[{"data":1,"prerenderedAt":150},["ShallowReactive",2],{"blog-en-erp-software-requirements-specification-checklist":3},{"id":4,"title":5,"body":6,"categories":130,"date":132,"description":12,"draft":133,"excerpt":134,"extension":135,"image":136,"lang":137,"meta":138,"modified":139,"navigation":140,"noindex":133,"path":141,"related":134,"seo":142,"seoDescription":143,"seoTitle":144,"slug":145,"sourcePath":146,"sourceRoute":134,"stem":147,"tags":134,"translated":133,"type":148,"wpId":134,"__hash__":149},"blog\u002Fen\u002Fblog\u002Ferp-software-requirements-specification-checklist.md","Checklist: Requirements Specification for ERP Software",{"type":7,"value":8,"toc":118},"minimark",[9,13,18,21,25,28,32,35,39,42,46,49,53,56,60,82,86],[10,11,12],"p",{},"Anyone writing a requirements specification for selecting an ERP or CRM system often starts with a blank template. From several real selection processes we have gone through as a vendor, a structure emerges that comes up again and again in practice — regardless of industry and company size.",[14,15,17],"h2",{"id":16},"_1-break-down-the-licence-and-user-model-in-detail","1. Break down the licence and user model in detail",[10,19,20],{},"The total number of users is not the only thing that matters — many requirements specifications ask (or should ask) for a breakdown by role, such as office staff, field staff, course instructors or accounting, because licence costs for modern SaaS solutions are often calculated exactly along these lines. Leave this breakdown out of the specification and you will later receive offers that do not fit or are unnecessarily expensive.",[14,22,24],{"id":23},"_2-module-coverage-as-a-table-not-as-running-text","2. Module coverage as a table, not as running text",[10,26,27],{},"A requirements table with mandatory and optional criteria per module has proven effective — for example CRM, order processing, inventory management, accounting and resource planning. This makes it easier for vendors to respond in a structured way and for buyers to compare several offers directly, instead of having to compare long passages of prose.",[14,29,31],{"id":30},"_3-name-interfaces-specifically-dont-just-ask-for-api-capability","3. Name interfaces specifically, don't just ask for \"API capability\"",[10,33,34],{},"\"Open REST API\" on its own says little. What matters more is which specific target systems need to be connected — the existing financial accounting software, EDI partners, an existing online shop or a learning management system. This is exactly what decides whether a standard integration is enough or whether costly custom development is required.",[14,36,38],{"id":37},"_4-dont-forget-compliance-and-retention-requirements","4. Don't forget compliance and retention requirements",[10,40,41],{},"Especially for invoicing and accounting data, buyers regularly ask for GoBD-compliant, audit-proof storage with specific retention periods — often ten years for books of account, inventories and annual financial statements. In our experience, this point is frequently missing from early drafts of a requirements specification and causes delays later when it has to be added after the fact.",[14,43,45],{"id":44},"_5-require-security-as-a-separate-document-not-a-paragraph","5. Require security as a separate document, not a paragraph",[10,47,48],{},"In several procedures, a separate security document was required — hosting location, backup concept, access rights, encryption — instead of a brief mention in the main offer. This makes it easier for buyers to compare offers by security standard without mixing it up with the functional answers.",[14,50,52],{"id":51},"_6-schedule-a-fixed-qa-session","6. Schedule a fixed Q&A session",[10,54,55],{},"In our experience, the requirements specifications that attracted the best offers almost always included a planned workshop or Q&A session before the final submission deadline — this significantly reduces misunderstandings on both sides and prevents vendors from calculating on the basis of wrong assumptions.",[14,57,59],{"id":58},"checklist-to-take-away","Checklist to take away",[61,62,63,67,70,73,76,79],"ul",{},[64,65,66],"li",{},"User roles and licence structure clearly defined",[64,68,69],{},"Modules as a mandatory\u002Foptional table, not as running text",[64,71,72],{},"Specific target systems named for interfaces",[64,74,75],{},"Retention and compliance requirements defined",[64,77,78],{},"Security requirements requested as a separate document",[64,80,81],{},"Q&A session firmly scheduled before the final submission",[14,83,85],{"id":84},"frequently-asked-questions","Frequently asked questions",[10,87,88,92,95,96,101,102,105,107,108,111,113,114,117],{},[89,90,91],"strong",{},"What is the difference between a requirements specification and a functional specification?",[93,94],"br",{},"\nThe requirements specification describes what is needed from the buyer's point of view. The functional specification describes from the vendor's point of view how these requirements will be implemented in concrete terms. Find out more in our ",[97,98,100],"a",{"href":99},"\u002Fen\u002Fblog\u002Fprocurement-requirements-specification-rfp-glossary\u002F","glossary on procurement procedures, requirements specifications, functional specifications and RFPs",".\n",[89,103,104],{},"How detailed should a requirements specification be?",[93,106],{},"\nDetailed enough to define clear mandatory criteria — but open enough to leave vendors room for the technical implementation. Overly rigid technical requirements often exclude good standard solutions unnecessarily.\n",[89,109,110],{},"Should you write a requirements specification with or without external consultants?",[93,112],{},"\nIn more complex system landscapes, external advice helps avoid blind spots — for clearly defined requirements, a structured internal assessment is often enough.\n",[89,115,116],{},"Are you currently writing a requirements specification for an ERP\u002FCRM selection?"," We are happy to discuss your requirements structure with no obligation — even if you have not yet decided on a vendor.\nGet in touch",{"title":119,"searchDepth":120,"depth":120,"links":121},"",2,[122,123,124,125,126,127,128,129],{"id":16,"depth":120,"text":17},{"id":23,"depth":120,"text":24},{"id":30,"depth":120,"text":31},{"id":37,"depth":120,"text":38},{"id":44,"depth":120,"text":45},{"id":51,"depth":120,"text":52},{"id":58,"depth":120,"text":59},{"id":84,"depth":120,"text":85},[131],3329,"2026-05-26T09:00:00",false,null,"md","\u002Fmedia\u002F2026\u002F07\u002Fimg-post4-checkliste-lastenheft.jpg","en",{},"2026-07-23T21:02:28",true,"\u002Fen\u002Fblog\u002Ferp-software-requirements-specification-checklist",{"title":5,"description":12},"What belongs in a requirements specification for ERP software? A practical checklist from real tenders: licensing, modules, interfaces, compliance.","ERP Requirements Specification: Checklist | 1Tool","erp-software-requirements-specification-checklist","\u002Fen\u002Fblog\u002Ferp-software-requirements-specification-checklist\u002F","en\u002Fblog\u002Ferp-software-requirements-specification-checklist","posts","D85Bm_IGFVJ6pRPNeDKAB7VoIph7cugFSLEqQqJDL0Q",1791582060750]