Describe the workflow the software must support, including users, records, approvals and required output.
Set the job before scoring software
Describe the workflow the software must support, including users, records, approvals and required output. Separate mandatory requirements from preferences. A long feature list does not show whether the product can handle your actual record or handoff.
Run a realistic trial
Use a normal case, a messy case and an export case. Ask the intended operator to complete them without a sales demonstration. Check permissions, error handling, integration limits and the ability to recover your data. Record the result and the plan or add-on needed for each requirement.
Compare operating cost
Add seats, usage, onboarding, maintenance and migration effort to the subscription figure. Test the effect of increased volume before committing. Name the system owner and document the exit route. A product that meets fewer optional preferences can still be the better fit when it handles the essential workflow reliably.