Evaluation template
Dental Software RFP Template and Scorecard
Use a downloadable dental software RFP worksheet to compare requirements, vendor evidence, integrations, migration and implementation responsibilities.
At a glance
A dental software RFP asks every vendor to answer the same requirements with supporting evidence. Use the worksheet below as a starting point, then adapt its priorities and acceptance criteria to your practice before distributing it.
Evaluation guidance from the DentalSoftware.online team. See what our private prototype currently supports.
Write a concise practice brief
State the country, locations, provider count, current systems and the problems you want to solve. Describe the scope using business requirements, not patient records. Identify required devices and integrations, a desired implementation window and the roles involved in approving the decision.
Ask for evidence alongside every answer
Give each requirement an identifier, priority and acceptance scenario. Ask the vendor to classify it as available, an add-on, dependent on another supplier, planned or unsupported. Request the demonstration, documentation or contract clause that supports the classification, including any version or country restriction.
Keep scoring explainable
Agree on weights before reviewing proposals. An essential unsupported requirement should remain a visible gap even if a vendor scores well elsewhere. Record assumptions and follow-up questions so that a numerical total does not hide important uncertainty.
Compare transition and exit terms
Request itemized costs, migration scope, training responsibilities, support arrangements, renewal terms and export assistance. Ask who signs off each implementation stage. The downloadable CSV is an editable planning template, not a statement that any vendor has passed the requirements.
| ID | Requirement | Evidence requested |
|---|---|---|
| SCH-01 | Reschedule without resource conflicts | Live fictional workflow and documented rules |
| SEC-01 | Restrict access by role | Role demonstration and removal process |
| MIG-01 | Preserve records and relationships | Mapping specification and reconciliation |
| COST-01 | Understand full operating cost | Itemized proposal and third-party charges |
| EXIT-01 | Export usable records | Sample formats, timelines and charges |
Download the editable RFP worksheet
Record priorities, vendor responses, evidence and acceptance decisions in your own spreadsheet.
Download RFP worksheet (CSV)