Request for Proposal (RFP) QuickBooks Advanced Upgrade, Configuration, Process Improvement & Training

MOAM Logistics is a Kabul-based logistics company specializing in cargo transportation, courier services, and warehouse management. As a visionary startup backed by Quqnoos Investment and a proud sister company to Moby Group , MOAM is redefining the logistics landscape in Afghanistan. Through a unified, technology-driven platform, MOAM connects supply and demand across the logistics value chain — enabling faster, smarter, and more reliable movement of goods. Our mission is to accelerate the development of a robust logistics ecosystem that fuels economic growth and connectivity across the country. As part of its continued growth, MOAM Logistics intends to strengthen its financial management environment. The objective is to improve financial processes, internal controls, user access, approval workflows, reporting, and audit readiness, while ensuring that QuickBooks is properly configured to support Group Finance reporting requirements. 2. Objective of the Assignment The selected service provider will conduct a comprehensive assessment of the existing QuickBooks environment and finance processes, identify gaps, upgrade and configure the system, establish appropriate financial workflows and approval controls, develop management reporting, provide user training, and offer post-implementation support. 3. Scope of Work A. Existing System and Process Review The consultant shall review the existing QuickBooks Plus environment, including: Chart of Accounts, Classes, Locations, and Custom Fields Opening balances and data integrity User access and permissions Existing reports and reporting requirements The consultant shall also review key finance processes, including: Payments and bills Payroll postings Receivables and payables Intercompany transactions Bank reconciliation Journal entries Month-end closing Financial reporting The review shall identify gaps and risks related to segregation of duties, approval controls, user access, audit trails, data integrity, and reporting, and provide practical recommendations. B. QuickBooks Advanced Upgrade and Configuration The provider shall: Plan and execute the upgrade from QuickBooks Plus to QuickBooks Advanced. Conduct data migration checks and reconciliation. Validate opening balances and migrated data. Configure Chart of Accounts, Classes, Locations, and Custom Fields. Configure user roles and customized permissions. Align the system with Group Finance reporting requirements. Configure multi-level approval workflows for Purchase Orders, Bills, Expense Claims, Journal Entries, and other agreed transactions. Configure recurring transactions, bank rules, fees, reminders, and other relevant automation. C. Reporting The provider shall configure a comprehensive reporting package, including, as applicable: Management financial reports Profit and Loss and Balance Sheet reports Cash Flow reports Budget vs. Actual reports Receivables and Payables reports Class and Location-based reports Customized management reports Scheduled report distribution Reports required by Group Finance The final reporting structure shall be agreed with MOAM Logistics and Group Finance before implementation. D. Workflow and Documentation The consultant shall document agreed financial workflows and controls, including: Key finance process flows Approval matrix and thresholds Roles and responsibilities User access and segregation of duties Exception and escalation procedures Relevant system configuration and control requirements The documentation should support staff handover, future reference, and audit requirements. 4. Training and Handover The provider shall conduct practical training for: Finance Team MOAM Finance team Relevant Group Finance staff Training shall cover system use, financial transactions, reporting, reconciliation, month-end closing, approval workflows, and relevant controls. Approvers A separate session shall cover transaction review, approval/rejection, workflow responsibilities, and approval thresholds. The provider shall also provide: User guides and training materials System configuration documentation Formal handover Post-implementation support and troubleshooting 5. Expected Deliverables The successful bidder shall provide: QuickBooks Review Report Current-state assessment Key findings and control gaps Recommendations Configured QuickBooks Advanced Environment Completed upgrade Validated data migration Configured Chart of Accounts, Classes, Locations, and Custom Fields User roles and permissions Approval workflows Automation and reporting package Financial Workflow Documentation Process flows Approval matrix and thresholds Roles and responsibilities Access and segregation of duties matrix Training and Handover User and approver training Training materials User guides Handover documentation Post-Implementation Support Agreed support period Troubleshooting and implementation-related guidance 6. Consultant/Service Provider Qualifications Bidders should demonstrate: Proven experience in QuickBooks Advanced implementation and configuration. Experience in financial process review and internal control design. Experience with approval workflows, user permissions, and segregation of duties. Strong knowledge of financial and management reporting. Experience with data migration and system upgrades. Experience providing training and post-implementation support. At least [X] years of relevant experience. References from similar assignments are preferred. 7. Proposal Requirements Technical Proposal The proposal should include: Company profile and relevant experience Understanding of the assignment Proposed methodology and approach Work plan and implementation timeline Proposed team and CVs of key personnel Relevant previous projects and client references Training and handover approach Post-implementation support plan Key assumptions and exclusions Financial Proposal The financial proposal should clearly identify: Professional/service fees Implementation and configuration costs Training costs Support costs QuickBooks licensing/subscription costs, if applicable Travel or reimbursable expenses, if applicable Taxes and applicable charges Total proposed cost 8. Implementation Timeline The proposed schedule should cover: Initial assessment and system review Finance process and control review Gap analysis and recommendations QuickBooks upgrade and configuration Data migration and validation Workflow and reporting configuration User acceptance testing Training Handover Post-implementation support Bidders should provide a realistic timeline and indicate the duration of each phase. 9. Questions and Inquiries For questions, clarifications, or inquiries regarding this RFP: Contact Person: Mohammad Hajizada Phone: +93 799 781 515 Email: mohammad.hajizada@mobygroup.com 10. Submission of Proposal Interested and qualified service providers are invited to submit their technical and financial proposals to the Procurement Department. Deadline: August 31, 2026, at 1400 hours Submission Address: House #3, I Street #12, Wazir Akbar Khan, Kabul, Afghanistan P.O. Box 225 Proposals should clearly state the bidder's assumptions, exclusions, implementation timeline, payment terms, support arrangements, and any requirements from MOAM Logistics. MOAM Logistics reserves the right to evaluate proposals based on technical capability, relevant experience, methodology, service quality, cost competitiveness, and overall value for money.