# SaaS Vendor Comparison Checklist

Use this worksheet before shortlisting, buying, or renewing a SaaS tool. Copy it into a spreadsheet if you need weighted scoring.

## 1. Fit and use case

- What workflow will this tool replace or improve?
- Which team owns the tool after purchase?
- Which users need access on day one?
- What are the three non-negotiable requirements?
- Which nice-to-have features should not influence the decision too much?

## 2. Shortlist scoring

Score each vendor from 1 to 5.

| Area | Weight | Vendor A | Vendor B | Vendor C | Notes |
|---|---:|---:|---:|---:|---|
| Core workflow fit | 25% |  |  |  |  |
| Ease of adoption | 15% |  |  |  |  |
| Integrations | 15% |  |  |  |  |
| Reporting/admin | 10% |  |  |  |  |
| Security and compliance | 15% |  |  |  |  |
| Commercial flexibility | 10% |  |  |  |  |
| Support and implementation | 10% |  |  |  |  |

## 3. Commercial checks

- Confirm what counts as a paid user, seat, contact, transaction, or usage unit.
- Ask what happens when you exceed a tier.
- Check onboarding, migration, support, premium integration, SSO, audit log, sandbox, and API costs.
- Review renewal notice periods and auto-renewal language.
- Avoid comparing only entry-level pricing if you already know you need mid-tier features.

## 4. Implementation checks

- Who imports data?
- Who configures permissions and workflows?
- How long before the team can use the tool without vendor help?
- What training is included?
- What systems must be connected before launch?

## 5. Decision record

- Selected vendor:
- Why this vendor won:
- Main risks accepted:
- Follow-up review date:
- Owner: