Choosing new software for your business can be a daunting task. While the promise of streamlined operations and improved efficiency is exciting, it also could be a costly and frustrating experience. That’s why it’s so important to approach the decision with a clear strategy.

In the article “Avoiding Expensive Mistakes: A CFO’s Guide to Software Selection,” published in CFMA’s Building Profits magazine, Jay Snyder lays out a clear roadmap for success. He emphasizes that the right system is a high-stakes business investment, not just a software decision, and a disciplined vetting process is the key to avoiding costly blunders.

At CrewTracks, we couldn’t agree more. We’ve built our platform to address the exact pain points Snyder describes, making the software selection process simpler and more effective for our customers. Here’s how you can apply Snyder’s advice to your software selection process.

1. Start with an Internal Assessment

Before you even think about looking at software, you need to understand your own business. Snyder stresses that the goal isn’t to chase the latest tech but to solve specific, real-world problems.

Ask yourself and your team these questions:

• What are our biggest operational challenges?
• Where are we losing the most time and money?
• What specific features are missing from our current systems?

Answering these questions first will help you avoid being swayed by a slick sales pitch and keep your focus on finding a solution that truly fits your needs. For many construction companies, the biggest pain points are disconnected data, inaccurate time cards, and a lack of real-time visibility. CrewTracks was built specifically to solve these issues, connecting the field and the office with a single source of truth.

2. Assemble the Right Team

Snyder argues that technology selection is a business-wide initiative, not just an IT project. The most successful implementations involve a diverse, cross-functional team with representation from various departments. This ensures the chosen software is not only technically sound but also operationally viable and user-friendly.

Your selection committee could include:

• Financial leaders: To ensure the solution is financially viable and aligns with the budget.
• IT professionals: To evaluate technical performance, security, and scalability.
• Operations leaders and project managers: To provide insight into how the software will support day-to-day work.
• End-users: The people who will use the software daily, both in the office and in the field, must have a voice. Their early involvement is crucial for securing buy-in and ensuring a smooth adoption process.

CrewTracks understands the importance of this buy-in. Our software is designed to be simple for field crews to use, with features like photo time clocks and an intuitive mobile app. This makes it easier for your team to adopt the new system and for you to get the real-time data you need from the field.

3. Cut Through the Sales Pitch

Sales demos are designed to impress, but Snyder advises looking beyond the polished presentation. He recommends a structured approach to evaluating demos and software.

• Use a standardized evaluation form. This helps you compare each system against your specific requirements.
• Request customized demos. Instead of a generic presentation, ask vendors to show how their software would solve your unique business challenges.
• Get hands-on experience. When possible, request access to a sandbox or test environment. This allows your team to truly test the software’s functionality in a real-world scenario before you commit.

We at CrewTracks believe in transparency. Our demos are built around your specific workflow, giving your team a hands-on look at the software. This allows you to evaluate how CrewTracks can solve your specific pain points, from accurate job costing to streamlined daily reporting, before you ever sign a contract.

4. Look Beyond Features and Cost

Once you’ve narrowed down your options, Snyder suggests a final gut check. The best solution is more than just a list of features at the right price. He advises a disciplined look at several key areas:

• Integration and scalability: Can the software integrate with your existing systems and grow with your company?
• Hidden costs: Are there extra fees for training, support, or customization?
• Vendor stability: How long has the company been in business? You want a partner who will be around for the long haul.

CrewTracks is built to grow with you. Our API allows for seamless integration with other systems, and our pricing is clear and transparent, with no hidden fees for training or support. We pride ourselves on being a stable, long-term partner for our customers.

By following this disciplined process, you can transform your software selection from a potential financial risk into a strategic advantage. The right system will improve efficiency, control costs, and give you a competitive edge. The wrong one, as Snyder warns, will waste money, frustrate your team, and damage future technology initiatives.

The article referenced is from the May/June 2025 issue of CFMA’s Building Profits magazine, written by Jay Snyder. Want to see more articles like this from CFMA? Learn more HERE.