A rewards program RFP tests three things. Can customers and partners choose rewards they want? Do those rewards arrive on time? And does the program stay compliant as it grows? A great catalog means little if a gift card code arrives late or a promotional card lacks a required disclosure.
Below, we cover what your RFP should require and six reasons to include NextBee. We also list the gift card and tax rules to check with every vendor. Each reason comes with a way to verify it.
Customer rewardsEmployee recognitionPartner and reseller incentivesResearch and survey incentives
What a Rewards Program RFP Must Cover
Whether you reward customers, employees or partners, the same six areas decide success. Build your requirements around them.
Area What to require Reward catalog Gift cards, goods, trips and charity, with free choice for each person Fulfillment Hands-free delivery, order tracking and a plan for failed sends Integration Clear APIs and links to your CRM, store, HR and partner tools Fraud and controls Checks, approvals and a full record of every reward sent Compliance Gift card notices, tax reports and privacy tools Reporting What gets redeemed, what it costs and totals per person Some teams shortlist a pure gift card API and a separate engagement tool, then try to stitch them together. It is worth testing whether one vendor can cover both catalog and engagement before you commit to two contracts.
How Rewards Differ by Audience
One platform can serve several groups, but each group needs different rewards and rules. Plan for these differences in your requirements.
Audience Common goal Rewards that fit Watch for Customers Repeat purchases and referrals Gift cards, store credit, experiences Promotional card disclosures Employees Recognition and retention Gift cards, merchandise, charity options Payroll tax on gift cards Partners and resellers Sales targets and training Gift cards, travel, branded merchandise 1099 reporting and gift policies Research participants Survey and study completion Instant digital gift cards Fast delivery and fraud checks Six Reasons to Include NextBee in Your Rewards Program RFP
01
A catalog customers and partners actually want
Offer gift cards, branded goods, experiences and travel like flights and hotels, plus gifts to charity. Build your own catalogs and let each person pick.
Verify it: ask to see a custom catalog built for one of your audiences.
02
Fulfillment that runs itself
Fulfillment is automated from order placement through shipping and tracking, backed by partnerships with established fulfillment providers. You can also track reward inventory from the platform.
Verify it: follow one digital and one physical reward from order to delivery.
03
Rewards that respond to behavior
Rewards can go out on their own when set rules are met. Targeted messages and step-by-step journeys keep customers and partners engaged between rewards.
Verify it: set up a rule that sends a reward when someone completes a task.
04
Fraud detection built in
AI watches for suspicious activity and sends alerts, so rewards reach real customers and partners. Live dashboards show where every reward went.
Verify it: ask how a suspicious redemption is flagged and who reviews it.
Before locking your RFP vendor shortlist, review the finance-gate diagram below showing how our platform verifies tax thresholds and fraud checks prior to reward payout.
Finance gate connecting verified recipient actions, fraud screening, and W-2 or 1099 tax logging before gift card release. 05
Fits your systems and your brand
Ready-made links connect popular CRM, store and email tools. An open API reaches custom or older systems, and every screen can carry your brand.
Verify it: have your developers review the API documentation before the demo.
06
A named team and pricing tied to results
A dedicated account manager guides implementation, and our Director of Fulfillment Strategy brings more than 15 years in rewards fulfillment. Pricing is tied to revenue milestones, and most programs launch in four to eight weeks.
Verify it: ask every vendor to name your team and their launch timeline.
Rewards often power wider programs, from customer loyalty to channel incentives. Do you also need points, tiers or partner targets? Then ask how the catalog connects to a rewards and incentive platform and a channel partner engagement platform.
Gift Card and Tax Rules Every Rewards Program RFP Should Check
These rules apply to your program, not just your vendor. Still, a good vendor makes them easy to follow.
Promotional gift card disclosures
For the exact vendor questionnaire to copy into your procurement packet, read our gift card and rewards solution RFP questions guide and explore our global rewards choice catalog.
Under Regulation E, promotional gift cards skip the federal fee and expiration limits only if they carry certain disclosures. One is a statement on the front that the card was issued for loyalty, award or promotional purposes.
Reporting thresholds for rewards
In the U.S., the Form 1099 reporting threshold rose from $600 to $2,000 for payments made after 2025. Some states keep lower limits, so track totals for each person.
Gift cards given to employees
The IRS treats gift cards like cash. So gift cards given to employees are generally taxable wages, whatever the amount. Plan employee rewards with payroll.
General information, not legal or tax advice. State gift card and unclaimed property laws also vary.
Scenarios to Test in Every Rewards Program RFP Demo
Send these to each finalist ahead of time and ask them to run each one in the live product.
A recipient picks a reward. Show the choice screen, the order and the delivered code or shipment.
A delivery fails. Show how a bounced email or wrong address is caught and resolved.
A redemption looks suspicious. Show the alert, the hold and the review steps.
Finance closes the month. Show reward spend by program and totals per recipient.
A new audience launches. Show how quickly a branded catalog goes live for a new group.
How to Add NextBee to Your Rewards Program RFP
Invite us
Share your audiences, reward budget and response format through our RFP page.
Send your scenarios
Include the five demo scenarios above, plus any specific to your program.
Meet the team
Talk with the practice leaders who would design and run your rewards program.
Invite NextBee to your rewards program RFP
Tell us who you want to reward and how. We will respond in the format your procurement team needs. Then we will show each point in this post in a live demo.
Frequently Asked Questions
What should a rewards program RFP include?
Cover the catalog, delivery, systems, fraud checks, rules and reports. Then add demo tests, so vendors must show each one working.
Can one platform reward customers, employees and partners?
Yes. NextBee rewards customers, staff, distributors, partners, contractors and resellers. Each group can have its own catalog and campaigns.
How long does it take to launch a rewards program with NextBee?
It depends on your program and integrations. On average, programs launch within four to eight weeks.
Does NextBee support white-labeled rewards?
Yes. Every screen can carry your brand, from colors and logos to the pages where customers and partners pick rewards.
Executive FAQ: Evaluating Gift Card and Rewards Program RFP Vendors
Use this billing and breakage comparison, payroll tax integration timeline, and fulfillment transformation model when scoring rewards RFP responses.
What pricing and breakage terms should a gift card and rewards program RFP require?
Require transparent face-value billing in your rewards RFP: compare platform licensing fees, foreign-exchange markups on cross-border redemptions, and unclaimed-reward expiration policies so your finance team only pays for claimed value or recovers 100% of expired promotional links.
Your Rewards RFP Commercial and Unclaimed-Credit Economics ModelWe show your procurement and finance leads how unclaimed reward recovery and zero-markup face value protect your budget.
Commercial RFP Line Item Breakage-Retaining Vendor Our Transparent RFP Model Annual Budget Impact ($200k Spend) Gift Card Face-Value Issuance $200,000 billed on link send $200,000 funded in reward wallet Zero per-card issuance markup Unclaimed / Expired Reward Links (12%) $24,000 kept by vendor as breakage $24,000 credited back on expiry +$24,000 recovered program budget Admin Resend and Lost-Code Labor 180 hrs/yr manual CSV support Self-service portal + auto-resend +$7,200 saved in ops labor Under those assumptions, our commercial comparison models savings from your supplied issuance volume and unclaimed rate rather than promise fixed breakage. Explore our employee and customer gift card platform →How does a rewards platform handle W-2 payroll tax and 1099-MISC reporting across audiences?
Automate tax compliance across internal and external recipients in four stages: classify each recipient as an employee or external partner at enrollment, track cumulative annual reward value in real time, trigger W-9 collection at $600 for external winners, and export W-2 imputed-income files to payroll.
Your Automated W-2 Payroll and 1099 Tax Integration TimelineWe separate employee payroll tax sync from external customer and partner 1099-MISC thresholds automatically.
Step 01 · Stage 1 · HRIS / CRM SyncAudience Tax ClassificationTag every recipient profile as internal W-2 staff, US 1099 contractor/partner, or international payee.Step 02 · Stage 2 · Reward Wallet EngineReal-Time Threshold TrackingAccumulate cash-equivalent gift card and merchandise values across every campaign throughout the tax year.Step 03 · Stage 3 · Before $600 PayoutAutomated W-9 Compliance GateHold external partner or customer rewards that cross $600 until a verified digital W-9 form is signed.Step 04 · Stage 4 · Pay-Period / Year-EndPayroll and 1099 File ExportPush employee gift card totals to Workday or ADP for W-2 gross-up and generate 1099-MISC/NEC files for finance.Our platform enforces the tax reporting rules supplied by your finance and payroll teams and does not establish tax or legal advice. See our employee rewards payroll integration workflows →How do you move from bulk gift card spreadsheets to automated reward fulfillment tracking?
Replace risky bulk gift card spreadsheets with event-triggered fulfillment: connect your CRM, survey tool, or HRIS via webhook, let recipients choose their preferred regional brand or charity from a curated link, and track delivery, opens, and redemptions on a live ledger.
Your Manual Bulk Gift Card Spreadsheets vs Automated Fulfillment TrackingWe eliminate pre-purchased gift card inventory risk and lost email codes with on-demand issuance and live tracking.
Manual Spreadsheet Workflow- Pre-buying thousands of dollars in static gift card codes that sit vulnerable in shared spreadsheets
- Zero visibility into whether emailed codes bounced, were blocked by spam filters, or were redeemed
- Locked into a single retailer card that international or diverse recipients cannot use locally
Our Automated Playbook Execution- Just-in-time digital reward issuance triggered automatically by verified CRM, HRIS, or survey events
- End-to-end delivery telemetry showing sent, opened, claimed, and expired status with one-click resend
- Recipient choice across 1,000+ global gift cards, prepaid cards, merchandise, travel, and charity donations
Our fulfillment ledger tracks delivery and claim status from the webhook events supplied by your systems and does not authorize unapproved issuances. Review our automated reward fulfillment tracking studio →
