Must-have IT management software RFP template for midsize businesses in 2025

At the midsize stage, IT management gets a lot more complicated. 

What worked for 50 employees—spreadsheets, lightweight SSO tools, or manual device tracking—can’t scale once you’re hiring dozens per month across multiple offices. With hundreds of employees and contractors, you need tighter controls, stronger security, and better visibility. You also need to cut IT busywork so a small IT team isn’t buried in repetitive onboarding.

The right IT management platform for midsize companies should centralize identity, devices, and inventory into one system. It should automate onboarding and offboarding across hundreds of apps and devices, enforce MFA and encryption automatically, and give finance and security leaders real-time reporting on IT compliance and spend.

This guide shows the critical areas midsize businesses should evaluate in an IT management RFP, what best-in-class looks like, and the RFP questions to ask vendors. Plus, we’ll give you a downloadable guide so you can start evaluating IT management software ASAP.

1. Identity and access management

With hundreds of employees and contractors, access drift becomes a major risk. 

Midsize companies need a system that provisions accounts automatically at hire, adjusts permissions dynamically as roles change, and revokes everything instantly at termination. Rippling IAM provides SSO, MFA, and SCIM provisioning for 800+ apps, plus approval workflows and license reclamation to keep costs under control.

RFP questions to ask

• Do you provide SSO, MFA, and provisioning for 800+ apps out of the box?

• Can access rules adapt based on role, department, or compliance training completion?

• Do you support dynamic policies that recalculate automatically when employee attributes change?

• Does deprovisioning include license reclamation and file ownership transfer?

• Can managers or department heads request and approve access changes through workflows?

2. Device management

At midsize scale, device compliance isn’t optional—it’s a security baseline. Every laptop must be encrypted, patched, and protected. 

Rippling MDM manages Mac, Windows, iOS, and iPadOS devices in one system, enforcing encryption and endpoint protection automatically. Zero-touch deployment ensures laptops ship pre-configured, and remote lock/wipe capabilities protect against data loss.

RFP questions to ask

• Do you support Mac, Windows, and mobile devices in one platform?

• Can you enforce encryption, patching, and endpoint protection automatically?

• Do you provide zero-touch deployment for new hires at scale?

• How fast can devices be locked or wiped remotely?

• Can app access be blocked if devices aren’t compliant?

3. Inventory management

Midsize companies often operate across multiple locations, which makes it harder to track devices. 

An IT platform should tie each device to an employee, automate shipping and returns, and give finance and IT teams visibility into asset utilization and compliance. 

Rippling inventory management provides real-time dashboards, global warehouses for device shipping, and automated return kits during offboarding.

RFP questions to ask

• Can you track devices across multiple offices and remote employees in one dashboard?

• Do you provide warehouses and shipping for global employees?

• How are device returns managed when employees leave?

• Can we segment inventory by department, location, or entity?

• Can inventory and compliance data be exported for finance and audits?

4. Automation and compliance

IT teams at midsize companies can’t keep up with manual processes. The right system should automate onboarding and offboarding at scale—provisioning hundreds of apps and accounts in minutes. It should also surface compliance risks before they become incidents. Rippling automates IT workflows tied to HR events, provides no-code customization for policies, and generates immutable audit logs for SOC 2 and ISO requirements.

RFP questions to ask

• Can onboarding/offboarding workflows handle hundreds of users automatically?

• Can we build customized IT workflows without engineering support?

• Do you provide compliance alerts for non-compliant devices or missing MFA?

• Are all IT actions logged immutably for audit readiness?

• What certifications do you hold (SOC 2, ISO 27001)?

5. Reporting and visibility

Midsize businesses need accurate, real-time reporting to satisfy IT, finance, and security leaders. 

The HRIS/IT manager should be able to answer questions like, “which employees still have active licenses?”, “how many devices are unpatched?”, and “how much are we spending on Saas?”

Rippling provides dashboards for device compliance, app usage, and license allocation, plus exports into finance and BI tools.

RFP questions to ask

• What dashboards are included for app usage, license allocation, and device compliance?

• Can non-technical staff create and schedule reports for finance and security leaders?

• Can we segment data by entity, location, or department?

• Do you provide variance reporting across time (e.g., license usage by quarter)?

• Can reports export into ERP and BI tools?

How Rippling helps midsize businesses

Rippling IT helps midsize companies eliminate IT bottlenecks while enforcing security by default. With Rippling, every new hire is automatically provisioned with the right accounts, apps, and devices, while every termination revokes access, retrieves laptops, and logs the actions for compliance.

Device security is enforced organization-wide: every laptop is encrypted, patched, and protected with endpoint security, and non-compliant devices are flagged instantly. Rippling’s Device Store and warehouses ship pre-configured laptops to global employees, while return kits ensure assets come back on time.

IT leaders gain full visibility into identity, devices, and inventory. Real-time dashboards show which apps are in use, which licenses can be reclaimed, and which devices are out of compliance. Finance and security leaders get exportable, audit-ready reports that integrate with ERP and BI tools, while employees enjoy a seamless self-service experience with SSO and MFA.

With Rippling IT, midsize businesses can:

• Provision and deprovision hundreds of apps and accounts automatically

• Enforce encryption, patching, and MFA across every device

• Ship and track laptops globally with employee-level inventory tracking

• Automate IT workflows tied directly to HR lifecycle events

• Generate audit-ready logs and reports for IT, finance, and compliance leaders

Rippling RFP for IT management software for midsize businesses example

Ready to evaluate vendors?