Best Restaurant Accounting Software Shortlist
Restaurant accounting software is a valuable asset for any company. With the right software, teams can improve payout accuracy and simplify expense tracking. However, finding the right restaurant accounting software can be challenging, especially with so many available options.
Using my experience with accounting and finance software, I tested and compared several of the top restaurant accounting solutions available. From there, I compiled my results into detailed reviews to help you find the best software for your needs.
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Best Restaurant Accounting Software Summary
This comparison chart summarizes pricing details for my top restaurant accounting software selections to help you find the best one for your budget and business needs.
| Tool | Best For | Trial Info | Price | ||
|---|---|---|---|---|---|
| 1 | Best for intuitive expense tracking | 30-day free trial | From $6.90/month | Website | |
| 2 | Best for AI-driven financial insights | 30-day free test drive | From $124.42/month (billed annually) | Website | |
| 3 | Best for nonprofit restaurants | Free demo + 15-day free trial available | From $79/month | Website | |
| 4 | Best for multi-currency support | Not available | Pricing upon request | Website | |
| 5 | Best for basic expense tracking | 30-day free trial | From $199/month | Website | |
| 6 | Best for extensive integration options | 30-day free trial | From $38/month | Website | |
| 7 | Best onboarding support for new users | 1-month free trial | From $25/month | Website | |
| 8 | Best for tracking food costs | Free demo available | From $330/location/month | Website | |
| 9 | Best all-in-one back-office platform | Free demo available | Pricing upon request | Website | |
| 10 | Best for free accounting tools | Free plan available | From $19/month | Website |
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Creatio CRM
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.7 -
DealHub AI
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.7 -
LiveFlow
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.9
Best Restaurant Accounting Software Reviews
Below are my detailed summaries of the best restaurant accounting software on my shortlist. My reviews offer a detailed look at each tool’s key features, pros and cons, integrations, and ideal use cases to help you find the best one for you.
FreshBooks is an accounting platform for restaurants that covers expense management, invoicing, receipt capture, project time tracking, and financial reporting in one system.
Who Is FreshBooks Best For?
FreshBooks suits small restaurants and cafe owners who want simple, straightforward accounting and daily expense tracking.
Why I Picked FreshBooks
I picked FreshBooks as one of the best because I get receipt scanning and auto-categorization of expenses tied straight to my restaurant’s chart of accounts, plus the ability to split bills and track supplier payments in real time.
FreshBooks Key Features
- Multi-currency invoicing: Create and send invoices in multiple currencies to handle international vendors or partners.
- Time tracking: Log and assign billable hours to specific projects or staff.
- Automatic bank reconciliation: Link bank accounts to automate transaction matching with your ledger.
- Customizable reporting: Generate profit and loss, sales tax, and general ledger reports for restaurant finances.
FreshBooks Integrations
FreshBooks offers native integrations with Gusto, Stripe, PayPal, Shopify, Bench, Trello, HubSpot, G Suite, Dropbox, and Slack. It connects with Zapier and provides an API for custom integrations.
Pros and Cons
Pros:
- Restaurant income and vendor bill tracking
- Auto-categorizes food and operating expenses
- Quick receipt capture by mobile app
Cons:
- Restaurant-specific reports require manual setup
- Payroll management not included natively
New Product Updates from FreshBooks
Faster Payouts and Smarter Payroll With FreshBooks
FreshBooks introduces Instant Payouts, Buy Now, Pay Later through Affirm, and smarter payment defaults to improve cash flow and payment flexibility. These updates help businesses access funds faster while giving clients more convenient ways to pay. For more information, visit FreshBooks' official site.
Sage is a business accounting software that provides restaurants with tools for general ledger, AP/AR management, payroll, financial reporting, and tax management within a unified system.
Who Is Sage Best For?
Sage fits mid-sized to large restaurant groups and hospitality businesses that need detailed financial controls and centralized reporting.
Why I Picked Sage
I picked Sage as one of the best because I get AI-driven cash flow forecasting and real-time anomaly detection for restaurant expenses, plus configurable dashboards that highlight trends across multiple locations.
Sage Key Features
- Multi-entity consolidation: Consolidate financials across multiple restaurant locations.
- Accounts payable automation: Automate invoice processing and vendor payments.
- Inventory management: Track food, beverage, and supply inventory.
- Integrations with POS systems: Sync restaurant sales data from supported point of sale platforms.
Sage Integrations
Sage offers native integrations with Avalara, Stripe, PayPal, Microsoft 365, Salesforce, ADP, Shopify, AutoEntry, and bank feeds from major financial institutions. An API is available for custom integrations.
Pros and Cons
Pros:
- AI cash flow and cost trend analysis
- Automated AP with supporting document capture
- Deep multi-location financial reporting tools
Cons:
- Complex setup for advanced restaurant reporting
- Restaurant payroll support requires separate Sage product
Aplos is an accounting software that focuses on the needs of organizations requiring specialized financial tracking. It’s primarily designed for users who need fund accounting, donation tracking, and budget management.
Why I picked Aplos:
Aplos supports nonprofit-specific features that make managing fund accounting and donations easy, which can be crucial for nonprofit restaurants. It offers budgeting tools that help you allocate funds efficiently and stay within limits. The built-in donor management feature allows you to track contributions and maintain donor relationships. It also includes customizable financial reports to align you with compliance and transparency standards.
Standout Features & Integrations:
Features include role-based access controls, allowing you to set different permissions for your team members. Aplos also provides event registration management to support fundraising efforts directly within the platform. Additionally, it offers automated reminders for donation acknowledgments so you can maintain timely communication with your donors.
Integrations include PayPal, Stripe, Gusto, QuickBooks Online, Tithe.ly, Donorbox, Kindful, Eventbrite, and Bloomerang.
Pros and Cons
Pros:
- Simple setup for smaller organizations
- Helps track donations with built-in tools
- Supports fund accounting for nonprofits
Cons:
- Lacks real-time collaboration tools
- May require initial training for new users
Manager is a flexible software solution designed to help users handle financial tasks efficiently across various industries. It offers tools for organizing and managing essential accounting tasks, making it suitable for businesses that require precise financial tracking and reporting.
Why I Picked Manager:
It’s handy for teams that handle multiple currencies, allowing users to manage finances without manual conversions. Features like automatic currency adjustments and multi-currency bank accounts help you track international transactions accurately. You’ll also find it easy to customize reports in different currencies, which makes cross-border transactions and financial tracking far simpler.
Standout Features & Integrations:
Features include unlimited, customizable invoices, so you can adjust billing formats to suit your team’s needs. The built-in inventory management tool helps track stock levels and monitor inventory-related expenses. Additionally, Manager provides an audit trail feature, allowing you to record financial changes for greater transparency.
Integrations include WooCommerce, PayPal, Stripe, Square, Shopify, Amazon, Google Sheets, QuickBooks, Xero, and Excel.
Pros and Cons
Pros:
- Flexible inventory tracking options
- Supports offline access
- Customizable reports
Cons:
- Complex for beginners
- Limited mobile app functionality
LessAccounting is a straightforward tool designed for small businesses that need to track income and expenses with minimal hassle. It focuses on essential financial functions, making it a fit for users who want simplicity in their accounting processes.
Why I picked LessAccounting:
LessAccounting provides a simple expense-tracking solution, ideal for those who prefer a simplified approach. It includes an invoicing feature that lets you quickly create and send invoices without complex steps. The expense categorization feature automatically organizes your transactions, helping you save time on manual entry. Additionally, it offers mileage tracking, making it a good choice if you have regular business travel.
Standout Features & Integrations:
Features include double-entry accounting, which simplifies balancing your books. LessAccounting also offers cash flow tracking, helping you see where money is coming in and going out. It also includes a tax checklist to prepare you for tax season with clear documentation.
Integrations include Stripe, Square, FreshBooks, QuickBooks Online, Expensify, Basecamp, Shopify, Xero, and Harvest.
Pros and Cons
Pros:
- Tax checklist keeps you organized
- Offers mileage tracking for business trips
- Simple setup with minimal configuration
Cons:
- Lacks detailed analytics and forecasting
- No real-time collaboration features
QuickBooks is an online accounting software platform that centralizes bookkeeping, invoicing, payroll, and expense tracking for restaurants, with a wide variety of industry app integrations.
Who Is QuickBooks Best For?
QuickBooks is a strong choice for restaurant owners and managers who need scalable accounting for single or multi-location businesses.
Why I Picked QuickBooks
I picked QuickBooks as one of the best because I can connect it to my POS, payroll, and inventory platforms, making it easy to centralize transactions and automate reporting straight from my restaurant’s core systems.
QuickBooks Key Features
- Automatic sales tax tracking: Calculates and tracks sales tax for every transaction.
- Receipt capture: Lets you upload and categorize paper receipts with your phone.
- Bank reconciliation: Imports and matches bank transactions for monthly account balancing.
- Customizable financial reports: Builds profit and loss statements, balance sheets, and cash flow summaries for restaurants.
QuickBooks Integrations
QuickBooks offers 750+ native integrations, including Square, Shopify, Toast, PayPal, Expensify, Bill.com, Gusto, ADP, Stripe, and Avalara. An API is available for custom integrations.
Pros and Cons
Pros:
- Automates recurring vendor and supplier payments
- Offers chart of accounts for hospitality
- Handles complex restaurant payroll and tips
Cons:
- Limited reporting customization for daily sales data
- Inventory module lacks restaurant-specific features
Xero is an online accounting platform for restaurants that supports invoicing, bank reconciliation, bill tracking, cash flow monitoring, and payroll, with tailored modules for hospitality bookkeeping needs.
Who Is Xero Best For?
Restaurant finance and operations teams seeking an intuitive, cloud-based way to manage multi-location bookkeeping and payroll.
Why I Picked Xero
I picked Xero as one of the best because I can set up guided onboarding that covers everything from importing supplier lists to configuring multi-restaurant chart of accounts, plus the support materials walk my team through payroll and daily reconciliation tasks.
Xero Key Features
- Bank feeds: Connect and import transactions from major U.S. banks.
- Mobile expense capture: Upload and categorize receipts with a mobile device.
- Bill payment workflows: Set up and schedule supplier payments and track outstanding bills.
- Financial reporting: Generate cash flow statements, P&L, and balance sheets tailored for restaurants.
Xero Integrations
Xero offers 1,000+ native integrations, including Square, Shopify, Gusto, Expensify, Bill.com, Toast, and Stripe. It also connects with Zapier and has an API for custom integrations.
Pros and Cons
Pros:
- Automates recurring bill payments for suppliers
- Handles multi-location bookkeeping workflows
- Restaurant chart of accounts templates available
Cons:
- Limited flexibility in daily sales reporting
- Inventory tracking lacks restaurant-specific features
New Product Updates from Xero
Xero Unveils New Analytics Features
Xero introduces new analytics dashboards and reporting features. These updates help small businesses better understand performance, trends, and financial health at a glance. For more information, visit Xero's official site.
MarginEdge is a management software tailored to support businesses in controlling and analyzing operational costs, specifically focusing on inventory and purchasing. It’s designed to streamline cost-tracking processes, helping users make data-driven financial decisions.
Why I picked MarginEdge:
MarginEdge offers real-time tracking of ingredient prices, making it easier to manage food costs directly from purchase to plate. The system allows you to upload invoices, and MarginEdge processes them to provide instant cost analysis. Additionally, it tracks recipe costs, helping you optimize menu pricing for profitability. This level of detail supports restaurant teams in keeping an accurate eye on expenses and profitability.
Standout Features & Integrations:
Features include automated inventory tracking, allowing you to update inventory counts with each invoice entry. MarginEdge also provides real-time analytics, giving you insights into food costs and profitability as soon as data is available. Additionally, the platform offers recipe management, which lets you calculate precise ingredient costs for each menu item.
Integrations include Toast, Square, QuickBooks, Xero, Aloha, Micros, Compeat, Oracle, Sage Intacct, and Restaurant365.
Pros and Cons
Pros:
- Accurate recipe cost calculations
- Simplifies inventory management for kitchens
- Real-time tracking of ingredient prices
Cons:
- Requires initial setup for data accuracy
- Limited reporting customization options
Restaurant365 is a cloud-based restaurant accounting software suite that unifies accounting, inventory, scheduling, payroll, and operations management for independent restaurants and multi-location groups.
Who Is Restaurant365 Best For?
Restaurant365 is a strong fit for multi-unit restaurant groups and finance teams needing integrated accounting and operations controls across locations.
Why I Picked Restaurant365
I picked Restaurant365 as one of the best because I can manage accounting, inventory, scheduling, and payroll in one interface, plus I get features built for streamlining recipe costing and multi-location financial controls.
Restaurant365 Key Features
- Vendor invoice management: Upload, approve, and pay invoices directly from the platform.
- Audit-ready financial reporting: Generate customizable balance sheets, P&L, and comparative reports for restaurants.
- Bank reconciliation: Match bank transactions and validate account balances with built-in tools.
- POS integration: Import daily sales data from leading point-of-sale systems automatically.
Restaurant365 Integrations
Restaurant365 offers native integrations with POS systems including Toast, Square, and Micros, as well as QuickBooks and ADP. It also provides an API for custom integrations.
Pros and Cons
Pros:
- Offers built-in scheduling and payroll tools
- Inventory module supports recipe-level costing
- Designed for multi-location restaurant groups
Cons:
- Inventory feature setup can be time-consuming
- Custom reporting setup requires technical support
Wave is a free accounting software designed for small business owners who need essential accounting features without the cost. It covers core functions like invoicing, expense tracking, and financial reporting, supporting users in staying on top of their finances.
Why I picked Wave:
Wave’s free features make it a solid choice for small teams or businesses with limited budgets. It includes unlimited invoicing, allowing you to create and send invoices without cap. The expense tracking tool lets you organize and categorize business expenses, making it easier to see where funds go. Additionally, Wave’s dashboard provides a clear overview of income, costs, and cash flow, supporting efficient financial management.
Standout Features & Integrations:
Features include payroll services that allow you to manage payroll directly in the platform, ensuring accurate and timely payments. Wave also offers receipt scanning, so you can snap pictures of receipts and link them to transactions for better record-keeping. It also provides detailed financial reporting, giving insights into income, expenses, and profit margins.
Integrations include PayPal, Shopify, Etsy, Zapier, Shoeboxed, Stripe, Google Sheets, HubSpot, QuickBooks, and Slack.
Pros and Cons
Pros:
- Clear reporting for financial insights
- Automatic categorization for expenses
- Receipt scanning simplifies record-keeping
Cons:
- Lacks advanced budgeting tools
- Limited support options
Other Restaurant Accounting Software
Here are some additional restaurant accounting software options that didn’t make it onto my shortlist but are still worth checking out.
- Toast POS
Built-in accounting automation for POS
- BILL
For automated accounts payable workflows
- QuickBooks Online
For small business owners
- Zoho Books
For global multi-currency accounting
- Sage Intacct
For advanced reporting
- Marketman
For real-time inventory analytics
- Ramp
AI-driven spend controls
- Revel Systems
For POS and CRM integration
- Pilot
Strategic CFO guidance with dashboards
- The Fino Partners
For outsourced teams with industry expertise
- Paperchase
For hospitality-specialized finance teams
- Netsuite by Oracle
For enterprise scalability
Restaurant Accounting Software Selection Criteria
When selecting the best restaurant accounting software for this list, I considered everyday buyer needs and pain points, such as tracking food costs and simplifying payroll. I also used the following framework to keep my evaluation structured and fair.
Core Functionality (25% of total score)
To be considered for inclusion in this list, each solution had to fulfill these common use cases:
- Manage accounts payable and receivable
- Generate financial reports
- Track inventory and cost of goods sold
- Process payroll and tax filings
- Provide POS integration
Additional Standout Features (25% of total score)
To help further narrow down the competition, I also looked for unique features, such as:
- Food cost analysis tools
- Multi-location financial tracking
- Real-time analytics and dashboards
- Automated invoice processing
- Role-based access controls
Usability (10% of total score)
To get a sense of the usability of each system, I considered the following:
- Easy navigation and layout
- Minimal learning curve for new users
- Clear, intuitive data visualizations
- Responsive mobile or tablet access
- Availability of customizable settings
Onboarding (10% of total score)
To evaluate the onboarding experience for each platform, I considered the following:
- Availability of interactive tutorials
- Access to training videos and webinars
- Pre-built templates for quick setup
- In-app support and chatbots
- Personalized onboarding assistance
Customer Support (10% of total score)
To assess each software provider’s customer support services, I considered the following:
- 24/7 availability of support channels
- Access to a dedicated account manager
- Live chat, email, and phone support
- Comprehensive online help center
- Availability of troubleshooting guides
Value For Money (10% of total score)
To evaluate the value for money of each platform, I considered the following:
- Transparent and flexible pricing plans
- Features included in the base plan
- Reasonable cost for additional users
- Discounts for long-term commitments
- Fair pricing compared to competitors
Customer Reviews (10% of total score)
To get a sense of overall customer satisfaction, I considered the following when reading customer reviews:
- Frequent positive mentions of features
- Consistent feedback on software reliability
- Quality of customer support experiences
- Satisfaction with implementation and setup
- Insights into pain points from real users
How To Choose Restaurant Accounting Software
It’s easy to get bogged down in long feature lists and complex pricing structures. Here's a checklist of factors to remember to help you stay focused as you work through your unique software selection process.
| Factor | What to Consider |
| Scalability | Will it grow with your business? |
| Integrations | Does it connect with your existing tools? |
| Customizability | Can you adjust features to fit your team’s needs? |
| Ease of Use | Is it easy for your team to learn and use? |
| Budget | Does it align with your budget constraints? |
| Security Safeguards | Does it meet your security standards? |
| Support Options | Is customer support readily available when you need it? |
| Reporting | Does it offer reports that match your analysis needs? |
Trends In Restaurant Accounting Software
In my research, I sourced countless product updates, press releases, and release logs from different restaurant accounting software vendors. Here are some of the emerging trends I’m keeping an eye on.
- Real-time cost tracking: Vendors prioritize tools that track food and operational costs in real time. This helps businesses adjust prices based on shifting ingredient costs to maintain profitability.
- AI-driven financial insights: AI enables predictive financial insights and flags trends and anomalies that help managers make proactive financial decisions.
- Customizable dashboard views: Many vendors now offer dashboards that can be tailored to specific roles. This allows staff to see only the metrics relevant to their work, improving efficiency and reducing data overload.
- Sustainability tracking: Software is beginning to include features that track waste reduction and sustainability metrics, giving restaurant managers insight into eco-friendly practices and cost-saving opportunities tied to waste reduction.
- Enhanced compliance tools: Compliance features, like tax management for multi-location businesses and region-specific compliance checks, are increasingly being built, especially as companies expand to multiple locations.
What Is Restaurant Accounting Software?
Restaurant accounting software is designed to help restaurants manage their finances, track costs, and ensure profitability. These tools, typically used by restaurant managers, owners, and accountants, help control expenses, monitor cash flow, and handle payroll.
Real-time cost tracking, customizable dashboards, and compliance tools support efficient decision-making and regulatory adherence. Restaurant accounting software provides essential financial insights that help professionals make informed, data-driven choices to sustain and grow their businesses.
Features Of Restaurant Accounting Software
When selecting restaurant accounting software, look for the following key features.
- Inventory Tracking: Monitors ingredient stock levels, helping control costs and avoid waste.
- POS Integration: Connects with point-of-sale systems to sync sales and expense data.
- Cost Analysis: Provides insights into food and operational costs to support profitability.
- Payroll Management: Manages payroll processes, including wages, taxes, and benefits.
- Real-Time Reporting: Offers up-to-date financial data, helping make timely decisions.
- Recipe Costing: Calculates per-plate costs, aiding in menu pricing and profit margins.
- Multi-Location Support: Centralizes data for restaurants with multiple locations.
- Expense Categorization: Organizes expenses by type, simplifying budgeting and tracking.
- Compliance Tools: Ensures adherence to tax and labor regulations.
- Automated Invoicing: Streamlines billing processes, reducing manual entry time.
- Bookkeeping Software Integration: Simplifies tracking income, expenses, and financial reports with integrated bookkeeping features.
- Accounts Receivable Management: Manages accounts receivable to ensure timely payments and maintain healthy cash flow.
- Purchase Orders: Generates and manages purchase orders seamlessly, keeping track of supplies and controlling expenses.
- Restaurant Inventory Tracking: Monitors inventory in real time to minimize waste and optimize food costs.
- Credit Card Reconciliation: Simplifies tracking and reconciling credit card transactions to save time and reduce errors.
- Custom Pricing Options: Offers flexible pricing plans to accommodate various restaurant operations, from single locations to chains.
- Restaurant Bookkeeping Tools: Offers tailored tools for accurate and organized financial record-keeping.
- User-Friendly Interface: Features a user-friendly design that makes managing restaurant finances easy, even for non-accounting staff.
- Bottom Line Optimization: Delivers analytics to make data-driven decisions for improving profitability and efficiency.
Benefits Of Restaurant Accounting Software
Implementing restaurant accounting software provides several benefits for your team and your business. Here are a few you can look forward to.
- Better cost control: Tracks ingredient and labor costs, helping reduce waste and manage spending.
- Accurate payroll processing: Ensures timely and precise payroll, including tax and benefit calculations.
- Real-time insights: Provides up-to-date financial data to support fast, informed decisions.
- Improved menu pricing: Calculates recipe costs, enabling better menu pricing for profit.
- Centralized data management: Unifies data from multiple locations, improving access and reporting.
- Enhanced compliance: Keeps you aligned with tax regulations and labor laws.
- Efficient invoicing: Automates billing, saving time on manual data entry.
Costs & Pricing Of Restaurant Accounting Software
Selecting restaurant accounting software requires understanding the various pricing models and plans available. Costs vary based on features, team size, add-ons, and more. The table below summarizes standard plans, their average prices, and typical features included in restaurant accounting software solutions:
Plan Comparison Table for Restaurant Accounting Software
| Plan Type | Average Price | Common Features |
| Free Plan | $0 | Basic invoicing, expense tracking, and simple reporting. |
| Personal Plan | $10-$30/user/month | Invoicing, payroll support, expense categorization, and reporting. |
| Business Plan | $30-$60/user/month | Advanced reporting, inventory tracking, multi-location support, and payroll. |
| Enterprise Plan | $60-$120/user/month | Customizable features, multi-location management, POS integration, and compliance tools. |
Restaurant Accounting Software FAQs
Here are some answers to common questions about restaurant accounting software.
How does restaurant accounting software handle inventory management?
Most restaurant accounting software includes inventory tracking to monitor ingredient levels and costs. It helps you track quantities, manage supplier orders, and alert you when stock is low. Some solutions provide real-time cost updates so that you can adjust pricing based on current inventory expenses. This can be particularly useful for keeping food costs aligned with profitability goals.
Can restaurant accounting software integrate with my POS system?
Many restaurant accounting tools integrate with popular POS systems to automatically import sales and transaction data. This syncs sales data with accounting records, reducing manual data entry. POS integration also helps create accurate financial reports by combining sales and expense data in one place, making it easier to track profitability and revenue trends.
What reporting capabilities should I expect from restaurant accounting software?
Restaurant accounting software typically offers a range of reports, including profit and loss statements, food cost reports, and cash flow analysis. You can expect customizable reports focusing on revenue, expenses, and overall financial health. Advanced options often include multi-location reporting, enabling you to compare performance across different locations and make data-driven decisions.
Does restaurant accounting software support payroll processing?
Many restaurant accounting solutions offer payroll processing, including calculating wages, taxes, and tips. Payroll modules ensure accurate payouts and tax compliance, which is essential in the restaurant industry. Some tools also help with employee time tracking and reporting, making monitoring labor costs easier and streamlining payroll tasks.
How secure is the data in restaurant accounting software?
Most providers prioritize data security and use encryption to protect sensitive information. Look for solutions that offer secure data storage, regular backups, and user access controls. Some vendors also provide compliance with specific data regulations, ensuring your financial information is kept safe and only accessible to authorized users.
Can I track multiple locations with one restaurant accounting software?
Many restaurant accounting solutions support multi-location management, allowing you to track each location’s financial performance individually. This feature helps you view revenue, expenses, and profitability metrics by location, making it easy to see which sites perform best. Multi-location tracking also simplifies consolidated reporting so you can analyze the overall financial health of your entire business.
What’s Next?
If you're in the process of researching restaurant accounting software, connect with a SoftwareSelect advisor for free recommendations.
You fill out a form and have a quick chat where they get into the specifics of your needs. Then you'll get a shortlist of software to review. They'll even support you through the entire buying process, including price negotiations.
