40+ questions to ask during a pay and bill software demo

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If you’re in the market for pay and bill recruitment software, it’s important you ask all the right questions during a demo.

Not only that, but you also need to fully understand your software requirements and ensure you don’t fall victim to convincing sales spiel.

In this article, we’ll cover the key questions you should be asking yourself and your shortlisted software providers when looking for a new solution.


First things first: A little bit of reflection

Before you begin the search for a solution, you need to be clear on your reasons for looking in the first place. Otherwise, you may end up back at square one with a solution that isn’t quite right.

Here are the main questions you should be asking yourself:

  • What are the issues I’m facing with my existing solution?
  • What do I like about my existing solution?
  • Why do I need a new solution?
  • What are my must-have and nice-to-have features?
  • How does it tie into my wider business goals? E.g. profitability, modernisation

Your answers can be used to create a request for information (RFI) to send to software providers when in the deliberation phase. That way, you can eliminate options from the get-go.

Before speaking with providers, you should also read up on your existing contract terms. This can inform how quickly you need a new solution or even if you can switch without a hefty exit fee.


Dig deep into the company

This is arguably one of the most important aspects of the sales process. When you choose a software provider, you should be confident in the people behind the product.

Finding out more about the company’s expertise and structure can sometimes raise red flags (or hopefully, green flags).

  • What’s your company background? E.g. amount of time in business, client growth, size/type of clients
  • What level of expertise do you have in the recruitment industry?
  • Is pay and bill software one of your main solutions / areas of expertise?
  • Where is the team based? Is development or support outsourced abroad?
  • What industry accreditations and partnerships do you have? E.g. APSCo, Professional Passport, REC
  • What size of agencies do you typically work with?
  • What makes you different?


Demystify the sales and onboarding process

You need to know what you’re agreeing to before you take the plunge. Find out about all the boring stuff – as it’s often the nitty gritty that can impact your decision to proceed.

  • Can I get a trial before committing?
  • What is the process of switching from my existing software?
  • When can I go live? (bear in mind this is never linear, and it’s never worth choosing an option based on quickest turnaround)
  • What is the pricing model? E.g. per user, fixed or variable
    • What about set up fees, ongoing support, price rises, exit fees, upgrades?
  • What contract lengths do you offer?
  • Is training included in my package and what are the options (e.g. remote / on-site, virtual training programme)?
  • Who will work on setting up my instance?
  • What in-house skill is required to set up and maintain the system?


Make sure your data is secure

A good software provider will be able to answer questions about their internal cybersecurity hygiene and compliance with ease. You need to feel reassured that your data is safe, whatever the threat (especially as the biggest threats are always unexpected!).

  • Where is my data hosted?
  • What is your approach to backup and recovery in the instance of data loss?
  • How is data stored and deleted for GDPR compliance?
  • How is data migrated from my existing platform and what level of in-house expertise is required?


Check that your platform will stay supported

A solution is only as good as its ongoing maintenance to ensure it’s fit for the future and constantly improving with new features. Plus, the support provided needs to be punctual and reliable.

  • What support options are available? E.g. live chat, ticket logging system, self-service
  • What are typical support response times?
  • What options are there for bespoke functionality?
  • How often are upgrades and patches rolled out?
  • Is there ever routine downtime during working hours?
  • What documentation is available for the software?
  • Will I have an account manager or dedicated point of contact?
  • Is there a cap to my support allowance?
  • What input do customers have on future updates?
  • If I grow, will the software deliver the same performance?


Find out more about the software’s features

As mentioned, you should have a good idea of the features that matter to you, but it’s also worth going back to basics. At a bare minimum, the software should enable you to go from paying to billing seamlessly. Here are some essential questions to ask:

  • Are all demo’ed features baked in or just third-party integrations?
  • How many users can it accommodate – including candidates and licenses for internal staff?
  • Are candidate portals provided? If so, what’s the experience like for candidates?
    • Are they mobile-friendly?
    • Are they easy to use?
    • How do I provide access?
  • Do you have a feature pipeline and how quickly is it being addressed?
  • How fast and easy is it to pay and bill from start to finish?
  • Are bulk actions possible?
  • Are there any AI or automation features that enable me to save time?
  • Is the platform fully cloud-based?
  • Does it integrate with other tools and how?
  • Will it support my existing front- and back-office tools? Is it one- or two-way sync?
  • How do timesheet approvals work?
  • How can I import candidates?
  • Are invoices customisable?
  • What do invoices look like?
  • Is it suitable for all pay types e.g. PAYE, LTD, umbrella, CIS?


Enter Codabill

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So, you’re in the pay and bill market. We may just be what you’re looking for.

Codabill is a fully SaaS middle-office solution that seamlessly connects the process of paying and billing, with flexible rolling contracts and zero setup fees.

Learn more about our features and book a free demo with a friendly representative today.

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