In this article
When the group requires you to compare several providers, a clear Request for Proposal (RFP) makes the quotes comparable. Without information on volumes or group reporting, each bidder will price a different scope and you will not know which is the real price. This article sets out an RFP framework for outsourcing accounting services for an FDI company, with a scorecard, prepared by ACCA Consulting Vietnam from real requests we have received.
1. Why use an RFP when outsourcing accounting for an FDI company?
Accounting fees depend mainly on document volume, headcount, entity type and reporting requirements. If the RFP does not state these factors, providers have to guess. A low quote may cover only tax filings, while a high quote may already include monthly group reporting. A good RFP helps you:
- Compare quotes on the same scope of work.
- Spot early any provider that cannot meet your language, system or reporting calendar requirements.
- Have ready-made content for the contract and the SLA appendix later on.
2. An 8-section RFP framework
| Section | Information to provide | Example wording |
|---|---|---|
| 1. Company overview | Entity type, industry, year of establishment, parent company, financial year | 100% foreign-owned limited liability company, component manufacturing, calendar financial year |
| 2. Scope of work | Bookkeeping, tax, payroll, social insurance, group reporting, audit coordination | List each item and mark it mandatory / optional |
| 3. Volumes | Invoices and documents per month, headcount, number of bank accounts, currencies | About 40 purchase invoices, 20 sales invoices, 12 employees, 2 accounts in VND + USD |
| 4. Group reporting | Reporting package template, deadline, accounting framework | Submit by WD5 using the group template, with an account mapping |
| 5. Language | Language of reports, communication and books | Monthly reports in English, bilingual books |
| 6. Systems | Current software, access rights, group ERP | The company uses domestic accounting software; the group uses its own ERP |
| 7. SLA and confidentiality | Deadlines, accuracy, response times, data handling | Email response within 1 working day, separate NDA |
| 8. Quotation requirements | Fee basis, additional fees, validity period | Monthly fee by document tier, list of out-of-scope fees |
For section 7, you can refer to the list of clauses in SLAs in accounting service contracts with FDI companies.
3. Describing volumes so quotes reflect reality
Use the average of the last 3–6 months, not a peak or a trough month. For a newly established company, give estimates with the expected changes (for example, production starting in Q2). For reference, ACCA's FDI price list (companies with fewer than 5 employees) is tiered by document volume, as shown in the chart below.
ACCA Consulting Vietnam price list for companies with fewer than 5 employees. Headcount surcharge: 5–15 employees +VND 300,000; 16–30 employees +VND 700,000; over 30 employees from +VND 1,200,000. VND 640,000 is approximately USD 25 (reference rate VND 25,500/USD).
View as table
| No transactions | 640,000 VND |
| 1–15 | 1,280,000 VND |
| 16–30 | 1,920,000 VND |
| 31–50 | 2,880,000 VND |
| 51–100 | 4,480,000 VND |
| Over 100 (from) | 6,400,000 VND |
When you state volumes clearly, providers can quote the correct tier instead of adding a safety margin. This is also how you get affordable, transparent accounting services from VND 399,000/month in the true sense: affordable because the scope is right, not because work is cut.
4. A scorecard for comparing quotes
Do not choose on price alone. Below is a suggested set of weightings; the group can adjust them to its own priorities.
- FDI expertise35%
- Service fee25%
- SLA and confidentiality25%
- Language, systems15%
Illustrative example, not a mandatory standard.
View as table
| FDI expertise | 35% |
| Service fee | 25% |
| SLA and confidentiality | 25% |
| Language, systems | 15% |
Illustrative example. With the weightings above, A scores 7.35 and B scores 6.5, even though B is cheaper.
View as table
| Provider A | Provider B | |
|---|---|---|
| FDI expertise | 8 điểm | 6 điểm |
| Service fee | 6 điểm | 9 điểm |
| SLA and confidentiality | 8 điểm | 5 điểm |
| Language, systems | 7 điểm | 6 điểm |
5. Running the RFP in 4 weeks
- 1Week 1: Draft and send
Complete the 8 sections; sign NDAs before sharing detailed figures.
- 2Week 2: Q&A
Collect questions from all bidders and answer them collectively to ensure fairness.
- 3Week 3: Receive and score
Score against the scorecard and invite the 2 highest-scoring bidders to present.
- 4Week 4: Negotiate
Agree the scope, SLA, additional fees and handover plan.
- Document volumes, headcount and currencies stated
- Group reporting template attached (with sensitive data removed)
- Reporting deadlines and language stated
- Bidders asked to list out-of-scope fees
- NDAs in place with all RFP recipients
FAQ
Do I need to send financial statements to providers when requesting quotes?
Not necessarily. Information on volumes and scope is usually enough to quote. If you do send them, sign an NDA first.
How many providers should I invite?
Three is usually enough for a meaningful comparison without spending too much time on scoring.
Should a quote far below the others be a concern?
Re-check the scope: does it include group reporting, tax finalization and audit coordination, and how are additional fees charged?
Does the RFP have to be written in Vietnamese?
No. Many FDI companies send RFPs in English; it is worth checking each provider's ability to respond in English at this stage.
Get a quote based on your RFP
Send your RFP to ACCA Consulting Vietnam for a detailed quote by document tier. Accounting services in Ho Chi Minh City for FDI companies.
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