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Payroll RFP

Payroll Software RFI/RFP Template

Quickly and easily gather your payroll system requirements and prepare your Request for Information / Proposal

This ‘Payroll Software RFI/RFP Template’ covers nearly everything you need for gathering your payroll system requirements, preparing your RFI and RFP, and for evaluating and comparing payroll software vendor responses. It includes:

  • A checklist of 1920 payroll system requirement features and functions
  • RFI and RFP Templates
  • Payroll system ‘business’ analysis worksheet
  • Instructions, guide and tips for selecting payroll software

Download a free sample or see more product details. This ‘Payroll RFI/RFP Template’ will:


The template is quick to use and lists virtually all the payroll system requirement features and functions you will need. So, you won’t have to think them up from scratch. Just choose those you need and set their priorities. You can easily amend them or add your own unique payroll system requirements in this simple-to-use Excel spreadsheet.

You’ll also save time preparing your RFI and RFP - just fill in the blanks on the templates and amend as required (in the straightforward MS Word documents) - then issue to vendors.

And, because the templates and requirements follow a standardised format - it’s quick and easy to evaluate and compare vendor responses - and so save even more time.


Start your requirements gathering with a list of thousands of carefully researched payroll system features and functions, ready for you to use. It’s comprehensive and detailed. Everything you need is included - saving you effort capturing requirements.

The ‘Payroll RFI/RFP Template’ will enable you to be more thorough and prepare a complete specification, RFI and RFP without missing anything. In addition, it will stimulate your thoughts and ideas about what you want from your new payroll system.

The standardised format also helps software vendors to more clearly understand your requirements and more easily respond to each requirement, using the space available within the template. So you will receive clearer and improved responses. And consequently, spend less time and effort evaluating and comparing vendor responses.


Not only will you save time (and hence money), the ‘Payroll RFI/RFP Template’ is a template you use yourself - so, there’s no need for (of the expense of) extra staff or resources to help you specify your requirements and prepare an RFP.


The ‘Payroll RFI/RFP Template’ provides clarity and transparency. It combines a standardised format for gathering requirements and preparing your RFI and RFP, with a well-proven and widely used method for selecting new software..

You can see your requirements, easily evaluate and compare vendor responses - and so identify the best solution(s) for your organisation.


The ‘Payroll RFI/RFP Template’ is impartial and unbiased. It will not force you towards a particular payroll software or supplier. It will however, lead you to what is best for you – the requirements you need and the best system to do the job.



  • Justifying payroll software projects
  • Obtaining board approval
  • Assisting in requirements gathering brainstorming meetings
  • Requirements gap analysis




  • The Requirements Specification (MS Excel spreadsheet)* - a checklist of payroll system requirements arranged in a clear order, for quick and easy configuration to your needs. Plus a table of contents and an evaluation scores comparison chart.
  • Separate, easy-to-amend RFI and RFP Templates (MS Word documents), to save time creating your own RFI and RFP.
  • Payroll system Business Analysis (MS Excel spreadsheet), to help you understand your current situation and collect more information.
  • Instructions, selection guide and RFI/RFP tips (PDF document)

(*) listing payroll system requirements for the UK, USA and Canada. Plus general payroll system requirements suitable for use in any country.



  • Instructions, Guide and Tips (PDF)
  • RFI Template (MS Word)
  • RFP Template (MS Word)
  • Business Analysis (MS Excel)
  • Requirements Specification modules (MS Excel) - listing 1920 criteria:
    • payroll-core
    • payroll bureau / outsourcing
    • self service
    • employee expenses
    • P11D (UK only)
    • common requirements across all modules
    • systems operations
    • technology requirements
    • software / system support and services

If you also need HR modules, see the HR and Payroll combined RFI/RFP Template.


Download a FREE sample of the Payroll RFI/RFP Template (223KB zip file), which includes:

  • Sample Payroll System Requirements Specification and Table of Contents (MS Excel*)
  • Sample RFP Template (MS Word*) (*) Works in all versions of MS Excel / Word from 97-2003 to 2016
  • Instructions how to use the Template (PDF)


Download a FREE sample of the 'Payroll RFI/RFP Template' - click here


Or view the full contents details / sample page screen shots / product technical details



It is suitable for anyone involved with replacing their organisation’s payroll system or selecting new payroll software, irrespective of the size or type of organisation.

Our RFI/RFP Templates have been widely used and trusted by many hundreds of organisations. They operate in many diverse commercial and non-profit / public sectors, both large and small. The RFI/RFP Templates appeal to users changing their systems the world over and have been bought by organisations in more than 30 countries.

Don’t just take our word for it - see what other people have to say...



Use it for the requirements gathering, vendor communications (RFI/RFP) and response evaluation stages of your payroll software selection process. However, as the template is highly flexible and adaptable, you can use it at nearly every software selection stage!


If you are not completely satisfied with a Template – simply email us within 60 days from purchase and we will give you a full refund on the spot.

Price – for electronic delivery straight to your in-box

   Payroll Software RFI/RFP Template – GBP 125 (US $170* / €161*)

Plus VAT on RFI/RFP Templates sold into the European Union. (*Indicative USD and Euro prices - online shop prices may vary due to exchange rate fluctuations).



We will not rent, sell or give your details to any other organisation. We treat every purchase you make in complete confidence. Software vendors will not be able to contact you, unless you make contact first. View privacy statement.



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Payroll RFI/RFP Template   

Price for electronic delivery straight to your in-box:

GBP 125

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Payroll Software RFI/RFP Template - click here for screen shots

Payroll Software RFI/RFP Template

“HR/Payroll RfP made capturing requirements far quicker.

I implemented the use of this RfP to help our stakeholders review and prioritise requirements for their proposed HR/Payroll system. It has proved to be a very valuable tool and has significantly reduced time and therefore costs.

In addition, the support I’ve received from Axia has been excellent; any questions have been answered quickly.

Well done. An excellent product and service.”

Kate McSwan National Galleries of Scotland and National Library of Scotland, Edinburgh, Scotland

“I found the HR and Payroll checklist (Template) very comprehensive and extremely useful in forming a base document to utilise in the selection of a new HR solution.

It certainly saved us a huge amount of time in compiling a list of requirements,  excellent”

Richard Buckingham, HR Systems Analyst, Mizuho Corporate Bank, London, UK

“We recognised from the outset that a key to the success of the project would be to get the functional specification for the procurement stage absolutely clear.

With the Axia Checklist (Template), we have been able to do so much more though.

It has given us a really good start with our task of discussing with key stakeholders exactly what they require from a HR / Payroll system at both a strategic and operational level, and has also given us a methodology for collecting volumetric data about the Council.

We have also already used the Checklist to very good effect when choosing an interim Recruitment system solution when the Checklist helped no end in focusing us in on what exactly we wanted from a system.

My only surprise is that the Checklist is so reasonably priced - we must have already had a return on our original investment several times over!”

Chris Burrows, HR Manager (eHR), Coventry City Council, West Midlands, UK

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