# Trucking TMS RFP checklist

Use this checklist to compare vendors on the same load and the same evidence. Mark each answer **demonstrated**, **documented**, **planned**, or **not available**. Ask for a written note when a capability depends on a particular plan, integration, or implementation service. Print this page or save it as a PDF from your browser.

## Workflow and data

- ☐ Show a rate confirmation becoming a load. Which fields are extracted, entered, or checked by a person?
- ☐ Show how a revised confirmation changes the record without erasing the prior agreement.
- ☐ Show equipment and driver assignment, including conflicts and approval.
- ☐ Show a stale or conflicting tracking event and its source timestamp.
- ☐ Show a late pickup or delivery exception with owner, escalation, and closure.
- ☐ Show how a POD is matched to a load and what happens when it is missing.
- ☐ Show an invoice and driver settlement with their source evidence and approval history.

## AI and control

- ☐ Which actions are suggestions, drafts, automatic updates, or external messages?
- ☐ Can an authorized user reject, edit, reverse, or audit an AI-proposed action?
- ☐ What happens when the source data is incomplete or the model is uncertain?
- ☐ What information is retained as operational memory, and how can it be corrected?

## Integrations and implementation

- ☐ Name every supported connector required by our fleet, its direction, latency, and failure behavior.
- ☐ Identify the system of record for load, status, invoice, and settlement fields.
- ☐ Describe import formats, validation, duplicate handling, and rollback at cutover.
- ☐ Show role permissions, export options, support hours, and escalation channels.
- ☐ Provide the current availability and implementation effort for each required capability.

## Commercial review

- ☐ Itemize subscription, setup, usage, support, and data-export costs.
- ☐ Confirm contract term, renewal, cancellation, and data access after exit.
- ☐ Document the measurable pilot outcomes and who will validate them.

The [buyer's guide](/resources/guides/trucking-tms-buyers-guide/) explains how to run the evaluation, and the [migration checklist](/resources/guides/tms-migration-checklist/) covers cutover. RunaboutX's [trucking TMS](/tms/trucking/) is available to fleets; use the same evidence categories when assessing it.

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Canonical: https://www.runaboutx.com/resources/guides/tms-rfp-checklist/
Last reviewed: 2026-10-14