Must-have IT Management Software RFP template in 2025

The IT stack has never been more fragmented. Many companies juggle identity providers (Okta, JumpCloud), device managers (Jamf, Intune), inventory spreadsheets, and outsourced MSPs — all while trying to keep up with SOC 2 audits, distributed workforces, and tighter security standards. The result? Bloated costs, manual busywork, and compliance gaps that can put the business at risk.

A modern IT management solution should consolidate the stack. It should unify identity & access management (IAM), mobile device management (MDM), and inventory management into one system, all powered by a single source of truth: your employee data. That way, every hire, promotion, and termination automatically updates across apps, devices, and policies. Security is enforced by default, audits are a click away, and IT can scale without adding headcount.

This guide lays out the most important areas to cover in an IT management software RFP, why each matters, and the questions you need to ask vendors. Plus, we’ll give you a free downloadable template with all of the questions so you can evaluate ASAP.

1. Identity & access management (IAM)

Identity and access management is the backbone of IT. Without automated provisioning and strict access controls, new hires waste time waiting for accounts, ex-employees retain access to sensitive systems, and audits turn into fire drills.

Rippling makes IAM effortless by tying it directly to the HR system of record. With 800+ pre-built integrations, Rippling auto-provisions accounts at onboarding, updates permissions when roles change, and instantly revokes access during offboarding. Its built-in SSO and password manager (RPass) eliminate credential sprawl, while MFA and conditional access enforce security by default.

Questions to ask vendors

• How do you automate app provisioning and license reclamation across 800+ apps?

• Can access rules be based on multiple attributes (role, location, compliance training)?

• Do you support SAML, SCIM, OIDC, and custom connectors for niche apps?

• How do you enforce MFA across different roles and devices?

• Can we run automated access reviews and export logs for SOC 2 audits?

• How do you handle shared credentials securely?

2. Device management (MDM)

If devices aren’t patched, encrypted, and monitored, they’re a liability. Many IT teams juggle Jamf for Mac, Intune for Windows, and ad hoc processes for mobile devices — creating complexity and blind spots. That’s where device management comes in.

Rippling MDM unifies cross-OS device management into one platform. You can enforce encryption, MFA, and password policies across macOS, Windows, iOS, and iPadOS. Devices ship pre-configured with zero-touch deployment, and admins can lock or wipe them remotely. Endpoint protection (SentinelOne) is included out of the box, so you don’t need to bolt on extra tools.

Questions to ask vendors

• Do you support cross-OS MDM for Mac, Windows, iOS, and iPadOS?

• How do you enforce encryption, MFA, and patching policies automatically?

• Can you deploy and configure apps and custom profiles by role or department?

• How quickly can IT remotely lock or wipe a lost device?

• Do you provide endpoint protection natively or as an add-on?

• How do you integrate device logs into compliance platforms (Drata, Vanta)?

3. Inventory management

Spreadsheets aren’t inventory systems. Without centralized visibility, devices go missing, offboarding gets sloppy, and auditors question your controls.

Rippling provides real-time inventory dashboards tied to employee records. You can see who has which device, where it is, and whether it’s compliant — instantly. Devices can be ordered through Rippling’s Device Store, stored in secure warehouses, and shipped globally. Offboarding triggers return kits automatically, with workflows for inspection, wiping, and reassignment.

Questions to ask vendors

• Do you provide real-time inventory visibility across users, devices, and locations?

• Can you segment reports by department, OS, or geography?

• Do you integrate inventory with IAM and MDM for unified controls?

• How do you automate device shipping and returns globally?

• Can admins track shipping and return status in real time?

• How do you prevent lost or unaccounted devices?

4. Security and compliance integration

Security is only as strong as your weakest tool. If IAM, MDM, and inventory management aren’t connected, gaps appear. And when auditors ask for evidence, cobbling it together from point solutions wastes weeks.

Rippling enforces security policies across identity, devices, and inventory automatically. It provides immutable logs of every login, app provisioning, and device event — exportable on demand. Built-in integrations with Drata and Vanta sync evidence continuously, helping you achieve and maintain SOC 2, ISO 27001, or HIPAA compliance faster with fewer resources.

Questions to ask vendors

• Do you enforce MFA, encryption, and patching across all endpoints by default?

• How do you ensure terminated employees lose access instantly?

• Are logs immutable and exportable for audits in real time?

• Do you integrate with compliance automation tools like Drata and Vanta?

• Can you provide audit-ready reports for SOC 2, ISO, and HIPAA out of the box?

• How do you handle DSARs, legal holds, and data retention?

5. Automation and efficiency

IT bottlenecks kill productivity. If your systems require constant manual updates, approvals in email, and IT ticket triage, your team can’t scale.

Rippling automates the employee lifecycle end-to-end: onboarding triggers account creation, device assignment, and policy enforcement; role changes automatically update access; offboarding revokes everything with one click. Workflows can be customized with a no-code builder, and admins can schedule offboarding or device deprovisioning in advance.

Questions to ask vendors

• What percentage of onboarding and offboarding tasks can be automated?

• Do workflows adapt automatically when employees change roles or departments?

• Can offboarding be scheduled in advance, with accounts, devices, and apps revoked on time?

• Do you support a no-code workflow builder for custom automations?

• How are failed automation steps handled and logged?

• What visibility do managers have into pending tasks?

6. Visibility and reporting

Executives don’t want anecdotes — they want data. Without centralized visibility, IT leaders can’t answer critical questions: Who has access to what? Which devices are overdue for patching? Where are we exposed?

Rippling gives you real-time dashboards across apps, devices, and inventory. Reports can be filtered by department, OS, geography, or role. Compliance status, adoption rates (SSO, MFA), and device posture are all visible in one system. Logs and reports can be exported into BI, SIEM, or ERP systems with no extra work.

Questions to ask vendors

• Do you provide live dashboards across apps, devices, and users?

• Can we run adoption reports for SSO, MFA, and patching?

• Are compliance metrics tied directly to employee data?

• Do you support exports into BI, SIEM, and ERP tools?

• Can non-technical leaders generate reports without IT support?

• How long is data retained, and can retention be customized?

7. Scalability and ease of use

Point solutions may be powerful, but they’re often too complex for lean IT teams — or impossible for non-technical admins. Trying to reconcile data between systems can end up being more of a headache and a security risk for everyone involved. A modern platform should scale from 10 to 500+ employees without needing dedicated specialists.

Rippling is built for everyone: a CTO, a solo IT hero, or even an HR manager wearing the IT hat. The platform is intuitive, deploys in days, and automates 90% of busywork. Companies can delay hiring IT staff until they’re much larger and still stay secure and compliant.

Questions to ask vendors

• How quickly can the platform be deployed across a distributed workforce?

• Can non-technical staff manage IT tasks effectively?

• Does the system scale seamlessly from 10 to 500+ employees?

• Are pre-built templates available for common workflows (onboarding, returns, access reviews)?

• What training and support resources are provided?

• How does the platform consolidate or replace MSPs and point solutions?

How Rippling helps enterprises

Rippling IT is the only platform that unifies IAM, MDM, and inventory management in one system, powered by live employee data. Every hire, promotion, and termination updates instantly across accounts, devices, and policies. Devices ship pre-configured, access is granted and revoked automatically, and compliance evidence is collected by default.

With Rippling IT, enterprises can:

• Provision accounts, apps, and devices in 90 seconds

• Enforce MFA, encryption, and patching across every endpoint

• Ship and retrieve laptops globally with return kits built in

• Run access reviews and export audit logs instantly

• Replace Okta, Jamf, Intune, spreadsheets, and MSPs with one unified system

• Scale IT operations without scaling IT headcount

Rippling RFP for IT management software example

Ready to evaluate vendors?

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