When is the submission deadline?

Submissions are due June 17, 2026. Questions must be submitted by June 3, 2026.

It was issued by International Planned Parenthood Federation. The work is located in Italy; Netherlands; Germany.

Who is a good fit for this opportunity?

Proven experience with enterprise expense management system implementations. Expertise in workflow design, system integration, and post-launch support. Familiarity with NetSuite, Kofax, corporate card platforms, and Power BI integrations. Ability to deliver user-centric UX/UI and modular, scalable architectures. Track record working with large organizations in the UK or similar environments.

Expense Management System Design, Development, Implementation and Maintenance Service (Due June 17, 2026)

Overview

Business Systems (ERP, CRM & POS)

Italy; Netherlands; Germany; France; London, United Kingdom; Brussels, Belgium; Washington, United States; Nairobi, Kenya; Geneva, Switzerland; Kuala Lumpur, Malaysia; New Delhi, India; Mexico City, Mexico; Tunis, Tunisia; Suva, Fiji; Perth, AustraliaPosted: June 4th, 2026Deadline: June 17th, 2026

Fit Score

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SUMMARY

Comprehensive RFP for the end-to-end design, development, implementation, and maintenance of an integrated Expense Management System, including workflow automation and multi-platform integration.

KEY REQUIREMENTS

Demonstrated experience in the design, development, configuration, implementation, and deployment of enterprise expense management systems of comparable complexity and scale.
Proven experience in system integration with enterprise platforms such as financial management systems, document workflow systems, or ERP systems.
Experience working with large, geographically distributed or decentralized organizations, preferably in the non-profit, international development, or multilateral sector.
Familiarity with data security, privacy, and regulatory requirements including GDPR.
Experience in deployment and support of cloud-based enterprise solutions, preferably within Microsoft Azure or similar cloud environments.
Must submit a self-declaration confirming the firm has not been blacklisted or debarred by any government agency, international organization, or multilateral institution.
Must provide a minimum of two citations of comparable client assignments involving expense management systems.
Must be able to support multilingual functionality including English, French, Spanish, and Arabic.
Must comply with WCAG 2.1 Level AA accessibility standards.

CONTRACT DURATION

18 months

TIMELINE

Project Inception: By Week 1st, 2026

Requirement Finalisation for Pilot Phase: Month 1st, 2026

Solution Design and System Specification for Pilot Phase: Till Month 1.5th, 2026

EMS Configuration, Development and Integration for Pilot Phase: Month 1.5th – Month 4th, 2026

Testing and User Acceptance Testing (UAT) for Pilot Phase: Month 4th – Month 5th, 2026

Training and Capacity Building for Pilot Phase: Month 5th, 2026

Deployment and Go-Live for Pilot Implementation: End of Month 5th, 2026

Post Implementation Support for Phase 1: Month 6th – Month 11th, 2026

Requirement and Solution Design Update for Phase 2: Month 6th – Month 7th, 2026

EMS Enhancement, Configuration, Development and Integration for Rollout Phase: Month 7th – Month 9th, 2026

Testing and User Acceptance Testing (UAT) for Phase 2: Month 9th – Month 10th, 2026

Training and Capacity Building for Phase 2: Month 10th, 2026

Deployment and Go-Live for Phase 2: Month 10th – Month 11th, 2026

Post Implementation Support for Complete Integrated EMS Solution: Month 12th – Month 18th, 2026

Knowledge Transfer and Handover: Month 17th – Month 18th, 2026

QUESTION DEADLINE

June 3rd, 2026

Issuing Agency

International Planned Parenthood Federation

Organization overview and procurement intelligence available on paid plans.

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DESCRIPTION

The organization seeks a qualified vendor to design, develop, implement, and maintain an Expense Management System (EMS) that efficiently handles employee expenses, vendor invoices, event-related expenses, and corporate card reconciliation processes. The EMS should be user-friendly, policy-compliant, and capable of supporting streamlined workflows in alignment with the organization's operational, governance, and reporting needs.

The selected consultant will be responsible for all phases of the project, including requirement gathering, solution design, configuration, development, integration, system testing, deployment, training, knowledge transfer, and ongoing support post-implementation. The system should enable configurable workflows, comprehensive audit capabilities, accessible interfaces, and future scalability using modular architecture principles and modern UX/UI standards to ensure easy maintenance and extensibility.

System functionalities should include workflow-based expense management, validation, approvals, reconciliation, document management, and robust reporting tools. Integration with other key organizational platforms (such as NetSuite for financials, Kofax for vendor management, Power BI for analytics, and various corporate card solutions) is required to ensure seamless operations. The vendor will also be responsible for implementing analytics and reporting features to provide real-time visibility and support informed decision-making across all expense management activities.

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Frequently asked questions

When is the submission deadline?: Submissions are due June 17, 2026. Questions must be submitted by June 3, 2026.
Who issued this RFP?: It was issued by International Planned Parenthood Federation. The work is located in Italy; Netherlands; Germany.
Who is a good fit for this opportunity?: Proven experience with enterprise expense management system implementations
Expertise in workflow design, system integration, and post-launch support
Familiarity with NetSuite, Kofax, corporate card platforms, and Power BI integrations
Ability to deliver user-centric UX/UI and modular, scalable architectures
Track record working with large organizations in the UK or similar environments

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