How to Build a Rock-Solid Business Case for New Software: Includes Editable FREE Template.

Getting buy-in for new software isn’t just about saying, “Hey, this tool looks cool.” It would help if you built a compelling business case that shows how new technology will add value to the bottom line and align with your company's strategic goals. Here’s how to make a strong case for new software, plus a template to help you get that ‘yes’ from your decision-makers.

• Pinpoint Pain
• Highlight Value
• Present Cost
• Conai

Pinpoint Pain.
First, you need to zero in on the problem the software will solve. Think about:

• Process inefficiencies: Where are things slowing down? What tasks are eating up too much time?
• Costly mistakes or manual workarounds: Are there frequent errors or tasks that could be automated?
• Customer or employee frustration: Are people grumbling about outdated tools or clunky processes?

Highlight Value
Next up, paint a clear picture of how this software will solve those problems. The benefits could be:

• Boosted efficiency: Faster processes, automation of mundane tasks, and smarter resource use.
• Cost savings: Lower operational costs, fewer errors, and reduced reliance on external services.
• Better quality: Enhanced customer experiences, more accurate data, and higher-quality deliverables.
• Scalability: A solution that grows with the business, without breaking the bank.
• Competitive edge: Tools that give your company the upper hand against competitors.

Present Cost

• Upfront costs: The price tag for licensing, subscriptions, and potential customizations.
• Implementation costs: Integration with existing systems, employee training, and initial setup.
• Ongoing costs: Maintenance, support, and future upgrades.

Consider Risks

• Implementation hiccups: Technical challenges, integration snags, or pushback from users.
• Cost overruns: Unexpected expenses during the rollout.
• Opportunity costs: The impact of not moving forward with this software.

Outline Timeline

Give a realistic timeframe for when the software will be up and running, and when you’ll start seeing results. Include key milestones like:

• Approval and procurement: How long it’ll take to get the green light and purchase the software.
• Implementation phase: Setup, customization, and integration.
• Training and adoption: Getting your team up to speed and comfortable with the new tool.
• Review and optimization: Regular check-ins to make sure the software is delivering as promised.

Map to Business Goals

Link the software’s benefits directly to your company’s strategic goals. For instance, if expanding market share is a priority, explain how the software can help by improving customer service or speeding up product development.

Back It Up with Data

Support your case with hard facts. Include case studies or examples of other companies that have successfully implemented similar software. Show measurable results, like cost savings, time reductions, or revenue growth.

Pitch Perfect

Wrap it up with a clear recommendation. State why the company should invest in this software and summarise the key reasons. Be ready to answer any follow-up questions or provide additional information if needed.

The Bottom Line

Making a business case for new software isn’t just about identifying a need—it’s about presenting a clear, data-driven argument that aligns with your company’s goals. Follow the steps above, use the template, and you’ll be well on your way to securing approval for the tools your team needs to excel.

Access the RevOps Automated Business Case for New Software Template.

A Google Doc for you to copy and edit. We make it easier to get a yes from key decision-makers.

Need more help making a case for a new technology to enable revenue growth?

Speak to a strategist at RevOps Automated. Our team can help you evaluate your existing technology stack and pull out key insights to craft a business case.