Whether youre starting a new business or expanding an existing one, the software you use can make things much easier - or much more complicated. There are about a zillion different programs of varying function and capability, ranging in price from a few hundred dollars to a few hundred thousand dollars - but that doesnt mean you should necessarily go for the most expensive one you can afford.
Cost is always a factor in business management (though it may not be the leading factor), so the goal is to find software that does everything you need it to do without paying for bells and whistles or functions that dont apply to your business.
Before you even start looking at individual programs, carefully evaluate your needs - then simply find the program that fits them (dont ever alter your needs to suit the software).
Business Type
If all you need is general accounting, your business type doesnt matter much when it comes to software. Heck, you could take care of that yourself with a well-designed spreadsheet on your existing software. More specialized programs, however, are designed with certain businesses in mind.
Restaurants may want a program that also handles recipe cost and allows front-of-house to back-of-house communication. Medical offices may need something that integrates insurance coding. Manufacturers could use materials tracking and supply chain info, while service-based businesses may prefer a task-timing option.
Business Size
There is software out there that will all but run your business for you - but they may cost several times the total value of your business itself. You dont need an M.B.A. to recognize that as a bad investment. Chances are, that mega-software has entire areas of function that you just wouldnt use.
The right software investment is one that doesnt require a tremendous loan, and provides perfect functionality for your individual business. That means that there should ideally be no software feature that youre not using, but it shouldnt lack anything you need. Many smaller or mid-range programs offer add-ons at additional cost, which allows the software to grow with your business. This is the perfect scenario, as you can use the basic version for as long as it serves you, then pay for individual upgrades as they become necessary.
Features
Like any software developer, the companies that make business management software often load the thing with a bundle of tiny little features that inflate the price without adding any real value. If these are optional add-ons, avoid them. If they are bundled into the package and you cannot opt out, look for a more basic program.
Some of these features may seem like a cool idea, but theyre only worth paying for if youll actually use them. For example - smartphone synching - sure, its a neat idea and very technologically sleek. But do you really see yourself doing payroll from your phone? Mobile alerts and reminders are another - if you open the program everyday anyway (this is your business, after all), those very same alerts will pop up on your home screen. Do you really need them sent to your iPad?
Support
No matter how good software is, its always made better with good customer support. Your fancy new software is useless if you cant figure out how to set it up in the first place. If you do try to set things up yourself on a wing and a prayer, pray that you dont type anything in the tax info section - or the IRS may come calling. Mistakes have a way of screwing you down the road.
A company should stand firmly behind its product, and that means providing you with a rep who will train you and your staff to use the software to your utmost advantage, and set up any necessary networks, new terminals, etc. Larger software companies should have local reps that will actually come to you when theres a problem, instead of forcing you to spend hours on the phone with tech support. This is part of what youre paying for. Of course, these kinds of features dont come with the cheaper programs - then again, the simpler programs usually dont warrant that kind of hand-holding.
Now that you have an idea of what you need, start looking around. Do your own research before you even speak to the first sales rep, because the pitch is hard and will throw you off track. Take advantage of trial periods before you buy, and get feedback from applicable staff before taking the final plunge.
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