Start with a defined team and workflow
A software price is useful only when you know what it covers. Write down the number of office users and field users, the workflows you need now, and which existing subscriptions you expect to retain. Use that same scope for each proposal. Otherwise, one quote may include onboarding while another assumes your team will do all the preparation.
This worksheet helps organize vendor discussions. It does not provide market averages, a savings forecast or a published Flor Plumbing subscription price. Ask for current written terms before relying on a number.
Fill in the cost worksheet
| Line item | Question to resolve | Amount or assumption |
|---|---|---|
| Access | Per business, per user or another basis? | USD per month; included users |
| Setup | What configuration and training are included? | One-time charge and deliverables |
| Data preparation | Who cleans and checks existing records? | Internal time plus any vendor fee |
| Usage | Are messages or other services charged separately? | Included allowance and excess rate |
| Website work | Is content or hosting a separate agreement? | Initial and ongoing scope |
| Support and exit | What assistance and data access are included? | Terms, notice and any charge |
Record the source and date beside each quoted amount. Write “not confirmed” for an unanswered item rather than entering zero. A blank cell and a free included service have different meanings.
Use a clearly hypothetical calculation
Suppose a fictional proposal has a USD 120 monthly base charge, two additional users at USD 20 each per month, and a USD 300 setup charge. Its fixed first-year subtotal is (120 + 2 × 20) × 12 + 300 = USD 2,220. This example is arithmetic only; none of these amounts is a Flor Plumbing price.
That subtotal still excludes any applicable taxes, usage charges and staff preparation time. If optional services are not needed, keep them outside the required scope. If they are essential, include their confirmed cost instead of comparing a partial proposal with a complete one.
Questions for a USA proposal
Ask whether a US proposal is quoted and billed in USD. If a supplier quotes another currency, record that fact and how the business will handle conversion; an unqualified dollar sign is insufficient. Clarify invoice details and applicable tax treatment with the supplier and your own adviser as needed.
Also ask whether the agreement is monthly or annual, when billing begins, and what happens if onboarding is delayed. Distinguish a trial from a demo, and confirm whether either creates a paid account or requires cancellation.
Check effort and fit alongside cost
Have the people who will answer enquiries and prepare estimates try the same fictional job. Record where they need help, what information they cannot find, and what work would remain in another tool. Do not convert those observations into promised time savings without a real measured pilot.
- List the tasks your team will perform before launch.
- Name an owner for each setup task.
- Confirm the export and account-closure process.
- Agree the acceptance criteria for onboarding.
- Keep a fallback until the new process is accepted.
Bring the worksheet to an early-access discussion
Flor Plumbing has not finalized public subscription pricing. Read the pricing and scope page, use the software buyer checklist, and request a discussion with your team size and essential workflows. The public demo does not start a paid subscription.
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