Start with the correct subscription
Select the tier that includes your required workflows and enough logins for the whole business. A one-person plan is not a quote for a company with an owner, dispatcher and two technicians. Keep optional upgrades visible rather than silently counting them as included.
List fixed additions
Request separate prices for extra users, phone tools, AI answering, marketing, additional locations and premium support. Mark unknown amounts as “quote needed”. Zero means free; it should never mean that the price has not been found.
Calculate variable processing charges
For an illustrative fee of 2.9% plus $0.30 per transaction, $20,000 in monthly card volume across 100 transactions costs $610. That example is not a quoted rate from any product. Compare the actual rate for card-present, keyed and online payments, and ask about chargebacks, refunds and payout timing.
Treat onboarding as a first-year cost
A one-time migration or setup charge belongs in the first-year budget. Ask what data moves, who fixes import errors and whether historic attachments or payment details are included. Staff training also takes time even when the provider does not charge a separate fee.
Read the renewal and exit terms
A first-year discount is not a permanent price. Write down the regular renewal cost, notice period, annual commitment, refund policy and export options. Ask how you recover data after cancellation, and download a sample export before relying on an assurance that export is possible.
Ask for a written, line-item quote. A quote with unknown charges is not ready to compare against a fully specified alternative.
This is a suggested evaluation method, not a claim of measured savings or hands-on results from any provider.