How to use this scorecard
List the options you are considering across the top of a spreadsheet and the criteria down the side. Give each criterion a weight from 1 (minor) to 5 (critical) based on your business. Score each option from 0 to 5 for each criterion, multiply by the weight, and total. The number is a conversation starter, not a verdict: look at the criteria where an option scores zero, because those are the deal-breakers.
The criteria
| Criterion | Questions to ask | Evidence to collect |
|---|---|---|
| Must-have functions | Does it do each essential job without workarounds? | Run your own scenarios in a trial |
| Ease of daily use | Can the day-to-day user finish tasks without help? | Observe someone using it |
| Integrations | Which tools connect natively, by connector or by API? | Vendor documentation and a test |
| Data ownership and export | What can be exported, in what format and how quickly? | A trial export |
| Reporting | Can you answer your top five questions? | Build the reports in the trial |
| Communication features | Which channels are supported, and what usage fees apply? | Current pricing page and terms |
| Security and privacy | Access roles, audit trail, data location, deletion process | Security documentation |
| Support and learning | Response times, channels, training material | Ask a real question and time it |
| Cost | Licence, usage, add-ons, onboarding, growth | A cost projection over a set period |
| Reliability | Status history, how incidents are communicated | Public status page |
| Fit for growth | Will limits or pricing tiers become a problem? | Ask about limits at twice your volume |
Scenario tests
Choose three scenarios that reflect real work, and run each end to end in every option:
- A web enquiry arrives; it is captured, assigned, answered and booked.
- A customer pays; the record updates and a receipt and follow-up are sent.
- You want to report which source produced this month's customers.
Note the number of steps, the workarounds and any failures.
Red flags
- Claims of "unlimited" without a clear fair-use or usage policy.
- No way to export your data.
- Pricing that is hard to find or unclear.
- A demonstration that avoids your scenarios.
- Pressure to decide immediately.
After scoring
Share the scorecard with the people who will use the software, discuss disagreements, and pilot the top choice with one workflow. For the wider method, read our explainer on how to evaluate business software, and see the resources page for the checklist in printable form.
Keep learning
- Integrations, API & ReportingLearn how APIs, webhooks and integrations connect tools, and how reporting turns connected data into decisions.
- Website & Landing PagesLearn how business websites, landing pages, forms and calls to action turn visitors into enquiries.
- Payments & InvoicingLearn how payment links, invoices, checkout and subscriptions work, and how payments update your customer records.