How do you choose the right software for a small business?
Owners who regret a software purchase rarely mention a missing feature. They mention a one-year contract for a tool they no longer use, a commission they had not noticed, or a customer list they cannot get back. These points take ten minutes to check, before you sign.
The 10 questions, and what a good answer looks like
| Question | Good answer | Warning sign |
|---|---|---|
| 1. What is the total price over 12 months? | A written figure, options and fees included | “It depends”, “we’ll see after the demo” |
| 2. Is there a set-up fee? | No, or a published amount | Fees discovered on the order form |
| 3. Is there a commission per booking, customer or sale? | No, or a written rate and a sample invoice | Commission “only on some customers”, loosely defined |
| 4. What is the minimum term? | Monthly with no commitment, or a clear term | Long term with automatic renewal |
| 5. How do I cancel? | Online, in a few clicks | Registered letter, months of notice |
| 6. Can I export my data? | Customer list and bookings in a readable format (CSV) | Paid or impossible export |
| 7. Who owns my domain, accounts and reviews? | You do | Domain registered to the provider |
| 8. Where is data hosted and how is it protected? | Hosted in Europe, secure access, GDPR compliance | No clear answer |
| 9. Can I try it on my business? | Trial on your real profile and reviews | Demo only on a fake restaurant |
| 10. Who helps if something goes wrong, and when? | Direct contact, stated response time | Support only via a form, no timescale |
Free tool, no sign-up
ROI calculator
Compare what your current commissions and subscriptions cost with a flat price, using your own figures.
Minimum terms and renewal: the costliest point
Much software for local businesses is sold by the year. That is fine, as long as you know beforehand. For example, on public pages checked in October 2026, Zenchef states a one-year minimum in its FAQ, and Trustpilot’s paid plans in France are billed yearly with a 12-month commitment.
- Ask for the end date of the first term and the renewal rule.
- Put the cancellation deadline in your diary the day you sign.
- Prefer a monthly plan while you check the tool is useful, then switch to yearly if you wish.
Commissions: check what they apply to
Some platforms charge little or no subscription but take a share of each booking or new customer. For example, TheFork Manager’s pricing page (checked on 29/10/2026) mentions a set-up fee and a commission on guests brought by TheFork and its partners; Treatwell’s mentions a commission on new clients from its marketplace. This model can work if the platform really brings you customers, less so if it charges on customers you would have had anyway.
To run the numbers with your figures, see commission or subscription: which costs less?
Your data: who owns your customer list?
The customer list (names, emails, visit history) is one of a business’s most valuable assets. Before signing, ask:
- whether you can export it at any time, and in what format;
- whether the platform uses your customers to suggest other businesses to them;
- what happens at the end of the contract (time to retrieve, deletion).
On obligations, your software processes personal data on your behalf: see GDPR for a small business.
Making the most of a free trial
- Connect your real data: your Google profile, real reviews, real hours.
- Walk the customer journey yourself: book, leave a review, receive the confirmation, on a phone.
- Test with the team: whoever uses it on a busy Saturday must find it simple.
- Note the time saved over a week.
- Check cancellation before the trial ends: where is the button?
A comparison grid to fill in
Copy this grid and fill in one column per tool you are considering:
| Criterion | Tool A | Tool B | Tool C |
|---|---|---|---|
| Total price over 12 months (fees and options included) | |||
| Commission (yes / no, rate) | |||
| Minimum term and notice | |||
| Data export | |||
| What I lack today (reviews, website, bookings, social) | |||
| Ease of use for the team (score out of 5) |
For ready-made comparisons, see our comparisons (Malou, Partoo, Zenchef, TheFork, Fresha…).
Voxtya’s answers to these 10 questions
- Price: €29 a month per service, €49 for two linked services, €119 for the Suite of six (€23, €39 and €95 a month billed yearly). No set-up fee.
- Commission: none, on bookings or customers.
- Commitment: monthly subscription, cancel in one click from your account; yearly is optional, with the domain name included if it covers the website.
- Data: customer list and bookings export to CSV; hosted in Europe.
- Trial: 30 days on your real business, nothing charged before it ends.
Details on the pricing page.
This guide for your trade
Go further
Sources
The rules quoted in this guide come from these official pages, checked on October 30, 2026.