Most small businesses don’t fail to pick software because there are too few options. They fail because there are too many, every vendor claims to be “all-in-one”, and pricing pages are designed to sell, not to inform. This guide gives you a repeatable way to choose.
1. Write down the job, not the tool
Before you open a single website, describe the problem in one sentence:
- “We lose track of quotes we’ve sent and forget to follow up.”
- “I spend Sunday evenings typing invoices from a notebook.”
- “Customers message us on WhatsApp, Instagram and email, and things fall through the cracks.”
That sentence tells you the category (CRM, invoicing, shared inbox) and gives you a test: does this tool solve that problem?
2. List your must-haves — and keep the list short
Separate requirements into three buckets:
| Bucket | Example | Rule |
|---|---|---|
| Must have | VAT-compliant invoices, rand currency | Tool is rejected without it |
| Should have | Bank feed for your bank | Strong preference |
| Nice to have | Mobile app with dark mode | Ignore while choosing |
If you have more than five must-haves, some of them are probably should-haves.
3. Check local fit early
For South African businesses in particular, check these before you fall in love with a product:
- Tax: Can it produce invoices and reports that suit your VAT status? If you are a VAT vendor, does it handle 15% VAT correctly per line and in totals?
- Payments: Does it integrate with the payment methods your customers use?
- Banking: Are bank feeds available for your bank, or will you import statements manually?
- Currency and billing: Is the subscription billed in rand or in dollars? Dollar billing means your cost moves with the exchange rate.
- Data protection: If you store customer information, think about POPIA. Where is data stored, and can you export or delete it?
4. Calculate the real cost
The price on the pricing page is rarely the whole story. Add up:
- The plan you will need in 12 months, not today.
- Per-user fees for everyone who needs access.
- Paid add-ons (payroll, extra pipelines, more contacts).
- Transaction or payment fees.
- Time to set up and learn it.
Our guide to reading SaaS pricing pages explains the common traps.
5. Shortlist two or three — no more
Use the ToolTarvern tool database and category checklists (for example, accounting or CRM) to build a shortlist. Then use the comparison tool to see them side by side.
6. Run a real trial
A trial is only useful if you test your actual workflow. In the first week:
- Import real data (a copy of last month’s customers or invoices).
- Have the person who will use it daily do the testing.
- Complete one end-to-end task — for example, quote → invoice → payment → reconciliation.
- Contact support once with a genuine question and note how long they take to answer.
If a tool feels painful during the trial, when the vendor is trying hardest to impress you, it won’t get better later.
7. Plan your exit before you enter
Ask: if we leave in two years, can we export our data in a usable format (CSV, PDF, standard accounting formats)? Lock-in is a hidden cost.
8. Connect, don’t duplicate
Once you’ve chosen, avoid typing the same data into two systems. Native integrations or automation tools such as Zapier and Make can move data between apps — see our Zapier vs Make comparison.
A simple decision checklist
- The tool solves the one-sentence problem
- All must-haves are met
- Local tax, banking and payment needs are covered
- 12-month cost is affordable
- The daily user is happy after a real trial
- Data can be exported
Need quick numbers while you plan? Try our free VAT calculator and profit margin calculator.