. Training and onboarding programme for new teams | Ask about the duration and format of training provided before the system goes live. |
| 29. Frequency of feature updates/development | Ask for a sample update log from the product over the past 12 months. |
| 30. Vendor's business stability | Ask about the company's age, number of active clients, and product development team structure. |
| 31. Availability of documentation and a help centre | Ask for access to the help centre or documentation before signing the contract. |
| 32. Ease of communication for new feature requests | Ask how client feature requests are collected and prioritised. |
E. Pricing & Contract Criteria
| Criteria | How to Test It During the Demo |
|---|---|
| 33. Pricing model (per user, per module, or flat) | Ask for a written breakdown, not just a total annual figure. |
| 34. Transparency of additional costs (implementation, training, support) | Ask explicitly what costs are not included in the licence price. |
| 35. Contract flexibility (minimum term, exit options) | Ask about the consequences of cancelling the subscription before the contract ends. |
| 36. Clarity on data ownership after the contract ends | Ask about the format and process for exporting all audit data if you switch vendors. |
| 37. Availability of an in-depth trial or demo | Ask for trial access with dummy data, not just a one-way scheduled demo. |
| 38. Cost of adding users or modules later | Ask for a price simulation for a scenario adding 20-50% more users. |
| 39. Price increase policy at contract renewal | Ask about the annual price increase cap stated in the contract. |
| 40. Total cost of ownership (TCO) over three years | Ask for a three-year cost simulation, not just the first-year price. |
How to Use This Checklist in the RFP Process
- Agree on the weight of each category together with the audit, IT, and procurement teams before sending the RFP to vendors, for example functional 30%, technical 20%, security 25%, vendor 15%, pricing 10%.
- Send these 40 criteria as an RFP attachment so every vendor answers exactly the same questions.
- Ask each vendor to mark the status of each criterion: available, available with customisation, or not available.
- Validate vendors' written answers through a live demo session using the “how to test it” column above.
- Score each criterion 0-4 based on the demo results, then multiply by the category weight to get each vendor's final score.
- Compare the final scores together with qualitative notes from the demo session before making the final decision.
Common Mistakes When Drafting an Audit Software RFP
- Sending an RFP without written criteria, making vendor answers hard to compare objectively.
- Involving only the procurement team without the auditors who will use the system every day.
- Judging vendors solely on the lowest price without accounting for total cost of ownership.
- Not asking for active client references to verify claims made during the presentation.
- Skipping an in-depth demo session and relying only on the written proposal document.
FAQ (Frequently Asked Questions)
How long does the RFP process for audit management software usually take?
Typically 4-8 weeks from sending the RFP to the final decision, depending on the number of vendors evaluated and the complexity of the organisation's needs.
Do vendors have to meet all 40 criteria?
Not necessarily, since the weight and priority of each criterion can differ according to the organisation's needs. This checklist works as a comparison framework, not an absolute pass/fail requirement.
Who should be involved in the RFP evaluation process?
Ideally it involves the head of internal audit or a senior auditor, the IT team for technical and security aspects, and procurement for contract and pricing aspects.
How do you verify the data security claims a vendor makes?
Ask for a copy of official certifications such as ISO 27001, written security policy documents, and if needed involve your internal IT team for a brief security review before signing the contract.
Can this checklist be used for government or state-owned enterprise tenders?
Yes, with adjustments to the regulatory compliance section according to the applicable procurement rules, such as government procurement regulations (Perpres) or internal state-owned enterprise policy.
Get Advice on Your Audit Management Software RFP Needs
Drafting the right RFP helps an organisation avoid vendor-selection mistakes that can affect it for years to come, both in cost and audit effectiveness.
If you are drafting an RFP and want to see firsthand how Audithink answers the criteria above, schedule a demo with our team.
