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Hotel & Restaurant Software Buying Checklist

Score each vendor 0–2 per line (0 = no, 1 = partly, 2 = yes), and attach written answers to the pricing questions. A vendor that won't put pricing in writing scores 0.

Fit

Question	Vendor A	Vendor B	Vendor C	Notes
Solves the specific problem we wrote down before demos
Works for our property type and size (rooms / covers / outlets)
Staff can learn it in under one shift
Available in the languages our team uses

Integrations

Question	Vendor A	Vendor B	Vendor C	Notes
Integrates with our POS / PMS today (not 'on the roadmap')
Two-way sync (data comes back, not just goes out)
Payroll / accounting export works
Who builds and maintains the integration?

Price (get it in writing)

Question	Vendor A	Vendor B	Vendor C	Notes
Monthly fee and what unit it's per (location, room, user, cover)
Setup / onboarding / hardware fees
Transaction or per-cover fees
Contract length, auto-renewal and cancellation notice
Price increase terms at renewal

Data & security

Question	Vendor A	Vendor B	Vendor C	Notes
We own our data and can export it in a usable format
What happens to our data if we cancel
Login security (2FA / SSO) and user permissions
Payment / PCI responsibility is clear

Support

Question	Vendor A	Vendor B	Vendor C	Notes
Support hours cover our service hours (nights, weekends)
Phone support vs chat/email only
Named onboarding contact
Uptime / outage communication

Proof

Question	Vendor A	Vendor B	Vendor C	Notes
Reference from a similar property we can call
Free trial or pilot on one outlet/department
Success metric agreed before go-live (e.g. labor %, response time)

Totals: A ____ B ____ C ____ Decision / owner / date: ______________________

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