Prop Firm Software Migration RFP: What Switching Firms Should Send Vendors
A live-firm RFP should describe the source environment, not just the desired destination. Vendors cannot responsibly price or promise migration without knowing which systems hold customer, account, trading, KYC and payout state.
1. Current stack inventory
- CRM/back office.
- Trader portal.
- Trading platforms/connectors.
- Payment processors.
- KYC provider.
- Email/notifications.
- Affiliate system.
- Analytics/data warehouse.
- Manual spreadsheets/tools.
2. Data volumes
Provide total customers, active challenges, funded accounts, historical accounts/orders, payout records and approximate data size. Distinguish records that must be live at cutover from history that can migrate later.
3. State requirements
Specify which account state must survive: phase, rule version, balance/equity reference where applicable, breach status, funded status, payout eligibility, KYC state and affiliate attribution.
4. Source access
State what exports/APIs are available from the incumbent and known restrictions. Ask the bidder to identify assumptions before committing to “full migration.”
5. Parallel-run requirement
Ask how long systems can coexist, whether changes synchronize, which system accepts new writes and how reconciliation is performed.
6. Acceptance and rollback
Define count/state reconciliation thresholds, critical integrations, smoke tests, stop authority and rollback procedure. Require the vendor to state which steps are reversible.
7. Timeline
Ask for discovery, mapping, configuration, rehearsal, final load, cutover and hyper-care dates separately. Vendor headline timelines often begin only after all required inputs are supplied.
8. Commercial response
- Migration fee.
- Software setup fee.
- Old/new overlap assumptions.
- Custom mapping/development.
- Post-cutover support.
- Third-party charges.
- Any migration incentive/free months.
9. Evidence
Ask for a representative migration methodology and relevant reference where appropriate. Current public offers from PropForge, Propriotec and Execurve/PropScale show that vendors compete on migration, but your RFP should turn those broad offers into source-specific commitments.
10. Exit from the new vendor
Migration procurement is the best time to ask how you would migrate again. Require export formats, retention and assistance terms.
Supporting tools: migration checklist, vendor comparison, switching cost.
FAQ
Should I reveal my current vendor?
If source-specific migration feasibility depends on it, vendors may need enough information to assess export/API constraints. Handle confidential information appropriately.
Should migration price be fixed?
A fixed or capped price can improve predictability, but only after scope and source limitations are sufficiently understood.