Small-business EHS software vendor assessment checklist
Rivkor resource · Printable scorecard · Last updated 2026-10-08
Score every vendor the same way. Use one column per vendor (A / B / C). Mark Yes / No / Partial,
or score 1–5. Focus on total cost and whether crews will actually use the system—not only the starting quote.
1. Commercial terms
| Question |
Vendor A |
Vendor B |
Vendor C |
| Is pricing published or clearly itemized before a long sales process? |
| | |
| Can you start without a multi-year lock-in? |
| | |
| Is renewal uplift capped or disclosed in writing? |
| | |
| Can quantities or seats decrease at renewal without punitive repricing? |
| | |
| Are core workflows (incidents, investigations, CAPA, training, OSHA logs) in the base offering—not add-ons? |
| | |
| If sold in modules, which solution areas are required for your program, and what is left out of the quote? |
| | |
| Are there usage allotments (uploads, requests, employee caps) that create surprise overages? |
| | |
| Is pricing company-size / unlimited users, or per seat for the people who report in the field? |
| | |
| What is year-one all-in cost: licenses + implementation + migration + training? |
| | |
Ask for a written order summary that lists included modules, excluded add-ons, allotments, and renewal terms.
2. Field adoption
| Question |
Vendor A |
Vendor B |
Vendor C |
| Can field employees submit inspections, hazards, near misses, and incidents where work occurs? |
| | |
| Does offline / weak-signal capture work for inspections? |
| | |
| Can everyone who needs to report participate without buying many extra seats? |
| | |
| Would a supervisor and a crew member both finish a real task in a short demo? |
| | |
3. Connected follow-up
| Question |
Vendor A |
Vendor B |
Vendor C |
| Does a field report stay connected through review, investigation, evidence, and corrective action? |
| | |
| Can corrective actions be assigned and tracked to closure? |
| | |
| Can related training or meeting follow-up be identified without a separate spreadsheet? |
| | |
| Can project managers see open items on their work without waiting on the office? |
| | |
4. Recordkeeping & implementation
| Question |
Vendor A |
Vendor B |
Vendor C |
| Are OSHA 300 / 300A / 301 workflows included without a separate module charge? |
| | |
| Is ITA-compatible export available? |
| | |
| Can a small team go live without an enterprise-scale implementation project? |
| | |
| Who configures and maintains the system day to day—and is that realistic for your staff? |
| | |
| Would you still need parallel spreadsheets for the workflows you care about? |
| | |
Notes / decision
| Preferred vendor and why: |
| Open questions before signing: |
| Decision date / next step: |