Use one written answer sheet for every vendor

When vendors answer the same questions in the same format, it becomes easier to compare scope, cost and contract terms without being distracted by different demo styles or headline prices.

1. Commercial terms

  1. What is the exact recurring software charge at our current fleet size and operating volume?
  2. Which hardware, implementation, training, support or integration charges are not included in that number?
  3. Is there a minimum vehicle, user, load or revenue commitment?
  4. What is the initial contract term, and does the agreement auto-renew?
  5. How much notice is required to cancel or prevent renewal?
  6. What changes when we add trucks, users, locations or load volume?

2. Implementation and migration

  1. Who owns implementation internally and on the vendor side?
  2. What data can be imported from our current TMS, ELD, accounting or maintenance system?
  3. What is not migrated and must be rebuilt manually?
  4. Which integrations must be live before go-live?
  5. What training is included for dispatchers, drivers, safety, accounting and administrators?
  6. What does a failed or delayed implementation cost us contractually?

3. Workflow and integrations

  1. Show our actual dispatch, compliance, maintenance or driver workflow—not a generic demo path.
  2. Which integrations are native, which use API work, and which depend on third-party middleware?
  3. Are API access, webhooks or data exports included in our plan?
  4. What happens when an integration vendor changes its API or stops working?
  5. Can we keep our current accounting, fuel, factoring, ELD or maintenance systems if needed?
  6. Which tasks still require duplicate entry after the proposed integration setup?

4. Data, support and exit

  1. Who owns our operational and driver data?
  2. Can we export complete data in a usable format without professional-services fees?
  3. What support channel and response-time commitment is included?
  4. How are hardware failures, replacements and returns handled?
  5. Which features shown in the demo are add-ons, beta features or limited to another plan?
  6. If we leave, what is the offboarding process and how long is data retained?

Three answers that deserve follow-up

“It depends.” Ask what variable it depends on and get the resulting price or scope in writing. “That is usually included.” Ask whether it is included in your exact SKU and proposal. “We can integrate with that.” Ask whether the integration is live, native, supported and included in the quoted price.

Bring the shortlist into the demo

FleetSift's matcher can narrow the initial field by operating model, fleet size, ELD, cameras, maintenance requirements, pricing visibility and implementation tolerance. The checklist then helps you compare the finalists on equal terms.

Build a software shortlist →Compare pricing signals →Open vendor comparisons →