What stays and what goes
List the essential functions, retained tools, customer-required platforms, cancellation dates and who owns each source record. Reuse a working function before rebuilding it.
KNOW WHAT YOU ARE TAKING ON
A useful system.
A clear handover.
Replacing a subscription should reduce frustration without creating a new dependency you cannot manage. Start with a complete workflow, a realistic cost comparison and an agreed way to keep the business running.
This is our delivery checklist. The signed scope defines your deliverables, ownership and support; this page is not a security certification or a guarantee of savings.
Agree these six things before a build.
The full cost
Show assessment, implementation, migration, internal effort, hosting, retained subscriptions and ongoing care. Keep reduced spending separate from recovered staff time.
Who can do what
Document field, reviewer and owner permissions. Test a second company’s access boundary and the workflow with actual user roles before opening it to customers.
How we prove it works
Rehearse a normal submission, missing information, a lost connection, a retry and a correction. Reconcile the final record with the receiving team, and get field and office acceptance.
Who keeps it running
Name the administrator, support contact, staffed hours, response targets and escalation path. Record backup coverage and a successful restore test. These are agreed deliverables, not an implied 24/7 service.
How you leave or change providers
Specify data exports, documentation, credentials, hosting access, licensing and the handover procedure. Company-specific design does not automatically transfer exclusive rights to shared source code.
FOLLOW ONE RECORD ALL THE WAY
The field needs an answer back.
- The field reports the obstacle, impact and requested support.
- Operations assigns a responsible manager and response date.
- The manager records the decision and next step on that record.
- The reporting crew confirms resolution or explains why it is still blocked.
Use this acceptance scenario in discovery. A dashboard count alone does not prove the handoff is complete. Your proposal must distinguish demonstrated capabilities from connections that still need development.
Check one of your handoffs ↗CHECK THE REPLACEMENT CASE
Does the change pay its way?
Use your own estimates. Include only subscriptions you can cancel after acceptance, and include every new recurring charge. Retained tools stay outside both sides of this comparison.
Complete all five inputs with nonnegative numbers to see the estimate. Enter 0 when a cost or benefit does not apply.
Planning estimate only. It assumes full savings from month one and excludes tax, financing and risk. Allow for ramp-up, cancellation dates and uncertainty in the proposal. These inputs stay in this page and are not saved or submitted.
Evidence before expansion.
What would make us recommend keeping an existing tool?
A required function, reliable integration, vendor requirement or maintenance cost can outweigh the fees you would retire. A connection, configuration change or simpler process may be the better investment.
When should we cancel the old subscription?
After the agreed workflow passes acceptance, records reconcile, the receiving team confirms the output, and rollback and support are ready. Check retention needs and contract terms before cancellation.
How do you demonstrate a result?
Measure the current workflow, then compare a pilot using the same definitions: minutes to enter and review a record, corrections, repeated entry, response time and spending actually removed. Customer results require permission and evidence before we publish them.