Dynamics GP to Business Central Partner RFP Letter Template
Partner quotes for a Dynamics GP migration vary widely when the brief is thin. This RFP letter tells each partner the same facts about your environment and asks for the same breakdown, so you can compare like with like.
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GP to Business Central Partner RFP Letter Template
Request for Proposal: Migration from Dynamics GP to Business Central
From: Brightwater Manufacturing LLC Contact: Marcus Hale, IT Director Response due: 2026-12-04
We are requesting a proposal for moving our finance and operations system from Dynamics GP 2018 R2 to Dynamics 365 Business Central.
Current Environment
Named users: 48 GP companies: 3 Modules in use: Financials, Purchase Order Processing, Sales Order Processing, Inventory, Bill of Materials, Manufacturing Order Processing, Field Service. Customisations and add-ons: Two ISV add-ons, six SmartList Builder reports, a custom pick ticket dictionary, an EDI connector. Desired go-live: Q3 2027
What We Ask You To Quote
1. Discovery and fit-gap 2. Configuration and data migration with the number of rehearsals included 3. Replacement or rebuild of each customisation listed above 4. Reporting and integrations 5. Training, cutover support and hypercare 6. Licensing guidance and ongoing support options
Response Format
| Item | Please provide |
|---|---|
| Approach | Phases, timeline and team roles |
| Pricing | Fixed price or capped range with assumptions stated |
| References | Two similar GP migrations, with contactable references |
| Risks | Top five risks and how you would handle them |
| Exclusions | Items not included in the proposal |
Approvals
Starting-point template, not legal or procurement advice. Add your own confidentiality terms and evaluation criteria before sending.
Proposal comparison review
Optional: we can review the proposals you receive and flag gaps in scope.
Optional. The tool and every export work without this. No spam.
How to use the letter
Complete the environment fields with real numbers: users, companies, modules, add-ons. Send the exported letter to three or four partners with a short response deadline. Offer one Q and A call for all bidders so everyone hears the same answers.
- Same brief to every partner
- State assumptions you need priced
- Ask for references from GP migrations
- Set a clear response date
What to compare
Do not compare only the headline price. Check the number of data migration rehearsals, whether customisations are priced individually, and what hypercare covers. A cheaper proposal that excludes rework or training often costs more by project end.
Scoring responses
Build a short scorecard with weights for approach, team, price, references and risk handling. Score each partner independently before comparing notes. Ask finalists to walk through a GP-specific scenario, such as how they would migrate open purchase orders with partial receipts.
Frequently Asked Questions
How many partners should I invite?
Three to four is usual. Fewer limits comparison, and more makes the review heavy for little extra value.
Should I share my budget?
Many buyers share a range so proposals fit the scope. Others withhold it to see unanchored pricing. Either works if the scope is clear.
Do I need to name Business Central as the target?
Only if you have decided. You can ask partners to recommend a target, but then the proposal is a selection exercise, not a migration quote.
What attachments help partners?
A module list, user count by role, add-on list and a sample of key reports. The add-on inventory worksheet on this site exports a ready table.
If you want an independent view of the proposals or help sizing your own GP estate, we can talk through it.
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