The 10-Point Scoring Framework
Rate each criterion on a scale of 1–10. Multiply by the weight to get a weighted score. Total the weighted scores to compare vendors. Higher is better.
| # | Criterion | Weight | What to Score |
|---|---|---|---|
| 1 | True Cost (Year 1) | 3x | Monthly + annual + onboarding + add-ons. Not the headline price. |
| 2 | Core Feature Fit | 3x | Does it solve your top 3 problems? Ignore features you will never use. |
| 3 | Ease of Setup | 2x | Can you set it up in a day? A week? Do you need a consultant? |
| 4 | Pricing Transparency | 2x | Can you find the real price in 2 minutes? Hidden fees? Contact sales? |
| 5 | Scaling Cost | 2x | What is the cost at 2x and 5x your current usage? Per-seat traps? |
| 6 | Data Export | 2x | Can you export all your data? CSV? API? How hard is migration? |
| 7 | Integration Quality | 1x | Does it connect to your existing stack? Native or via Zapier only? |
| 8 | Support Quality | 1x | Chat, email, phone? Response time? Is support gated behind higher tiers? |
| 9 | Contract Flexibility | 1x | Monthly billing? Annual only? Early termination penalty? |
| 10 | Vendor Stability | 1x | How long have they been around? Profitable? Recent acquisitions? |
Maximum score: 180
The total possible weighted score is 180 (10 points x 18 total weight). A score above 130 indicates an excellent fit. Between 100–130 is acceptable with trade-offs. Below 100 means you should look at other options.
Example: CRM Evaluation
Here is a simplified example comparing two CRMs using the framework:
| Criterion (Weight) | Pipedrive Growth | Salesforce Pro Suite |
|---|---|---|
| True Cost (3x) | 8 (24) — $39/seat/mo, no onboarding fee | 4 (12) — $100/seat/mo, annual only |
| Ease of Setup (2x) | 9 (18) — Same-day setup | 3 (6) — Typically needs consultant |
| Contract Flexibility (1x) | 9 (9) — Monthly billing available | 2 (2) — Annual contracts only |
This is a partial example. In a full evaluation, you would score all 10 criteria and compare the total weighted scores to make a data-driven decision.
How to Use This Template
- Shortlist 2–3 vendors. Do not evaluate more than 3 tools at once. Use our comparison pages to narrow down your shortlist first.
- Score independently before discussing. If multiple team members are involved, have each person score independently. Then compare scores to surface disagreements.
- Adjust weights for your priorities. If budget is your primary constraint, increase the cost weights. If features matter most, increase the feature fit weight.
- Calculate the 24-month cost, not just month 1. Many tools look cheap at launch but become expensive as you grow. Score based on projected usage, not just current needs.
- Do a trial before the final decision. The scorecard narrows your options. A 14-day trial with real data confirms the choice.
Frequently Asked Questions
Why is True Cost weighted 3x?
Because cost is the most common reason teams regret a SaaS choice. The tool that looked affordable at signup becomes expensive at scale. Triple-weighting cost ensures it dominates the evaluation, which matches real-world decision-making.
Should I compare free plans using this template?
Compare free plans against the paid tier you will eventually need. Free plans score high on cost but often low on features and support. The template helps you see the full picture beyond the initial price tag.
How many tools should I compare?
2–3 maximum. Comparing more leads to analysis paralysis. Use our category pages and decision frameworks to narrow your shortlist before applying this evaluation template.
Can I use this for any SaaS category?
Yes. The 10 criteria are universal. Whether you are evaluating CRMs, email platforms, automation tools, or project management software, the same framework applies. Adjust the weights to match your priorities.