TRADLINX

Why You Need an RFP (Even If You’re a Small Team)

For freight forwarders and logistics teams, choosing the wrong software tool can cost tens of thousands—and weeks of wasted time. But most small or mid-sized teams don’t have procurement departments, legal support, or time for a 30-page RFP.

A lightweight RFP helps you clarify what you actually need, evaluate vendors more fairly, and avoid buying a platform that ends up collecting dust. The best part? You can build one in an afternoon.

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What Is a Lightweight RFP?

Unlike enterprise-style procurement documents, a lightweight RFP is just a short, structured list of your must-haves, workflows, and key questions for vendors. It’s fast, practical, and helps you make better decisions—without red tape.

• 1–2 pages max: Easy for your team and vendors to digest.
• Focused on fit: What your ops team actually needs, not just a feature list.
• Vendor comparison tool: Helps you score responses fairly and clearly.

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5 Steps to Write a Smart Freight Tech RFP

You don’t need legal jargon or a consulting firm. Just follow these five steps to create a no-fluff RFP that helps you choose software that fits how you work.

1. Map Your Workflows

Before writing a single question, get clear on what your team actually does. Document where the delays, double work, or visibility gaps happen. Involve ops, CS, and finance—everyone who will use the tool.

Tip: Look for repeat pain points like manual data entry, reporting delays, or lack of client-facing visibility.

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2. Define Must-Haves

What are your non-negotiables? For freight forwarders, this might include:

• B/L-level visibility (not just container pings)
• Embeddable tracking widgets for clients
• No yearlong contract
• Pay-as-you-go or scalable pricing

Pro tip: Ask your ops or CS team: “What would make your daily workflow 30% easier?”

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3. Draft 5–10 Key Questions

Your RFP doesn’t need to be 20 pages long. Instead, ask practical questions that cut to what matters most for your workflows. For example:

• What is your pricing model (B/L vs. container vs. seat)?
• Can your platform integrate with our TMS or accounting tools?
• Do you support embedded tracking in client-facing portals?
• What is your average support response time?
• Can we trial the product with real shipment data?

Pro tip: Ask one scenario-based question—like “How would your platform handle a transshipment visibility gap?”—to see if vendors really understand freight operations.

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4. Send It to 3–5 Vendors (Max)

Too many options will slow you down. Target 3–5 vendors that actually specialize in freight or supply chain. Don’t waste time with generic SaaS platforms that don’t understand the unique complexity of logistics.

Bonus tip: Look beyond brand names. Global reach doesn’t always mean better service—especially for mid-sized teams with agile needs.

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5. Score Simply and Collaboratively

Create a basic scoring table with 3–5 weighted criteria: Fit, Cost, Features, Support, Integration. Invite reps from ops, CS, and finance to weigh in—so the tool works across the board, not just for IT.

Template idea: Use a Google Sheet with a 1–5 scale and short notes. No need for complex procurement software.

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Red Flags to Watch For

Even a lightweight RFP won’t help if you miss the warning signs. Watch for these red flags as you evaluate proposals:

• Confusing or vague pricing: If it takes a phone call to understand the cost, that’s a problem.
• Enterprise-only language: If the solution is built for Fortune 500s, it might not work for you.
• Generic answers to logistics questions: Look for proof that they understand the freight world.
• No real trial option: If they can’t let you test workflows with your data, proceed cautiously.

Tip: If they avoid the topic of contract flexibility or avoid talking about their update frequency—you’ve got your answer.

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Don’t Overthink It—But Don’t Wing It Either

Even small freight teams can evaluate software like pros—without bloated RFPs or months-long delays. A simple, well-thought-out process gives you leverage and ensures that your next tool actually helps your ops, not hinders it.

Want to skip the back-and-forth? TRADLINX offers transparent pricing, responsive support, and logistics-specific features built around real operator needs—not investor decks.

Prefer email? Contact us directly at min.so@tradlinx.com (Americas), sondre.lyndon@tradlinx.com (Europe) or henry.jo@tradlinx.com (EMEA/Asia)