Sales software evaluation scorecard
Most tool evaluations are decided by whoever saw the best demo, then justified with a scorecard filled in afterwards. This scorecard sets criteria and weights before any vendor is seen, defines what a 1, 3, and 5 look like, and requires evidence for every score so the committee can see why one vendor came out ahead.
Download it
What you get
- Six default criteria with suggested weights you adjust before the first demo
- Scoring anchors for 1, 3, and 5 on each criterion
- A weighted scoring grid with the formula written out
- A worked example comparing two vendors
- A decision record so the reasoning survives after the evaluator leaves
Who it's for
- RevOps teams running any sales software evaluation
- Buying committees that need a defensible decision
- Finance and procurement reviewing tool purchases
What's inside
6 sections, each listed with its own size. The first is previewed below; the remaining 5 come with the download, with blank rows ready to fill in.
| Section | Size | Previewed |
|---|---|---|
| Criteria, weights, and anchors | 5 columns, 6 worked example rows | Below |
| Worked example | 6 columns, 7 worked example rows | In the download |
| Scoring grid | 7 columns, blank working sheet | In the download |
| Decision record | 6 fields to complete | In the download |
| Before the committee signs off | 7-point checklist | In the download |
| When the numbers are close | Guidance notes | In the download |
Preview of section 1
Criteria, weights, and anchors
Weights add up to 100. Adjust before any demo.
| Criterion | Weight | 1: Poor | 3: Acceptable | 5: Strong |
|---|---|---|---|---|
| Functional fit | 30 | Misses a Must requirement or needs custom build for core workflow | Meets Musts with configuration; some Shoulds missing | Meets Musts natively and most Shoulds |
| CRM and data integration | 20 | One-way sync or manual export | Two-way sync on standard objects | Two-way, field-level, custom objects, with error logging |
How to use it
1. Set weights before the first demo
Agree the criteria and weights with the buying committee and lock them. Weights changed after demos tend to follow whichever vendor people already prefer.
2. Score independently, then compare
Each committee member scores alone. Discuss only where scores differ by two or more points. Scoring together in the room lets the most senior person set everyone's numbers.
3. No score without evidence
Each score needs a note: a demo timestamp, a doc link, a reference call quote, a trial result. If there is no evidence, the score is 'unknown' and becomes a question for the vendor.
4. Check the result against your gut, and write down the gap
If the weighted total picks a vendor the committee does not want, find out which weight or score is wrong and correct it openly in the decision record. Do not quietly ignore the scorecard.
Frequently asked questions
How do you create a software evaluation scorecard?
Pick five to eight criteria that matter for your use case, weight them to 100, write what a poor, acceptable, and strong score looks like for each, and require evidence for every score. Lock the weights before seeing vendors.
What criteria should be used to evaluate sales software?
Functional fit to your process, depth of CRM and data integration, admin effort and usability, reporting, vendor support and viability, and three-year total cost. Adjust weights to the tool: integration matters more for a sales engagement tool than for a content library.
How is a weighted score calculated?
Multiply each criterion's score by its weight and divide by 100, then sum across criteria. With weights adding to 100 and scores from 1 to 5, the total is also on a 1 to 5 scale.