Are you wasting time (and money) navigating the freight audit and pay RFP process? In this guide, we’ll review the basics of parcel spend RFPs, how to structure your RFP for maximum vendor quality, and how to get them right the first time.
The Uncomfortable Truth About Parcel Spend Management
Here’s a reality check that might sting: teams only win 45% of their RFPs, on average. That’s not just disappointing—it’s expensive.
The root cause isn’t vendor capability. It’s poorly structured RFPs that fail to capture what actually drives results. Companies can save thousands on shipping costs with the right vendor and clear requirements, but most never achieve these savings because their RFP process sets them up for mediocrity from day one.
When you’re dealing with parcel spend that can represent millions of dollars in annual costs, getting your freight audit and pay RFP right isn’t just important—it’s business-critical.
3 Hidden Mistakes That Are Killing Your RFP Results
1. The “Kitchen Sink” Trap
The biggest mistake when creating a freight and audit pay RFP is asking for every possible feature under the sun. When your RFP reads like a software catalog, you’re actually diluting vendor focus and driving up costs. Vendors either submit generic responses or inflate pricing to cover every conceivable requirement.
The fix: Focus on 3-5 core capabilities that actually move the needle and drive results. Quality always wins over quantity in vendor selection.
2. The Generic Requirements Problem
Here’s where most freight audit and pay RFPs go wrong: they contain vague, meaningless requirements that could apply to any vendor. Let’s take a look at an example of a generic ask versus a smart one.
Generic ask: “Provide reporting capabilities.”
Smart ask: “Deliver automated carrier GRI impact analysis with quarter-over-quarter cost projections.”
See the difference? Specific requirements force vendors to demonstrate real capability rather than hide behind marketing speak.
3. Timeline Disasters That Doom Your Project
If you want to win your parcel spend management RFP, time will be one of your greatest assets.
- Too fast (30 days): Vendors submit generic proposals with little customization
- Too slow (4+ months): Your priorities change, momentum dies, and stakeholders lose interest
- The sweet spot: 75 business days with specific milestone gates that keep everyone accountable while allowing time for thorough evaluation.
5 Requirements That Separate RFP Winners from Time-Wasters
1. Granular Shipping Profile (Not Just Volume)
Most companies share basic volume metrics and call it good. That’s like trying to buy a car by only mentioning you need “transportation.”
What to include:
- Package weight distribution across all shipping lanes
- Seasonal patterns and peak volume analysis
- Current carrier account structure and performance metrics
- Service level requirements by customer segment
Why it matters: A 360-degree view of your shipping profile enables accurate ROI projections and proper solution sizing. Without it, you’re shooting in the dark.
2. Claims Recovery That Actually Works
Many “audit” services recover pocket change metrics, and that’s not auditing—that’s checking boxes.
What to require in your freight audit and pay RFP:
- Automated identification of billing errors and service failures
- Complete filing, tracking, and reporting with success metrics
- Specific recovery percentages by client (if they can’t provide this, walk away)
- Integration with your financial systems for seamless processing
Red flag: Vendors who speak in generalities about “significant savings” without providing concrete data.
3. Contract Intelligence, Not Just Rate Comparison
Standard ask: “Compare carrier rates across our shipping profile”
A better ask: “Model the impact of service downgrades and regional carrier opportunities with risk analysis”
The difference? Strategic optimization versus basic spreadsheet analysis. Your freight audit and pay RFP should demand vendors who think strategically, not just tactically.
4. Integration That Goes Beyond EDI
EDI is table stakes in 2025. Your parcel spend management solution needs real-time data flow with your financial systems, including:
- GL coding automation
- Accrual management
- Budget variance reporting
- Cost center allocation
Vendor test: Ask for specific integration timelines and examples from similar implementations.
5. Proof of Concept with Your Data
The biggest mistake in any freight audit and pay RFP? Accepting vendor demos with sample data that bears no resemblance to your actual shipping patterns.
Require instead: A 30-day analysis of your actual shipping data with:
- Documented savings opportunities
- Implementation roadmap
- Success criteria benchmarks
- Risk mitigation strategies
How to Structure Your Freight and Audit Pay RFP for Maximum Vendor Quality
Forget generic questionnaires. Use scenario-based questions that force vendors to demonstrate real thinking.
- “How would you handle our peak season volume spike of 300% over baseline?”
- “Show us a 12-month ROI projection using our actual data”
- “Provide client contact information for companies with similar shipping profiles”
Also, be sure to weigh your evaluation to focus on what actually matters, such as:
- 40% Functional capability match (not feature count)
- 30% Implementation track record (timeline and success metrics)
- 20% Ongoing partnership quality (account management and continuous improvement)
- 10% Pricing structure (value, not just cost)
The Proof of Concept Process That Prevents Buyer’s Remorse
Focus your efforts on 2 main areas: data strategy and vendor accountability.
1. Data Strategy
- What to share: 3-6 months of detailed shipping data
- What to protect: Customer information and exact pricing details
- Success metrics: Specific savings targets and operational improvements
2. Vendor Accountability
- 30-day analysis timeline: Forces vendors to demonstrate real capability
- Documented deliverables: Written savings analysis and implementation plan
- Success criteria: Clear benchmarks for vendor performance evaluation
Get It Right the First Time: Your Next Steps
Starting your freight audit and pay RFP from scratch is expensive in multiple ways:
- Time cost: 40+ hours to build comprehensive requirements
- Risk cost: Missing critical requirements leads to vendor relationship failures
- Opportunity cost: Delayed implementations mean continued overspending
The solution? Use a proven framework that balances speed with thoroughness. Download our tried and tested parcel spend management RFP template here.
Ready to Stop Overpaying for Shipping?
A well-structured freight audit and pay RFP is your first step toward meaningful savings. With the right approach, you can move from “somewhat meets expectations” to “exceeds expectations” while capturing millions in savings.
The companies that get this right don’t just save money—they build strategic partnerships that deliver value year after year. The question isn’t whether you can afford to invest time in a better RFP process. It’s whether you can afford not to.
At Reveel, we help companies optimize their parcel spend through improved vendor partnerships and more effective shipping strategies. When you’re ready to stop overpaying for shipping, we’re here to help.
Questions about your RFP strategy? Contact us for a free consultation on your vendor selection process.
