Free contractor worksheet

Contractor software demo scorecard

Give every vendor the same workflow test, record the full commercial scope, and separate sales-demo polish from operating fit.

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How to use it

1. Define one real workflow and the non-negotiable outcomes before the demo.
2. Ask every vendor to show that workflow live and score it from 1 to 5.
3. Verify the quote and rollout burden before naming a preferred option.

Updated August 2026. Features, pricing, plan limits, and contract terms change; verify every material detail directly with each vendor.

Step 1

Set the operating test

Use a frequent, costly workflow rather than a generic feature tour. Ask the vendor to show the same scenario from first customer contact through payment and follow-up.

Primary tradeField tech countOffice user countWorkflow to demonstrateBiggest failure todayDecision owner

The demo uses our real roles, handoffs, and exception cases.The vendor shows mobile and office views, not only slides.We identify what remains manual or requires another product.

Step 2

Score each vendor on the same criteria

Use 1 for a poor fit and 5 for a strong fit. Require a note for every high score so the team can revisit what was actually demonstrated.

Vendor demo scoring table
Decision criterion	Vendor 1	Vendor 2	Vendor 3
Core workflow fit (1-5)
Dispatch and field usability (1-5)
Customer communication (1-5)
Reporting and visibility (1-5)
Integration/data fit (1-5)
Implementation weight (1-5, lower is easier)
Support confidence (1-5)
Data export and exit path (1-5)

Step 3

Normalize the quote

Starting prices are not comparable when user counts, onboarding, payments, phones, add-ons, or contract terms differ.

Vendor and planMonthly recurring totalOne-time implementationContract and renewal termPayment processing scopeRequired add-ons

The quote uses the same office and field user counts for every vendor.We verified onboarding, migration, training, support, taxes, and usage fees.Cancellation, renewal, price-change, and data-export terms are documented.

Step 4

Make the defensible decision

A good product can still be the wrong move when the team lacks time, ownership, clean data, or a measurable operating outcome.

Pause the purchase if a critical workflow was promised but not demonstrated, the quote is incomplete, or no one owns implementation.

Preferred optionCredible alternative90-day success measureRollout owner

The preferred option wins on our weighted operating criteria, not brand familiarity.The rollout owner has enough time and authority to lead setup and training.Keeping the current process temporarily was considered as a real alternative.The decision still makes sense without affiliate or referral compensation.