If you’re running a small business or startup, you’ve probably noticed how important it is to have the right tools to stay organized and get things done efficiently. But with so many software options out there, picking the right ones can be pretty confusing.

SaaS (Software-as-a-Service) tools are cloud based online software solutions accessed over the internet that you can use to help manage everything from customer interactions to team communication and from day-to-day tasks to complex problem solving. But the wrong choice of these systems / tools can cause more headaches than help. So how do you choose the best SaaS based systems / software for your business?

In this guide, we’ll break down the key things you should think about when selecting SaaS tools that fit your business needs, your budget, and can grow with you over time.

Figure Out What Your Business Really Needs 🛠️

Before you start exploring different tools, it’s important to first get clear on what your business actually needs. Sometimes people choose tools just because they’re popular or someone else recommended them, but what works for one business might not work for you.

Here are some things to ask yourself:

• What’s our biggest struggle? Are there parts of your business where things are getting stuck or taking too long? Maybe your team is spending too much time on simple and repetitive tasks, or you need better ways to communicate when working with  remote teams or customers.
• What are our goals? Are you looking for something that will help you grow quickly, or are you just trying to make things run smoother right now?
• Who will use this tool? Will only one department, like marketing, use it? Or will it help customer service, sales, and other teams too? The more people who can benefit from the tool, the more useful it will be.

Make a simple list of your business challenges and what you’re hoping to achieve. This will guide you when you start looking at different tools and help you avoid ones that aren’t a good match.

Is It Easy to Use? 🧑‍💻

One common mistake businesses make is choosing software that’s too hard to use. If your team can’t figure out how to use the tool quickly, it’s going to cause more problems than it solves.

Here’s what to look for:

• Is it easy to learn? Can your employees pick it up without spending too much time on training? Most SaaS tools offer free trials or demos, so let your team try it out before making a decision.
• Does it have a simple design? A clean and easy-to-navigate design makes a huge difference. If it’s too complicated, people will avoid using it.
• What kind of support is available? Does the software provider offer helpful tutorials, videos, or customer service in case you get stuck?

Table 1 - Selecting SaaS for ease of use

Ease of Use	Why It’s Important
Easy to learn	Your team won’t waste time trying to figure out how to use it.
Simple design	It helps your team work faster and with fewer frustrations.
Available customer support	You can get help when you need it, reducing downtime and delays.

 

Let your team test out different tools. Ask for their feedback on what they find easiest to use, because they’re the ones who will be working with it every day.

Does It Work with the Tools You Already Have? 🔗

Most businesses already use some or the other software especially the office applications, whether they are for managing customers, handling finances, or communicating internally and externally. It’s important to make sure that any new tool you choose can easily connect and integrate to what you’re already using.

Things to think about:

• Will it connect with our current tools? Check if the new tool can share data with your other programs (look for API integration options). This saves you time by avoiding manual data entry and cuts down on data integraty issues (making sure that same data is available across different systems).
• Can it automate tasks? Some tools allow you to set up automated tasks between apps, so everything runs more smoothly without needing a person to handle it (automated integration through APIs).
• Does it work with popular apps? Many tools integrate with apps like Google Workspace or Slack, so check if your new tool does that too.

Make a list of the software your business already uses. Then, check if the new tool will work with them easily. You don’t want to create extra work for yourself by choosing something that can’t communicate with your existing systems.

Make Sure It’s Safe to Use 🔒

When you’re dealing with online, cloud-based, SaaS tools, keeping your business data safe is a big thing to consider. You want to make sure any tool you pick has strong security features to protect your information—and your customers’ information.

Here’s what to check:

• Is the data encrypted? Encryption means your data is protected both while it’s being sent and when it’s stored (please consider that most of the time you won't get stored data encryption, that's OK) 
• Can you control who sees what? Make sure you are able to set permissions so only certain people can access sensitive information (Role-based access control method should be available).
• Are updates frequent? You want software that gets regular updates to fix any security problems.
• Is it compliant with industry information security standards? If your business has to follow certain laws or security standards (like GDPR or HIPAA), make sure the tool complies with these regulations.

Ask the tool provider about their security practices. Don’t be afraid to ask for proof, especially if your business handles sensitive data. It’s always better to be safe than sorry.

 

Don’t Just Look at the Price 💸

When you’re choosing a SaaS-based tool, it’s tempting to just focus on the price tag. But that’s only one part of the overall cost. You also need to think about setup fees, long-term costs, and any hidden charges that might pop up later.

Here’s what to consider:

• How is the pricing structured? Is the cost based on how many users you have or the features you need? Make sure you understand if and how the price will go up as your business grows.
• Will it still be affordable as we grow? Some tools might start cheap, but as you add more team members or features, the costs can go way up.
• Are there hidden fees? Sometimes there are extra charges for things like training, extra support, or special features or even data storage, transactions or data transfer.

Table 2 - Cost considerations to decide on SaaS

Cost Consideration	What to Keep in Mind
Subscription fees	Make sure you understand how costs will change as you grow
Setup fees	Check if there are any one-time fees for getting started
Long-term affordability	Make sure the tool will still be affordable as your business scales

 

Look at the total cost of ownership (TCO) for each tool. This means including not just the subscription fee, but also setup, training, and any other potential costs down the road.

 

Does the Tool Allow Customization? 🎨

No two businesses work the same way, so the tools you choose should be flexible enough to fit your unique needs. If a tool is too rigid, it might make you change the way you work, and that’s not ideal some of the times.

Look for tools that:

• Let you create custom workflows: Can you adjust the tool to match how your team works? This saves time and makes things smoother to adapt to your way of working.
• Allow custom reports: It’s helpful if you can customize the dashboards or reports or can create your reports sometimes, so you’re seeing the most important information for your business as you would want it.
• Offer add-ons or extra features: Sometimes you’ll need more than the basics. Make sure the tool can grow with you and offer extra functionality if needed.

Ask for a demo or a free trial. Play around with the customization options and make sure they fit your workflows. If the tool is too rigid, it might not be the best choice

 

Check Out the Vendor’s Support and Reputation 📞

Even the best tools will run into problems sometimes, and when they do, you want to know there’s a helpful support team ready to assist you. Before choosing a tool, it’s important to look at the vendor’s reputation and customer support.

Look for these things:

• Is support available 24/7? It’s good to know that help is there when you need it, even outside regular business hours as you may have teams working in different timezones or even overseas.
• Are there multiple support options? Can you get help by phone, email, or live chat? More options mean you’ll have a better chance of getting your problem solved quickly.
• What do other businesses say? Take time to read customer reviews or testimonials - user-trusted outside resources like reddit etc - that helps a lot. What other users say about the company’s support is pretty important.

Do some research on the vendor. Read customer reviews and check out what other businesses are saying about their experience. A company with strong support will make your life a lot easier down the road

Think About Future Growth 📈

As your business grows, your needs will change. The SaaS tools you choose should be able to keep up with those changes. You don’t want to outgrow a tool in just a year and have to start your search all over again.

Things to consider:

• Can it handle more users? As your team grows, will the tool still work without slowing down or getting too expensive - most of the time the tool won't slow down but would start to look expensive with growing users - make sure there is a user slab policy instead of per-user policy.
• Does it offer extra features if we need them? You may not need every feature now, but it’s good to know that they’re available if you need them in the future.
• Is the tool evolving? Make sure the provider updates the tool regularly to keep up with new technology and trends. You don’t want to invest in something that becomes outdated quickly.

Ask the vendor about their plans for the future. Will they be adding new features that could help your business? The tool should grow with you, not hold you back

Conclusion 🎯

Choosing the right SaaS tools for your business doesn’t have to be a difficult task. The key is to focus on what your business actually needs, involve your team in testing different tools, and look for software that’s easy to use, secure and can grow with you.

Take your time, do your research, and remember—finding the right tools is an investment in your business’s future. You’ve got this! 😊

Thank you for reading through what you should consider before deciding on a SaaS tool - if you have any questions or clarifications please feel free to get in touch with me on GuideStack.