A well-structured RFP can make all the difference when launching or optimising your tax information reporting process. But according to experts from Comply Exchange,, SOVOS and Ledgible, too many organisations issue generic, misaligned RFPs that stall progress and lead to ineffective implementations.
In the recent webinar “Know Your Pain: Write RFPs That Solve, Not Stall”, panellists stressed the importance of defining scope and identifying all relevant stakeholders before drafting a proposal. Beyond the tax team, this can include product, compliance, legal, customer support and security teams—any group impacted by the proposed solution.
Precision in language is essential. Broad requests like “W-8 support” can create confusion—organisations should specify which IRS form types they require, including substitutes or customisations. If unique reporting formats are needed, examples should be attached to determine if providers can match them. Language support, white-label options, and reconciliation needs should also be documented clearly.
Comply Exchange highlighted that its Comply eForms tool supports electronic collection of IRS Forms W-8, W-9, and 8233, along with custom configurations. Its Admin module maintains, stores, and monitors forms while syncing data with source systems.
Key takeaways included involving all stakeholders early, clearly defining reporting and documentation needs, setting realistic expectations on internal capacity, and identifying where managed services may be required. Using platforms like Comply Exchange can help bridge the gap between tax compliance and customer experience by streamlining documentation collection and reporting accuracy.
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