Top 5 BenAdmin RFP Mistakes Finance & IT Leaders Can’t Afford

On paper, the cheapest or most feature-rich benefits administration (BenAdmin) platform can appear to be the right choice. But too often, and months into implementation, Finance and IT leaders discover that what seemed like a wise decision has turned into a costly misstep.

This quick checklist highlights five of the most common mistakes that derail platform selection and gives you the sharper questions you’ll need to avoid them. For the full 10-item list, download our complete RFP guide.

 Mistake 1  Focusing Only on Cost, Not Total Value

The risk: Hidden implementation fees, inconsistent upgrades, and low employee adoption can erode ROI and undo the initial savings of a “budget” BenAdmin platform. What appears to be a win on paper may lead to higher long-term costs as inefficiencies add up and support expenses escalate.

How to avoid it: Don’t just evaluate the sticker price. Appraise “total cost of ownership” across three years.

Sharp Questions to Ask Vendors:

• “What’s the average total cost of ownership—including implementation, support, and upgrades—across three years?”
• “Can you share ROI metrics or case studies showing measurable HR or employee outcomes?”

 Mistake 2  Overlooking Employee Usability

The risk: If employees find the platform confusing or clunky, adoption plummets. That leads to more calls to HR or the call center, higher administrative costs, and frustrated employees who may disengage with critical benefits programs. Poor usability directly undermines the platform’s ability to deliver value.

How to avoid it: Prioritize mobile-first platforms that have an intuitive, consumer-grade design.

Sharp Questions to Ask Vendors:

• “For what percentage of your clients is mobile the primary enrollment method?”
• “How do you test your platform for usability across diverse employee demographics?”

 Mistake 3  Underestimating the Complexity of Implementation

The risk: Failing to have a clear understanding of the demands of the rollout of a BenAdmin implementation often results in delayed go-live dates, ballooning budgets, and overextended HR and IT teams. Any of these will not only stall or decrease the platform’s value. They’ll also create internal friction and employee dissatisfaction when deadlines slip.

How to avoid it: Demand a detailed roadmap and client references for complex rollouts.

Sharp Questions to Ask Vendors:

• “What percentage of your implementations launch on time and on budget?”
• “What resources will we (Finance, IT, or HR) need to dedicate during rollout?”

 Mistake 4  Disregarding the Importance of Integrations

The risk: When payroll, HCM, and carrier systems fail to sync, it creates errors that ripple across an organization. These don’t just cause administrative hassles. They create challenges that can impact employee paychecks, benefits eligibility, and compliance reporting. The results are wasted time, mounting rework, and a loss of trust from both employees and leadership.

How to avoid it: Vet integration capabilities early; require proof of successful past integrations with your specific systems.

Sharp Questions to Ask Vendors:

• “How many active integrations do you currently maintain with [insert your HRIS/payroll system]?”
• “What’s your SLA for resolving data feed errors?”

 Mistake 5  Ignoring the Vendor’s Support and Service Model

The risk: Even the most advanced platform will fail if client support is slow, generic, or difficult to access. Without strong service, issues persist, HR teams get bogged down with troubleshooting, and employee confidence suffers. Poor support also inflates the total cost of ownership as organizations scramble for outside help.

How to avoid it: Evaluate the vendor’s service model as carefully as the technology.

Sharp Questions to Ask Vendors:

• “Will you provide a dedicated account team, or will questions be routed through a general help desk?”
• “What’s your year-over-year client retention rate?”
• “How do you structure ongoing account governance to ensure our needs are consistently met?”

Summing Up

Choosing a BenAdmin platform is about finding the right fit and partnership, not just price or features. Use these suggestions and vendor questions to sharpen your RFP process and avoid costly missteps.

Want the complete 10-item checklist (including scalability and stakeholder alignment)? Download our complete guide: 10 BenAdmin RFP Mistakes Finance & IT Make (and How to Avoid Them)