1. Define a pass before you begin
Write down your three essential workflows and a measurable outcome for each. For example: receive a partial delivery without retyping product details, show the right quantity after a return, or export the stock report your bookkeeper needs.
Make a list of your required users, locations, sales channels, and integrations. Confirm that the plan you are trialling includes what you intend to buy.
2. Bring a representative product sample
Use a handful of products with different characteristics: a simple item, a variant, a multi-pack, and an item with a supplier-specific code. Enter verified opening quantities and costs.
Check how the system handles units. Buying a carton of 12 and selling individual units should leave you with quantities you can explain and reconcile.
3. Follow one order from end to end
Create a purchase order, receive only part of it, and confirm what remains outstanding. Record a sale, fulfil it, then process a return. Include a stock adjustment and a transfer if those are normal parts of your business.
After each step, check available stock, committed stock, and incoming stock. Keep a separate expected balance so that a convincing interface does not substitute for accurate records.
4. Test your integrations and your team
Ask which data moves between systems, in which direction, and how frequently. Test a duplicate, a changed order, and a cancelled order. Establish which system is the authority for each record.
Have the day-to-day operator repeat the workflow. Record where they need help. Check user permissions and ask what happens when a sync fails or an internet connection drops.
5. Confirm costs and your exit route
Get the full cost for your intended plan, billing term, setup, training, additional users, integrations, and hardware. Ask what happens when you exceed limits.
Export your sample records before committing. Check that the export contains the identifiers, quantities, transactions, and costs you will need. Confirm cancellation terms and how long you can retrieve data after cancellation.
6. Make a documented decision
Mark each essential workflow as passed, failed, or unresolved. Ask the vendor to demonstrate unresolved requirements using your example. Avoid paying on the assumption that a missing feature will arrive later.
If you proceed, agree on a migration date, opening stock count, staff training, and ownership of ongoing data quality. A small, well-understood launch is easier to troubleshoot.
Ready to evaluate a specific tool?
Our inFlow guide outlines the fit and the questions to resolve before subscribing.
Explore the inFlow guide →