Compare proposals with the same working example.

A new screen can hide a lost calculation or an unclear ownership decision. Ask each provider to explain the same ordinary task and the same awkward case before comparing their proposal.

Bring a small, safe evidence pack

Describe the workbook's owner, daily users and the result they produce. Prepare fictional inputs and expected outputs, including an authorized adjustment. List linked files, macros, imports and decisions made outside the cells. Do not send a private workbook with an initial inquiry. Agree protected access separately.

For an invented example, a coordinator prepares a job estimate, a supervisor approves an exception and accounts exports the accepted result. Ask the provider to show where each rule comes from, who approves its interpretation and how the original result will be compared with the new one. A formula inventory without that explanation is incomplete discovery.

Ask for a competing-save demonstration

Have two test users open the same record. One changes its status; the other tries to save an older copy with a new note. Ask whether the application rejects the stale save, merges permitted independent changes or asks for review. The answer should preserve both people's work under an agreed rule. “It uses a database” does not answer the question.

Also ask what the user sees after a failed save and after retrying. Use the stale-save diagnostic to make the comparison concrete. Do not reproduce conflicts on live records merely to demonstrate a problem.

Separate migration, access and the first release

Request a written field and relationship map, excluded history, cleanup decisions and reconciliation examples. Ask an ordinary user to find an imported record and complete the task. Compare totals and representative values, not just an import success message. Identify who approves differences before switching the working team.

Have the provider show allowed and denied actions for the relevant roles, including exports and direct links. A first release can be small while still covering the complete workflow, important exceptions and appropriate access.

Compare the operating commitment

Record who controls the code, hosting, accounts and configuration; where the release and recovery instructions live; and who maintains the rules. Separate subscriptions, initial delivery, later improvements and ongoing support. Ask what another authorized maintainer would need if the original developer became unavailable.

Keep a comparison note for each proposal: demonstrated behavior, assumption, unresolved dependency, named owner and acceptance example. An unanswered access or recovery question remains open even when the presentation looks polished. Review the four-stage cutover checklist or discuss spreadsheet-to-app work.