Pick a software developer-questions to ask

Developers and Resellers

Know your Developer and Reseller

Accounting software is sold either directly by the developer, or through a Value Added Reseller (VAR) network certified to sell the software. Either way, it's important that you partner with companies that can meet your needs and you can rely on in the future.

What should you know about the developer?

Due to mergers, acquisitions, and simply the competitiveness of the software industry, you'll want to try to determine if the developer has financial stability. This is quite important to avoid getting stuck with software that's outdated and no longer supported.

Additionally, you'll want to ask about what industries the developer caters the software towards. Some companies make products designed to work with any business, regardless of industry, while others focus on more industry-specific software needs. If you do have industry-specific needs, it's a good I idea to find a product that was developed with those needs in mind.

What should you know about the company selling the software?

Whomever is selling you the software should be forthcoming with information about both their company and the company that develops the software�assuming you're working with a reseller. You'll want to consider each company's track record, market share, and experience level to ensure your software implementation is a success.

Asking the right questions can help to avoid a lot of head aches down the road. For your own reference, get a list of five clients that recently implemented the product you are considering. Then, take the time to call each to discuss their experiences before and after the sale to make sure you buy software from a company that has a reputable history of customer satisfaction.

Remember, the company you choose to implement your software dictates the success or failure of your software investment, but it's your responsibility to make sure that all of your data conversion, customization, and configuration needs can be met. That is why it's vital that you ask about the specific services that each company offers, and try to determine how proficient they are at the specific tasks you need completed.

If you don't do your homework, you could end up with a company that's not knowledgeable, and simply can't solve your needs. This, in the end, will only lead to your wasted time and money.

Important questions to ask your prospective suppliers

It's important that you choose to work with someone who seems to be genuinely interested in what you say and cares about trying to correctly understand your needs, wants, and issues with your current system. The success or failure of your implementation experience will depend greatly on whether of not you're comfortable with the salesperson and his or her supporting staff. Use the following questions to strengthen your relationship with your salesperson.

With whom will I be working to implement the software?

You would probably not only be dealing with the salesperson, but also a team of technical support people to implement your solution. Make sure to meet the entire team before you make a decision.

How long have you worked with this product?

It's likely you'll have a more successful implementation if the salesperson has experience working with the product for a while. Working with a less experienced salesperson can lengthen the time it takes to implement the software, since the salesperson is in the process of learning about the software as well as how your business works.

What are your product certifications?

This can be an indicator of the salesperson's knowledge level, in that it shows that the salesperson went through some type of training on the product. Working with a certified professional helps ensure that your software will be implemented correctly.

What experience do you have working with companies in my industry?

Your industry has specific needs, so if the salesperson has worked with companies similar to yours it is more likely that those needs will be clearly understood. Not to mention, this experience with similar needs and issues can cut down on the amount of time spent trouble-shooting and implementing your software.

Which of my specific needs will be met with this software?

This is a way to find out if the salesperson truly understands your specific needs, or if you're working with someone who just wants to make a sale. Addressing each area of concern and identifying the functions of the software that will solve each issue will only strengthen your confidence in your decision.

Evaluating Prices

Are you paying too much for too little?

No one wants to overpay for their software, but you need to make sure you're spending enough to accommodate the majority of your needs. You'll never get away with a low price and high functionality software product—it just doesn't happen. Often times, companies that decide to purchase cheaper software end up looking for a new system after they get fed-up with the lack of functionality.

Accounting software is a continuous investment, not a one-time purchase. You'll need to consider ongoing costs such as maintenance, support, updates, etc. in addition to the initial purchase of your software. These costs are necessary in order to keep your software updated and functioning properly.

What can you expect during price negotiations?

When receiving your first quotes, it's important to remember the total investment may be presented as a bundle, opposed to line-item pricing. There may be a fudge-factor built into the proposal price that can be adjusted in final negotiations. Also be aware that at the end-of-month, quarter or year companies may have a greater desire to do a deal in order to meet sales quotas or goals.

However, some firms present their best (lowest) price first and you may not be able to reduce the investment even if you request it. During price negotiations, your salesperson should be professional and leave you feeling comfortable with the outcome.

Important questions you should ask about the price

Make sure to get a detailed break-down of line-item pricing between the companies you're considering to make sure you're not paying more than you should when selecting software. If implementation dollars or hours vary widely among proposals, request and expect an explanation. To get you started we've listed some basic questions below.

Is support included in the price, or is it something separate I have to purchase?

This depends on the type of solution in which you invest. With a hosted solution, you never purchase the software but you pay a monthly service fee. With a purchased solution, the contract may include some support costs upfront, but you'll probably end-up paying a yearly maintenance fee separate from the initial cost of the software.

Is implementation included, or is it a separate price?

This depends on from whom you purchase the solution. Often times if you're presented with a quote, the vendor will include the cost of implementation with the price of the software.

How much does customization cost?

This will vary among the software packages you evaluate. Some solutions will require more "tweaking" than others. It's important to find the right balance between standard features and customizations needed, since the less you have to customize, the less you have to pay.

What does it cost to acquire a server?

If you don't have an updated server, chances are you'll need to invest in one in order to run your new software.

How much extra is it to add users?

Knowing this ahead of time can help you to determine if you should invest in the extra licenses now or wait until they are actually needed.

What is the cost of data conversion?

Again, this will vary from company to company, but keep in mind, this is likely to cost you quite a bit. Transferring data from your old system to the new one could involve investing in a custom program or the salesperson may actually have to reenter all of your data into the new system.

What is the cost of training?

You should invest enough of your budget in training in order to ensure your employees are using the system correctly. In the long run, it is a worthwhile investment, since it will avoid many of the errors untrained employees would likely make.

Evaluating Products

How well does the software meet your needs?

While no standard software package will meet all of your needs—and still be affordable—you should expect that your main needs will be addressed. Often times a software package can be tweaked to meet your minor needs, but the level of customization needed will differ for each software package you consider.

Another thing to take into account is the extent in which the software can upload your historical data. For some software packages, it may not be as easy to transfer data from one system to another.

What do the users of the software think?

It's important that people that need to use this software on a day-to-day basis feel that their input is valued. It's a good idea to circulate a request among the involved employees for their ideas of what they think should be included in your new software solution. In the end, this will encourage everyone to buy-in and support your decision, even if not all of their identified needs are met.

How do all of these features relate to my business?

Don't be afraid to ask, "What does that mean for me?" When your salesperson presents the software or shows you a demo, make sure it's clear how the product's features will work with your specific company's situation. You should fully understand how the software will solve your frustrations with your current accounting system, and what benefits your business will gain in the long-run.

Important questions to ask about the software

It's important that you fully understand what it will take to get the software up-and-running in your office. Sometimes additional hardware, customization, or services are needed. The more information you have up-front, the more comfortable you'll be with your purchase.

What level of customization does the system need to accommodate my industry-specific needs?

No standardized package will meet all of your software needs, so some customization will likely be needed. The extent of which is up to the functionality of the product. Your salesperson should present your customization costs upfront, so you don't encounter any surprises down the road.

Can I have remote access to the software system?

If you work away from the office and you need to instantly retrieve your customer information, remote access may be something you can't live without. Not all software packages contain this feature, so it's important to find out whether or not it is an available function of the system before you make your purchase.

Is there a limit to the total number of vendors, customers, and transactions I can track?

Some software solutions hit a maximum capacity of information at a much lower quantity than others, which can make the system run slowly or not at all. You should be sure that the system you buy can handle your volumes and expected growth.

Can user access be limited to certain parts of the software?

When you have multiple users of a system, the need to limit the access of your users to certain parts of the program increases. You don't want everyone to have the ability to make changes to your accounts, payroll, etc.

Will the program run on my current operating system, or will it require an upgrade?

This can be one of those hidden costs that add to the total price tag. Many times new, updated versions of software will run primarily on the latest platform. If your operating system is outdated, you can pretty much plan on upgrading.

Implementation Timeline

When is the best time to implement your new system?

Implementing your software as soon as you've made the purchase decision may not necessarily be the best time. To get your software up-and-running efficiently, it's important not to implement during your busy season or the vacations of employees who will be using the system.

By installing your system during an opportune time, your staff will be able to learn the software at a comfortable pace that won't test their patience. Each user's learning curve will vary, but it is vital that all employees that are to use the product are given enough training.

This way when crunch times occur, your company will be prepared to utilize your new software to its fullest extent. If you rush through the installation and training process your entire software investment can be wasted. So, be sure to work with your salesperson to determine the appropriate length of time for implementation, training and configuration to get it done properly.

Important questions you should ask about implementation timing

You want to make sure you implement your software during a time that is both convenient for your employees and for your business in general. Implementing during your busy season will complicate the installation process far more than if you choose to get your software up-and-running when you have more downtime. Consider the following questions to make sure you and your salesperson are on the same page in regard to your installation timeframe.

How much time do you estimate that our company would need to set aside for entire installation and training process?

From past experiences your salesperson should be able to give you a rough estimate. However, it's a good idea to set aside a small cushion of time to work out kinks that may arise.

Will the software be installed and up-and-running before my busy season begins?

Your software investment shouldn't hurt your business, so it's vital that your busy season isn't affected. Make sure your salesperson is working towards a clear deadline.

What obstacles do you foresee that could make us fall behind the estimated schedule?

Again, past experiences give your salesperson the benefit of knowing common problems that you may never of thought of. If you ask about these up-front, it is possible that you will be able to work towards preventing some of these problems and save money.