Review and negotiate a business software contract

This guide is for small business owners and managers about to sign up to a business system such as a CRM, accounts package, booking platform or industry-specific software on a contract longer than a month. Business customers get far fewer legal protections than consumers, so what you sign is largely what you get, including auto-renewals, price increases and how hard it is to leave. You will read the terms with a clear checklist, raise the points that matter in writing, and keep a record of what was agreed. At the end you will have a negotiated contract, a data protection position you can defend, and an exit plan ready before day one.

What is inside

• Full step-by-step method9 detailed steps with decision points
• Ready-to-use templatesNegotiation email to the supplier · Contract checklist questions for the sales call · Contracts register entry
• Timed action plan7 stages from “3 weeks before signing” to “3–4 months before renewal”
• Costly mistakes to avoid4 traps and what to do instead
• Complete checklist12 items to tick off
• Insider tips and fixes4 tips and 4 common problems solved

Step by step

1. Collect every document that forms the contract

   Ask the supplier for the full set: the order form or quote, the main terms of service, the service level agreement, the data processing agreement, the acceptable use policy and any pricing schedule. Online terms often link to other documents that also bind you, so download or save a dated copy of each one. Check which document wins if they conflict; this is usually stated in an order of precedence clause. Note whether the supplier can change the online terms during your contract and how they must notify you. If you cannot get a complete set, treat that as a warning sign.