If you’re on the hunt for a new pharmacy software, you know the price has to be right.

When you fill out an interest form, schedule a demo, or talk to a software representative in the initial stages of your search, you should get a quote that breaks down how much you can expect to pay for your potential software.

In order to get the possible deal on your software, you need to know how to evaluate that quote.

Every quote varies, so by breaking each one down, you can compare each of your options and make a more informed decision when it comes time to select a software.

Here are a few things to look out for when breaking down your pharmacy software quote:
‍

1. Understand the Basics

When you first get your quote, start by looking at the basic components.

Typically, a quote includes the total cost of the software, a breakdown of fees, and an itemized list of features and services.

Identify each of these components so you can get an overview of what the quote covers, then move to look at the more detailed aspects.
‍

2. Identify One-Time and Recurring Costs

Software typically incurs two types of costs: one-time and recurring.

One-time costs might include setup fees, installation charges, or initial training sessions. Recurring costs, on the other hand, typically cover subscription fees, maintenance, and ongoing support.

A few lesser-known costs that you should keep an eye out for include:

• Installation fees: ‍When installation day comes, you may be expected to pay for data conversion, software installation, and staff training, among other things. Find out if this cost is already included in your quote or if you’ll have to pay a separate fee.

• Additional hardware costs: Each software requires supplemental hardware to run smoothly. More than likely, you’ll need to purchase additional hardware for your system, so confirm what you’ll need with your vendor and ask about the pricing.

• Transaction fees: ‍Lastly, check for the pricing of transaction fees like eScript fees and claim fees. These are usually a “per-transaction” fee that may vary, depending on your pharmacy’s operations, so make sure to ask for pricing information.

When you break down your quote, identify both one-time and recurring costs so you can get a better sense of the long-term financial commitment involved with each software option.
‍

3. Look at Features and Services

Next, take a look at the line items on your quote.

This can include everything from basic features — like prescription processing and inventory management tools — to more advanced features, like data analytics and customer relationship management (CRM) tools.

Make sure you understand what each feature does and how you’ll use it in your day-to-day operations.

This can help you determine if the quoted software meets your specific needs.
‍

4. Don’t Forget the Service

Every pharmacy software comes with a learning curve, so customer support is essential.

Evaluate what kind of support is included in your quote. Is support complementary, or are there additional charges for premium support services, like after-hours or emergency calls?

Understanding the level of support you can expect will help you avoid unforeseen issues down the line and make sure you get what you need, when you need it.

5. Look for Hidden Fees

Even if you think a quote seems cut-and-try, there might be more to the story — written in fine print.

Quotes can sometimes include hidden fees or additional costs that aren't immediately apparent.

These might be charges for extra users, additional training sessions, or extra security features.

When you get your quote, look for any potential hidden fees and — even better — ask the vendor for clarification if something is unclear.

Taking this extra step can help you avoid surprises and ensure you have a complete understanding of the total cost before you buy.
‍

6. Compare Quotes

Finally, compare the quotes from multiple vendors side by side.

Use a spreadsheet or a comparison tool to list out the key components: total cost, one-time and recurring fees, features, services, and support levels.

Or, for an even simpler option, look to our Compare Software page, which breaks down the top pharmacy software vendors in key categories so you can make an informed decision — without the added hassle.
‍

Conclusion

Buying a new pharmacy software can be daunting — and analyzing your quote is no easy feat.

But when you take the time to understand the basics, sort out line items, examine features and services, and weigh your options, you can find the right software for your pharmacy.

And, most importantly, you won’t have to break the bank in the process.

‍