Use your own figures. Keep the unanswered questions visible. These tools help you prepare a comparison, a demonstration or a project brief without handing over your email address.
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Five-year cost worksheet
Start with one proposal and four main costs. Add more categories or a second proposal when you need them. Compare the same users, entities and required work.
Use either a bundled implementation price or its component lines, never both. Keep an excluded item visible until you know who will provide and pay for it.
Figures stay in this page and are not sent to Invitra or saved in browser storage. Export before leaving or refreshing; your browser may not always show a warning. Do not enter confidential records.
Use one currency and tax basis throughout. No exchange rates or tax treatment are assumed. If you convert a quote, put the rate, date and evidence in its reference field. Internal staff time is a valuation, not necessarily an extra cash payment.
For each amount, choose Quoted or Estimated to include it. Unknown and Excluded are never counted as free.
Zero means no annual increase. Recurring charges start in year 1 and increase from year 2. This model does not assume user growth.
Additional costs 8 categories, still unknown until checked
Include modules, integration, localisation, testing, internal time, transition, exit and contingency where needed. Closed sections are not treated as free.
Zero means no annual increase. Recurring charges start in year 1 and increase from year 2. This model does not assume user growth.
Additional costs 8 categories, still unknown until checked
Include modules, integration, localisation, testing, internal time, transition, exit and contingency where needed. Closed sections are not treated as free.
Both proposals are included below. Collapsing a proposal does not remove its figures.
What the entered figures cover
No costs entered. This is not a project quotation.
Export a copy before you leave this page.
Clear all proposals and their assumptions? Export first if you need a copy.
How the calculation works
Year 1 includes one-time costs and the first annual charge. For each recurring line, year 2 is the year 1 amount multiplied by one plus the annual increase; the same increase applies again in years 3, 4 and 5. The five-year subtotal is the sum of those five years.
An amount is included only when it has a valid number and a Quoted or Estimated status. An explicit zero is allowed. Unknown and Excluded lines are never presented as free. The output is incomplete while costs or the tax basis are unresolved; it does not pick a winning supplier.
Ask both suppliers to show the same work
A polished demo can skip the awkward transactions. Write down the expected result before the meeting, then record what was actually demonstrated and what still needs configuration, another module or custom work.
Example: a partial delivery and a return
Create an order with two lines, then deliver only part of it.
Return one delivered item and issue the required credit.
Check the remaining order, stock position and financial records together.
This is an illustrative test, not a claim that a particular product or module meets your requirements. Ask the supplier to demonstrate it in the proposed configuration.
The scorecard records the business owner, priority, expected result, evidence, gap cost and acceptance decision. An unmet essential requirement needs its own decision; a high average score does not make it disappear.
List the source systems and the people who own them. Separate master records, open transactions, opening balances and historical access: moving everything is not automatically the right answer.
Source evidence: confirm exports, record counts and control totals.
Trial migration: reconcile representative records and agree how differences are resolved.
Go-live decision: name the person who accepts readiness and the person who can stop the cutover.
History and recovery: agree access to archived records and what happens if the planned move cannot proceed.
Mark each item Not checked, In progress, Ready or Not applicable. Add an owner and evidence rather than relying on a readiness percentage.
For each interface, identify the records, direction, frequency, expected volume and access owner. Then ask what happens to a duplicate, a rejected record or a request that times out.
The worksheet includes a labelled order-to-ERP example. It asks for retry rules, reconciliation, alerts, support ownership and acceptance evidence. It is a scoping example, not a claim about an Invitra connector or a supported product.
