50 Questions for Your HR Tech Procurement

When selecting HR technology, it's easy to get overwhelmed by demos, sales pitches, and feature lists. A structured questionnaire ensures you don't overlook anything and allows you to compare vendors fairly.

These 50 questions are divided into 8 categories that together cover the full spectrum of an HR tech evaluation.

1. Which core modules are included by default, and which are optional add-ons?
2. How does your product compare to our must-have requirements?
3. Can we customize workflows and processes without a developer?
4. How often are new features released, and who determines the roadmap?
5. Is there a self-service portal for employees and managers?
6. Do you support multiple languages in the interface?
7. How do you handle country-specific laws and regulations (e.g., GDPR, WVP)?
8. Can we use a sandbox or test environment before go-live?

1. Which standard integrations do you offer (payroll, ATS, accounting)?
2. Do you have an open API? If so, REST or GraphQL?
3. How does data exchange occur — real-time, batch, or manual?
4. Do you support SSO (Single Sign-On) via SAML or OIDC?
5. Which webhooks or event triggers are available?
6. Is there a marketplace or partner ecosystem for additional integrations?
7. How do you handle legacy systems that we still use?

1. What is the average lead time from implementation to go-live?
2. Which resources (internal/external) are needed during implementation?
3. Do you offer data migration from our current system?
4. What does the training plan look like for admins and end-users?
5. Is there a dedicated implementation manager or Customer Success Manager?
6. What risks do you foresee in our specific situation?
7. How does the handover from implementation to support proceed?

1. Where is our data stored (data center location)?
2. Which certifications do you hold (ISO 27001, SOC 2, NEN 7510)?
3. How does the backup and disaster recovery procedure work?
4. Who owns the data, and what happens upon contract termination?
5. How do you handle data breaches and reporting obligations?
6. Can we enter into Data Processing Agreements (DPA)?
7. How is access to sensitive data managed and logged?

1. What are the support hours and available channels (chat, phone, email)?
2. What are the guaranteed response times (SLAs)?
3. Is Dutch-language support available?
4. Do you have a knowledge base or community forum?
5. How is customer feedback incorporated into product development?
6. What is your average customer satisfaction score (NPS/CSAT)?

1. What is the pricing model (per employee, per module, flat fee)?
2. Which costs are not included in the standard license (implementation, training, support)?
3. Are there minimum contract periods or notice periods?
4. How does pricing adjust for growth or reduction in our workforce?
5. Are there discounts for multi-year contracts?
6. What are the costs for additional modules or future upgrades?

1. How scalable is the platform for rapid growth (e.g., acquisitions)?
2. Do you support multi-entity or multi-country setups?
3. What is the product roadmap for the next 12–24 months?
4. How financially stable is your organization (funding, revenue)?
5. How many clients in our segment do you currently serve?

1. Can you share references from similar clients in our industry?
2. Do you have case studies available that demonstrate results?
3. What is the average implementation success rate?
4. May we speak with an existing client about their experience?

• Before the demo: Send the relevant questions to the vendor in advance so they can prepare
• During the demo: Use the list as a scorecard and note down answers directly
• After the demo: Compare the answers from different vendors side-by-side
• During negotiation: Use unanswered questions as negotiation points