A corporate intranet is much more than a place to store documents. It is the gateway to internal processes, organizational knowledge and the tools teams use every day. When a company decides to replace SharePoint, it is not simply looking for another platform: it is looking for a solution that adapts to the way it works, can grow with it and uses current technology to automate tasks, protect information and provide useful data to management. Knowing how to request an intranet proposal to replace SharePoint is the first step to achieve all this.
Requesting a proposal does not only mean asking for a price. A well-defined scope document helps avoid misunderstandings, prioritize functionalities and compare alternatives using objective criteria. The proposal should explain what will be built, with which technologies, in what timeframe, how success will be measured and what impact it will have on internal processes.
The first step is to define what is expected from the new intranet. Is the goal to improve internal communication? Reduce the time spent searching for information? Automate approvals? Integrate data from ERP or CRM systems? It is also useful to identify user profiles and the departments that will use it most. The better defined the goals, the more aligned the proposal will be.
Then it is necessary to audit the current situation. You need to review what content SharePoint hosts, which workflows depend on it, what integrations exist with other applications and what limitations have led to the decision to change. Many companies discover that a significant part of their processes is still done manually or that information is duplicated. That diagnosis is valuable for the provider.
Another fundamental aspect is integrations. A modern intranet does not live in isolation; it must connect to email, calendars, management systems, databases and productivity tools. It is important to ask whether the proposed solution can connect current SharePoint, Microsoft Teams, active directory, cloud services and internal applications. Integration determines the user experience.
Security and regulatory compliance must also be at the center. When replacing SharePoint, the company must decide who can access each type of information, how usage is audited, how personal data is protected and what cybersecurity measures are applied. A good provider should include role-based access control, encryption, activity logs and mechanisms to comply with GDPR and other sector regulations. Cybersecurity cannot be an optional extra.
The technology side is as important as the functional side. A solution based on custom software development offers much more flexibility than a closed product. It makes it possible to adapt the intranet to specific processes, design clean interfaces and scale as the business grows. It can also be combined with AI capabilities to classify documents, answer questions, summarize content and recommend actions. In this context, it is natural to talk about AI agents, which automate repetitive tasks and extract information from internal sources.
Infrastructure must also be decided carefully. Many organizations choose a cloud AWS or Azure architecture to gain scalability, availability and security. Others need to keep certain data on-premises. A good proposal covers both scenarios and defines how services are securely connected. The cloud is not just a place to store files: it is the foundation for running analytics, AI processes and dashboards.
Another element to include in the request is the ability to measure results. If the intranet does not generate data about usage, process times or employee satisfaction, it will be difficult to justify the investment. That is why it is worth asking the proposal to include a dashboard with indicators, preferably connected to BI tools such as Power BI. In this way, management can see in real time what is happening and make informed decisions.
Before contacting a provider, it is a good idea to prepare a list of questions: how will requirements discovery be conducted? how long will a first version take? who will manage maintenance? will the company be able to modify workflows without depending on the provider? what training is offered? how is success measured? what happens to data during migration? These questions help filter proposals and identify teams that understand the project.
Once all this is prepared, the next step is to request a proposal from a team with experience in business software. Q2BSTUDIO, for example, works with companies of all sizes to create intranets that replace SharePoint. Its approach combines custom web development, automation, AI and business consulting. In an initial discovery session, current workflows are analyzed, pain points are identified and a work plan is defined. From there, a proposal is written with scope, deadlines, cost and return projections.
A solid proposal must include a clear architecture, an early validation phase, a roadmap with milestones, an integration plan, a governance and data model, and subsequent support. It should also specify how the source code is delivered and how much autonomy the client will have to manage its own processes. In the case of AI, it is important that the company can configure models, review answers and maintain human control over critical decisions. In this way, technology becomes an ally, not a black box.
The results pursued by this type of project go beyond having an internal website. Companies that replace SharePoint with an intranet adapted to their processes usually reduce cycle times, eliminate manual tasks, minimize errors and offer teams a much more satisfying experience. Productivity improves because the right information arrives at the right time. Management, in turn, gains visibility into the real state of processes and can spot bottlenecks before they become problems.
In short, requesting an intranet proposal to replace SharePoint is a strategic exercise. It requires preparation, clarity and a technology partner that knows how to listen. Q2BSTUDIO combines custom software development, artificial intelligence solutions, process automation, cloud and BI to offer a real alternative to traditional platforms. If your organization is considering this change, prepare the information well, define your priorities and ask for a proposal that talks about results, not only features. The success of the project starts long before development: it starts with the initial conversation.
