Now that you've seen demonstrations of multiple software platforms and tested them out with free trials, you should have a good idea of which platforms are your top two or three choices. The next step is to evaluate and negotiate with your finalists.
Watch for Hidden Fees
Some software platforms might appear cost-effective upfront, but the provider may charge extra fees for additional users, features, or modules. Ask providers for a breakdown of all charges, including any that may apply as your practice grows or as new features are released.
NaVetor's approach: All core features, including boarding, two-way texting, the client app, and mobile access, are included in the base price. No per-user fees. No module add-ons.
Consider Bundle Discounts
While each software typically comes with a monthly price, bundling services together from your software provider (such as payment processing, inventory management, or client communication tools) can often result in cost savings. Ask if any discounts are available when you use multiple services from the same provider.
NaVetor's approach: Practices that use Patterson Pay alongside NaVetor can reduce their software cost to zero. The payment processing relationship covers the software subscription.
Request a Second Demo
After reviewing multiple platforms, it's easy to mix up their capabilities. You don't want to base your decision on a faulty memory of a demo you watched weeks ago. Request a second demo, particularly focused on the features that matter most to your practice. This will help clarify any details and confirm that the software can meet your specific needs.
Understand the Data Conversion Process
Transitioning from one software platform to another can be complex. Make sure you understand the entire data conversion process, including:
- Are there additional costs involved?
- How much time will it take?
- What data can or cannot be converted?
Knowing this information upfront can prevent a lot of potential headaches down the road.
Evaluate the Training Process
Effective training is crucial for a smooth transition. If it wasn't disclosed already, make sure the provider outlines the type of training offered (virtual, on-site, self-paced modules), the duration, and whether there are ongoing training opportunities for new staff.
Review Contract Terms
Before signing, carefully review the contract terms, including:
- Contract length and renewal terms
- Cancellation policy and fees
- Price lock guarantees or annual increase caps
- Data ownership and portability provisions
The Bottom Line
The negotiation phase isn't just about getting a better price, it's about getting better terms. Upfront data conversion, included training, flexible contract terms, and bundled payment discounts can all materially change the value of a deal.
Go in prepared, ask specific questions, and don't hesitate to request changes to standard terms. Vendors who want your business will work with you.
Ready to see NaVetor in action?
Schedule a demo with our team. Free conversion included, no contracts required.