How to choose business software as a freelancer: 12 questions

By SoloWOS teamPublished October 19, 2026

IN SHORT

Before buying business software, check whether you can export your data, how the price changes as you grow, whether it charges per seat, what the plan limits are, what payment or seller fees apply, whether it works in your language and currency, and how you'd reach support. Answer those twelve questions on the vendor's own pages, not its ads.

Prices and limits as of October 26, 2026.

Key takeaways

Export first: a tool you can't leave cleanly costs more every year you stay.
Per-seat pricing doubles a bill with one hire; the stack in our per-seat comparison goes from $73 to $146 a month for two people (checked October 16 to 18, 2026).
Limits matter more than list prices: count your busiest month, not an average one.
Fees on payments or sales can cost more than the plan itself.
Check the answers on the vendor's pricing and help pages, and write down the date you checked.

Feature lists all look alike. What separates a tool you'll keep from one you'll replace in a year is the boring part: exports, limits, fees, seats and support. These twelve questions are the ones we use when we compare apps across our tools and costs posts and alternatives pages. Ask them of any tool, including ours.

The 12 questions

Can I export everything, in a format I can open? Look for CSV for lists and PDF for signed documents, and check that the export is in your plan, not a higher one.
What happens to my price at renewal? Read whether intro discounts end after a few months and whether the annual price is locked.
Is it priced per seat? If so, multiply by everyone who'd need an account in a year, and check seat minimums.
What are the plan limits? Signature requests, responses, bookings, invoices or clients per month. Compare them with your busiest month.
What fees come on top? Payment processing, platform fees on payments, seller fees on sales.
Do the people I work with need an account? Clients who sign, book or pay shouldn't have to create one.
Does it work in my language and currency? Check the client-facing pages, not just the app.
Where does my data live, and who can see it? Read the privacy policy for the processors it uses and whether you can delete everything.
How do I reach support, and how fast? Email, chat or a forum only; check the plan you're buying, not the top one.
Does it connect to what I already use? Native integrations, an API or webhooks for Zapier and Make.
Can I use my own domain or branding on client pages? And is it on the plan you'd buy?
Can I cancel online, and what happens to my data after? Look for the cancellation steps in the help center before you start.

Red flags

No public pricing, or a price shown only after a sales call, for a tool aimed at one person.
Export available only on the top plan, or only by contacting support.
Annual billing as the only option on the plan you need.
Intro prices with no stated regular price.
Limits described as 'fair use' with no number, for the one thing you do most.
Cancellation only by email or phone.

WORKED EXAMPLE

Example: checking two scheduling tools in 20 minutes

A coach compares Calendly and TidyCal. From each vendor's own pages (checked October 16 to 18, 2026): Calendly's cheapest paid plan is $10/month per seat billed annually, $12 billed monthly, priced per seat; TidyCal Pro is $12/month or $99/year, flat. Calendly Free allows 1 event type and 1 calendar connection; TidyCal Free allows unlimited meeting types and paid bookings, 1 calendar connection, with a platform fee on payments that Pro removes. Both export bookings. She'll take paid sessions alone, so per-seat pricing doesn't hurt her; the payment fee and the number of meeting types decide it. She writes the answers and the date in a note, so she can re-check at renewal.

A scorecard you can copy

Software scorecard

Tool:
Date checked:
Plan I'd buy and price (monthly / annual):
Price at renewal:
Per seat? Seats I'd need in 12 months:
Limits vs my busiest month:
Fees on payments or sales:
Clients need an account? (yes / no)
Language and currency on client pages:
Export format and plan:
Support channel on my plan:
Integrations / API:
Custom domain or branding on my plan:
Cancel online? (yes / no)
Verdict:

How SoloWOS answers these questions

Our own answers, so you can hold us to them: prices and every limit are on the pricing page; Solo is $15/month for one person and Team $35/month for up to 3, not per seat. Settings > Data & privacy exports the whole account, with CSV for Forms, Time Tracking and Expenses. SoloWOS adds no fee on card payments through your own Stripe account, clients never need an account, and invoices can be in USD or MXN. The API and webhooks are on paid plans, and you can automate client follow-ups inside the app. What we don't do is listed on each tool page. For the cost side, see per-seat vs flat pricing and the software stack cost table.

Questions

What is the most important thing to check before buying software?

Whether you can export your data on the plan you're buying. Every other problem (a price rise, a missing feature, a better competitor) is fixable if you can leave cleanly. Look for CSV exports of lists and PDF downloads of signed documents.

Should I trust review sites when choosing software?

Use them to build a shortlist, then check the vendor's own pricing and help pages for the facts: price, limits, fees and export. Review sites often show old prices, and some rank vendors that pay them. Write down the date you checked each fact.

How long should a software trial be?

Long enough to run one real client through it: a booking, a proposal, a signature and an invoice. Two weeks is usually enough for that. If the trial needs a card, set a reminder a few days before it ends.

Sources

Facts checked against these sources on October 18, 2026. Rules and amounts change, so confirm them at the source before you file or sign.

Last reviewed: October 18, 2026

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