ScoutChoice / software buying worksheet
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Active people: ______ Accepted outputs/month: ______ Busy month: ______
Acceptance rule (what must a usable output pass?):
| Field | Candidate A | Candidate B |
|---|---|---|
| Exact plan / quote reference or source URL | ||
| Paid seats, including minimum commitment | ||
| Per-seat monthly equivalent; state annual commitment | ||
| Fixed platform fee / month | ||
| Units per attempt / proportion of attempts accepted | ||
| Expected attempts = accepted outputs ÷ acceptance rate | ||
| Expected billable units = attempts × units per attempt | ||
| Included allowance; pooled or per-seat; expiry | ||
| Overage unit rate, pack rounding or hard cap | ||
| Monthly review hours / hourly cost (include rejected attempts) | ||
| One-time setup labour and external setup fees | ||
| Other recurring cost / exclusions needing adjustment |
Use the same currency and tax treatment for both quotes. Do not apply an annual discount twice. Different task groups may need separate unit and acceptance estimates.
| Calculation | Candidate A | Candidate B |
|---|---|---|
| Monthly vendor equivalent: seats + platform + usage + other charges | ||
| Monthly review cost: hours × hourly cost | ||
| One-time setup total: labour + external fees | ||
| First-year total: 12 × recurring monthly cost + setup, if usage repeats | ||
| First-year monthly equivalent: first-year total ÷ 12 | ||
| Cost per accepted output: monthly equivalent ÷ accepted outputs | ||
| Actual upfront invoice / later usage bills / renewal commitment |
For seasonal usage, add the twelve individual months instead of multiplying an average month. If no outputs are accepted, the unit cost is undefined. Internal time is an economic cost, not automatically another cash invoice.
| Scenario | Total A | Total B |
|---|---|---|
| Low adoption: ______ accepted outputs | ||
| Expected month: ______ accepted outputs | ||
| Busy month: ______ accepted outputs | ||
| More review or retries: __________________ |
Which uncertain input could reverse the decision?
What will the trial measure, and who will check the first bill?
Decision / conditions that must be met before purchase: