Procurement

Vendor Comparison Spreadsheet

This vendor comparison spreadsheet provides a structured framework for evaluating SaaS tools side-by-side. Score each vendor across features, pricing, security, and support to make data-driven procurement decisions.

What's Included

1. Vendor Overview

  • Company name and founding year
  • Number of customers and market position
  • Funding status or public company info
  • G2/Capterra rating and review count
  • Support channels and SLA tiers

2. Feature Scoring

  • Core feature checklist (must-have vs nice-to-have)
  • Integration availability with existing stack
  • API completeness and documentation quality
  • Mobile app availability and quality
  • Customization and configuration options

3. Pricing Comparison

  • Per-user monthly cost by tier
  • Annual vs monthly discount percentage
  • Hidden costs (implementation, training, add-ons)
  • Contract length requirements
  • Exit clause and data portability terms

4. Security Assessment

  • SOC 2 Type II certification status
  • Data encryption at rest and in transit
  • SSO and SCIM support
  • GDPR and data residency options
  • Incident response and uptime SLA

How to Use This Template

Fill in each section for every vendor you are evaluating. Use the scoring columns to rate each criterion from 1-5. Weight the scores based on your priorities, then calculate a weighted total to identify the best fit.

Why You Need This

Choosing the wrong SaaS tool costs more than the subscription fee. Poor vendor decisions lead to migration projects, productivity losses, and security risks. A structured comparison prevents emotional decisions and ensures you consider all factors.

Vendor Comparison Spreadsheet FAQ

Compare 3-5 vendors for the best balance of thoroughness and efficiency. Include the market leader, a challenger, and at least one budget option to understand the full spectrum.
Include the primary users (end users), IT/security for technical evaluation, procurement for pricing negotiation, and a decision-maker who owns the budget. Keep the evaluation team to 4-6 people.
Plan for 2-4 weeks for a standard evaluation. Week 1: shortlist and initial research. Week 2: demos and trials. Week 3: scoring and reference checks. Week 4: negotiation and decision.

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