Software Selection Report template for Google Docs and Word

The first pages of the Software Selection Report template

Every page (9)

Overview

Software choices get challenged when the criteria were set after the demos and the price is only the licence. This report states the need and budget, screens the longlist, scores the shortlist on agreed weights, records demo feedback and security checks, totals five-year cost and ends with a decision box for the sponsor.

The sample follows a fictional Ironvale Group choosing a maintenance and asset system for 14 sites: three vendors, a £420,000 budget and a recommendation costing £362,000 over five years. Replace the vendors, scores, cost lines, references and dates with your own before you share it.

Useful for

An operations team choosing a new system and needing a record that the choice was fair
An IT lead presenting a three-vendor shortlist to a finance director for approval
A procurement review that checks weights, scores and five-year cost before a contract is signed

What's included

Needs page with demand trend, budget split and three business drivers
Longlist screening and a shortlist comparison with weighted scores and a recommendation callout
Demo feedback cards and a numbered security policy with a key rule
Five-year cost table, a cost chart by period and a contingency callout
Decision options page, a sign-off page with next steps, and a Make it yours guide

How to use it

1
Click Make a copy in Google Docs, then confirm on the Google page. The copy is saved to your own Google Drive.
2
Agree your criteria and weights with stakeholders before you enter any scores, then replace the sample needs and budget.
3
Replace the three sample vendors with your shortlist and add a one-line evidence note for each score.
4
Rebuild the cost table over five years, including implementation, support, internal time and exit costs, and record who gave each reference.
5
Delete the Make it yours guide page, then share the report for decision.

What you need

Requirements

A Google account with access to Google Drive

Works with

Google Docs
Microsoft Word (download the .docx)

Questions

When should the criteria and weights be agreed?

Before any demo. Weights chosen after the demos let a favourite win. The sample uses 40% fit, 30% cost and 30% risk, agreed on 8 January 2027.

Are the vendors and figures real?

No. Ironvale Group, the three vendors, the people, the email address and every figure are fictional sample content. Replace them with your own vendors, scores and costs.

Why does the cost table cover five years?

Licence price alone hides implementation, support, internal time and exit costs. A five-year view shows the real cost, and makes vendors with cheap licences and costly set-up comparable.

#software-selection
#vendor-evaluation
#vendor-comparison
#supplier-scorecard
#total-cost-of-ownership
#procurement-report
#google-docs

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