Questions Before Buying Accounting Software: A Question Bank to Take to the Meeting
A ready-made bank of questions to put to the vendor before you sign. For each question, what a good answer and a weak answer look like, across compliance, data, cost, support and exit.
Author:سامي الحيدري
Questions before buying accounting software are not about embarrassing the vendor. They save time and protect your budget. In Saudi Arabia, the costliest items are rarely the advertised price. They are what you did not ask about in the first meeting: an extra user, a second branch, a training hour, year-two cost, or exporting your data when you decide to leave.
This article is a ready-made question bank you can take with you as it is.
How do you use this question bank?
The questions are grouped into six areas. Each question has three columns: the question as you ask it, what a good answer looks like, and what a weak answer looks like.
The third column matters most. It gives you the exact phrase that tells you to stop and ask for a written clarification.
Three rules make the meeting worthwhile:
- Ask for a live demonstration, not a description. “Show me” is stronger than “Can the system do it?”
- Write the answers up in an email after the meeting and ask the vendor to confirm them. Verbal promises bind no one.
- Separate what is included in the price from what is extra, line by line.
What should you ask about compliance and e-invoicing?
This area is not a technical courtesy. The requirements of ZATCA Phase 2 e-invoicing (the integration phase of the Fatoora programme) are specific, and they can be checked in front of you in minutes.
| The question as you ask it | A good answer looks like this | A weak answer looks like this |
|---|---|---|
| Issue a real invoice from the system for me, right now | The vendor opens the system, issues an actual invoice, and shows the XML file in UBL 2.1 format, the cryptographic stamp and the counter number | Slides and a marketing video, then “we’ll arrange a demo for you later” |
| How does the system handle the invoice counter and the hash chain? | Explains that the counter never resets and that each invoice is linked to the one before it by a hash chain, and shows this on two consecutive invoices | Does not know the term, or says it is a technical detail you need not worry about |
| Simplified invoices: how and when are they reported? | Explains that a simplified invoice is reported within 24 hours of issue, that it carries a QR code, and opens the reporting log in front of you | Confuses the tax invoice with the simplified invoice, or answers in generalities |
| My employee made a mistake on an issued invoice. What do we do? | No editing after issue; the correction is made with a credit or debit note linked to the original invoice, and the vendor shows the screen that creates it | “We’ll fix it in the database” or “We’ll delete it and reissue it” |
| Are you on ZATCA’s indicative list? And what exactly does that mean? | Explains that ZATCA does not approve accounting software, that it publishes an indicative list of e-invoicing solution providers, and that a taxpayer who meets the requirements is compliant even if their vendor is not listed | “Our software is approved and licensed by ZATCA”, a phrase that does not describe reality |
| What happens when e-invoicing requirements change? | Regulatory updates reach all customers within the subscription with no separate invoice, and there is a changelog you can read | “We’ll send you a quote when the new requirements come out” |
“ZATCA-approved” is the most repeated phrase in the accounting software market, and the weakest. The difference between approval and the indicative list is explained in detail in our guide to ZATCA-approved accounting software.
Who owns your data, and can you take it with you?
Most buyers skip these questions, and two years later they become their most expensive ones.
| The question as you ask it | A good answer looks like this | A weak answer looks like this |
|---|---|---|
| Who owns the data entered into the system? | The data is yours, and the vendor points to an explicit clause in the contract that says so | “Your data is safe with us, don’t worry”, with no written clause |
| How do I export my data, and in what format? | A full export in open formats covering the chart of accounts, journal entries, customers, suppliers, items and balances, with the resulting file shown in front of you | “We can export PDF reports for you” or “Our format needs one of our tools” |
| Can I export it myself, or only on request? | A button inside the system that you press whenever you like | A support ticket, an unspecified wait and undisclosed fees |
| Where is the data hosted, and who on your team can access it? | A specific answer on the hosting location, role-based permissions, and an access log you can request | “The whole team can log in to help you” |
| What is your backup policy? Do you test restores? | A known backup frequency, restores that have actually been tested, and an expected restore time | “We have backups”, then no details |
| Can I get a full copy of my data every quarter? | Yes, and the vendor explains the method and format and treats it as your right | Treats the request as distrust or as a prelude to ending the relationship |
What will the system really cost?
The advertised price is one number. The real cost is a table. Ask for the table.
| The question as you ask it | A good answer looks like this | A weak answer looks like this |
|---|---|---|
| Does the advertised price include training, setup and support? | A clear breakdown of what is included and what is extra, with figures | “Everything is included” with no breakdown, then extra lines appear on the invoice |
| How many users and branches are included? What does adding one cost? | A specific number, and a published price for an extra user and an extra branch | “It depends” or “We’ll sort it out later” |
| Exactly what will year two cost? | A figure written in the quote, with any expected increase and its reason | “It’s usually less” or “We’ll review it at renewal” |
| Which items are one-time and which are recurring? | A clear split between one-time setup and the annual subscription | Everything lumped into one big number |
| Is there a fee to migrate data from my current system? | A figure or price range tied to the volume and condition of the data | “Migration is free”, then “data cleansing” fees appear |
| What will the modules I need in a year cost? | A price list for additional modules, published today | The price depends on when you need it |
The following figures are hypothetical, to illustrate the method. They are not a quote and not a market average (amounts in SAR):
| Item | Year one | Year two |
|---|---|---|
| Base subscription | 6,000 | 6,000 |
| Extra users (3) | 1,800 | 1,800 |
| Extra branch | 1,200 | 1,200 |
| Setup and data migration | 2,500 | 0 |
| Extra training | 900 | 300 |
| Total | 12,400 | 9,300 |
The value is not in the numbers but in the shape of the table: two columns, year one and year two. Ask the vendor to fill it in with their own figures, and most surprises disappear.
For comparison, SmartPro’s packages are published in writing: Mini at SAR 1,500 a year including VAT, Pro at SAR 4,500 and Max at SAR 20,500. The details are on the SmartPro pricing page if you want to review them.
To calculate the full cost more broadly, including your team’s time, see what ERP costs in Saudi Arabia.
What should you ask about implementation and training?
A good system implemented badly looks like a bad system. These questions reveal how serious the implementation team is.
| The question as you ask it | A good answer looks like this | A weak answer looks like this |
|---|---|---|
| Can I test the system on my own data? | Yes, a trial environment where you load a sample of your real chart of accounts and invoices | A demo on ready-made dummy data only |
| Who does the migration, and what do you need from me? | Shared, written responsibility: what the vendor prepares, what you prepare, and in what format | “Send us the files and we’ll handle the rest”, with no details |
| How long does implementation take, and how do we know it is complete? | A phased schedule and a clear acceptance criterion, such as closing a full month on the system | “A week”, with no phases and no acceptance criterion |
| Who trains my team, for how many hours, and in what format? | A set number of hours, named roles, and training materials you keep | “Training is ongoing and open”, with no hours stated |
| What happens if the trained employee leaves? | Materials and recordings available, and a published price for a training session for a new employee | “We’ll arrange something”, with no price and no materials |
| Who is the project lead on your side? | One named contact throughout implementation | A general support number only |
If you are moving from an existing system, ask the vendor to set out the order of migration steps and how opening balances will be carried over, in writing.
What happens with support after the sale?
Before the sale, everyone answers quickly. Ask about after the sale.
| The question as you ask it | A good answer looks like this | A weak answer looks like this |
|---|---|---|
| Who fixes a fault, and within how many hours? | A written response time, and an escalation path with a name and role | “We respond quickly” or “as soon as possible” |
| What are the support channels and working hours? | Specific channels and published hours, and what happens outside them | A promise of constant contact with no published hours |
| Are issues classified by severity? | A clear classification that separates invoicing being down from an improvement request | Every ticket handled in the same queue |
| What counts as outside support scope and is charged for? | An explicit list of exclusions and their prices | “Nothing is outside support” |
| Can I speak to a current customer in my sector? | Nominates a customer and lets you speak to them freely | Hesitation, or referral to written testimonials only |
| How do I know my issue was actually resolved? | A ticket log you can see yourself, with the reason for closure | The ticket closed after a verbal phone call |
The criteria for comparing the options in the local market are summarised in how to choose the best accounting software in Saudi Arabia.
What happens if you stop or want to leave?
Ask about the exit before you enter. A confident vendor answers calmly.
| The question as you ask it | A good answer looks like this | A weak answer looks like this |
|---|---|---|
| What happens to my data if I stop paying? | A defined grace period for read-only access and export, written into the contract | “The account is locked”, with no grace period and no export |
| What is the cancellation notice period? Is there a refund? | A clear notice period and a written refund policy | Unwritten terms or an unjustifiably long notice period |
| Will I need your system later to read my old invoices? | No, because you hold a full copy in an open format that any tool can read | Yes, and the data stays locked in a proprietary format |
| If you go out of business, what is the exit plan? | A practical answer: regular copies in your possession and standard formats | Surprise at the question, or ignoring it |
| Is the commitment annual or multi-year? | An annual option is available, even if longer terms are cheaper | A three-year contract as the condition for the advertised price |
Which three requests should you never give up?
If you only have time for three things, make it these:
- A real invoice issued in front of you. In the same meeting, from the same system, with the XML file, cryptographic stamp, counter and hash chain, plus the QR code if it is a simplified invoice. A presentation is no substitute.
- A full export of your data. Ask for it and test it yourself on trial data before signing, in an open format any tool can read, covering journal entries, invoices, customers and suppliers, and items.
- A written price for year two. A figure in the quote, not a reassuring sentence. Together with the price of an extra user and an extra branch.
A vendor who handles these three calmly and clearly deserves the rest of the conversation. A vendor who treats them as awkward questions has already answered the most important one.
Key takeaway: Take this question bank to the meeting and insist on three things: a real invoice issued live, a full data export you test yourself, and a written year-two price.
Where is the official reference?
E-invoicing requirements, wave deadlines and the indicative list of e-invoicing solution providers are published and updated on the website of the Zakat, Tax and Customs Authority: zatca.gov.sa. Check the official source before signing, and do not rely on any vendor’s description of regulatory requirements.
Read also
- How to choose the best accounting software in Saudi Arabia
- ZATCA-approved accounting software: what the phrase really means
- What ERP costs in Saudi Arabia
If you want to put these questions to SmartPro directly, start a free trial or book a demo and ask us to issue a live invoice.
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Frequently asked questions
What is the most important question to ask a vendor before buying accounting software?
Ask them to issue a real invoice from the system right now. An actual invoice reveals in two minutes what an hour-long presentation will not. Ask to see the XML file in UBL 2.1 format, the cryptographic stamp, the counter number and the hash chain, plus the QR code if it is a simplified invoice.
If a vendor is not on ZATCA's list, does that mean the system is not acceptable?
ZATCA does not approve accounting software; it publishes an indicative list of e-invoicing solution providers. A taxpayer who meets the requirements is considered compliant even if their vendor is not on that list. So ask about the requirements themselves rather than settling for the word “approved”.
How can I make sure the advertised price is what I will actually pay?
Ask for a table with two columns: year one and year two. Include the subscription, the number of users and branches included and the price of adding more, setup, data migration, training and support. Any item left as “it depends” will come back to you later as an invoice.
What happens to my data if I stop my accounting software subscription?
This should be a contract clause, not a verbal promise. Ask for wording that sets a grace period for read-only access and export after you stop, confirms that you own the data, and guarantees export in an open format any tool can read. Test the export yourself before signing, not after.