How to Avoid Hidden Costs When Purchasing Lease Administration & Accounting Software

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How to Avoid Hidden Costs When Purchasing Lease Administration & Accounting Software

How to Avoid Hidden Costs When Purchasing Lease Administration & Accounting Software

When purchasing Lease Administration & Accounting software, there is more to consider than just the functionality and price. You also want to understand the level of support the vendor will provide.

Software agreements typically range from 3 to 5 years and, when integrated with an ERP system with an even longer lifespan, they can end up being renewed multiple times. Taking this into account, you should choose the best solution for your business by calculating the total cost of ownership over the expected duration of the software agreement, and not just based on the upfront price.

5 Questions to Ask When Calculating Total Cost of Ownership

When looking to purchase a Lease Administration & Accounting software solution, here are five things to consider:

1. Implementation

What is the vendor’s successful implementation rate is and how often do they come in on-budget and on-time?

Be cautious if you get a quote for implementation that is significantly lower than other providers. Ask about the number of hours included and align on a clear check-list of what the vendor will deliver as part of the implementation. This will ensure that everything you want is included and that there are no surprise additional costs after the contract is signed.

2. Upgrades

Does the contract include automatic free upgrades?

The advantage of cloud-based software is that you do not have to deal with version control and all users are on the same instance. You want to understand if there are any additional charges for upgrades after your initial purchase.

3. Maintenance Fees

Will there be any additional maintenance fees?

Another advantage of a cloud-based solution vs. on-premise is that you will not need to perform any maintenance or pay for maintenance costs. You will want to double check that the vendors you are considering do not charge for maintenance.

4. User Fees

Are you limited with the number of seats?

Organizations often spend weeks or even months trying to identify the appropriate internal stakeholders for a seat or named software license. A policy of unlimited usership circumvents this issue and provides secure role-based access to any stakeholder—internal or external—that is a part of your real estate process without additional cost.

5. Future Needs

Is the software configurable to grow with your business?

Given the length of software agreements, you not only want to consider your company’s current needs but also future needs. Ask whether there will be an additional cost to use the solution as your business expands. Can you configure the system or does it need to be customized by the software provider at an additional cost? Does the solution allow for international expansion with multi-currency and multi-language?

Considerations When Purchasing a Lease Administration & Accounting Solution

In addition to understanding the total cost of ownership, it is important to do your due diligence and consider the following before making a purchase decision.


Ask for references and talk to your colleagues to get a better understanding of the company and solution you are considering.

  • Do the vendors you are considering have a good reputation?
  • What are people saying about them?
  • What recognizable brands do they work with?
  • How long have they been in business? How many customers do they have?
  • How many successful implementations have they completed?
  • Have they had any failed implementations?
Third-Party Verified

With the new accounting standards, it is important to not only confirm that the vendor has a solution that can generate ASC 842 and IFRS 16 compliant reports, but that the solution itself is third-party verified. You want to ensure that the reports generated will be approved by your auditors.

Actionable Data

Being able to access and analyze data will provide your business with the insights needed to make timely and accurate decisions.  Can you pull reports on all the fields within the system—whether out-of-the-box or user defined?

Test/Train Environment with Your Production Environment

Check to see if the vendor offers a test/train environment in addition to the production environment in order to test new functionality and perform scenario planning before deploying. You will also want to confirm that there are no additional charges associated with the test environment.

Business Impact

It is important to think about the overall impact this software will have on your business. How important is it to running your business? What is the cost of making the wrong choice? If you miss deadlines, is there a negative consequence?

You do not want to leave your company at risk if timelines slip during implementation or if the product is not continuously invested in.

Making the Lease Administration & Accounting Software Purchase

Purchasing a new software solution for your company—particularly one that gets integrated with your business processes—should never be taken lightly. It is important to take the time to do your homework.

As you have more conversations and continue asking the right questions, the best vendors will become apparent. This should be a long-term relationship, so make sure the vendor is competent and responsive because, after all, a decade is a long-time.

To learn more about Lease Administration & Accounting solutions, contact us today!

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