Must-have Inventory Management Software RFP template in 2025

For years, IT teams have tracked laptops, monitors, and other assets in messy spreadsheets — or worse, not at all. When employees leave, devices go missing. When auditors ask who has access to sensitive data, there’s no single source of truth. And for distributed teams, shipping and retrieval can become a logistical nightmare.

A modern inventory management system should eliminate the guesswork. It should give you real-time visibility into every device, automate shipping and returns across the globe, and enforce security policies across the entire fleet. The best solutions don’t just track assets — they unify them with identity and access management (IAM) and device management (MDM) so IT has one platform to control who has what, where it is, and whether it’s compliant.

This guide lays out the must-have areas to evaluate in your inventory management software RFP, why each one matters, and the exact questions you should be asking vendors. Plus, we’ll give you a free downloadable RFP template so you can start evaluating software ASAP.

1. Device lifecycle management

Most inventory problems start when devices aren’t tracked from day one. Without structured lifecycle management, laptops get lost in closets, remote hires wait weeks for equipment, and security gaps go unnoticed.

Rippling manages the full lifecycle: purchase, storage, configuration, shipping, assignment, monitoring, return, and reassignment. Devices can be ordered directly from Rippling’s Device Store or stored in Rippling’s global warehouses. 

When a new hire starts, Rippling ships a pre-configured laptop directly to their doorstep. When someone leaves, Rippling automatically triggers return kits, tracks shipment status, and securely wipes the device before reassignment.

Questions to ask vendors

• How do you handle device purchasing, storage, and assignment?

• Do you support pre-configuration and zero-touch deployment?

• Can devices be shipped directly to employees globally?

• How are device returns initiated and tracked?

• Can returned devices be inspected, wiped, and reassigned automatically?

• Do you support integration with MDM for secure provisioning and wiping?

2. Real-time inventory visibility

Without a central system, IT often can’t answer basic questions: Who has which laptop? Where is it? Is it compliant? This creates risk, inefficiency, and audit headaches.

Rippling provides a live inventory dashboard tied to employee records. You can instantly see every device, who it’s assigned to, its location, and its compliance status (encryption, OS version, endpoint protection). Reports update in real time when employees join, leave, or switch roles — no more manual spreadsheet updates.

Questions to ask vendors

• Do you provide real-time visibility into every device across the company?

• Can we segment reports by department, role, OS, or location?

• Are compliance metrics (e.g., encryption, OS patching) visible in the inventory dashboard?

• Is the inventory updated automatically when devices are reassigned?

• Can we export inventory data into BI, SIEM, or ERP systems?

• Do you integrate inventory with employee data for a single source of truth?

3. Shipping, retrieval, and global logistics

For remote-first and global teams, logistics are half the battle. Many systems can track devices — but not store, ship, or retrieve them efficiently.

Rippling solves this with global warehouses in the US, Canada, UK, EU, and Australia. Devices can be shipped pre-configured to employees worldwide, with return kits automatically sent during offboarding. The system tracks logistics in real time, so IT always knows the status of every shipment and return.

Questions to ask vendors

• Do you operate global warehouses or rely on third-party partners?

• Which countries can you ship to, and what are the typical timelines?

• How are return kits generated and tracked?

• Can admins see shipping and retrieval status in real time?

• Do you support local compliance requirements for cross-border shipping?

4. Security and compliance integration

Inventory management isn’t just about knowing where devices are — it’s about knowing they’re secure. If inventory isn’t connected to MDM and IAM, devices can easily drift out of compliance.

Rippling integrates inventory management directly with device and identity management. This means inventory is more than a list — it’s a live compliance system. Devices can be locked, wiped, or flagged as soon as issues arise. Audit logs record every change, and integrations with Drata and Vanta ensure evidence is always ready for SOC 2, ISO, or HIPAA reviews.

Questions to ask vendors

• Do you integrate inventory with IAM and MDM?

• Can we lock, wipe, or disable devices directly from the inventory system?

• Are compliance metrics (encryption, MFA, patching) tracked in real time?

• Can logs be exported instantly for auditors?

• Do you integrate with compliance automation platforms (e.g., Drata, Vanta)?

• How long are inventory and compliance logs retained?

5. Scalability and ease of use

Inventory systems shouldn’t require an IT army to manage. If your tools only work for companies with specialized staff, they’ll create bottlenecks instead of efficiency.

Rippling is designed so one person can manage devices, access, and inventory for hundreds of employees. Non-technical teams can handle the basics, while IT gets the depth they need. Whether you’re a 10-person startup or a 500-person scaleup, Rippling adapts without adding headcount.

Questions to ask vendors

• How quickly can the system be deployed across a global workforce?

• Can non-technical admins use the system effectively?

• Does the system scale without major reconfiguration from 10 to 500+ employees?

• Are there pre-built workflows for common inventory tasks (shipping, returns, reassignment)?

• What training and support are available for admins and employees?

• Can the platform replace spreadsheets, MSPs, and multiple point solutions?

How Rippling helps enterprises

Rippling doesn’t just track inventory — it unifies it with IAM and MDM in a single platform. Devices are ordered, shipped, configured, and monitored automatically. Employees are onboarded with laptops that arrive pre-secured, and offboarding triggers device retrievals with prepaid return kits. IT leaders gain real-time visibility into every asset, with compliance metrics built in and evidence exportable for audits.

With Rippling inventory management software, enterprises can:

• Ship and retrieve laptops globally from Rippling’s warehouses

• Automate device provisioning, reassignment, and wiping

• Maintain a live inventory tied directly to employee records

• Enforce encryption, patching, and endpoint protection by default

• Replace fragmented spreadsheets and MSP contracts with one system

Rippling RFP for inventory management example

Ready to evaluate vendors?

This blog is based on information available to Rippling as of September 29, 2025.