Download editable .docxFill in the blanks after printing, or edit the .docx in Word / Google Docs.

ERP Demo Script and Scorecard

Send the scenarios to each finalist 5-10 business days before the demo. Every vendor runs the same script with your data, and everyone on your team scores the same sheet.

Ground rules to send with the invitation

Demonstrate in the order of this script, using the sample data we provide. No slide decks after the first 10 minutes.
If something needs customization, a partner app or a future release, say so at the time you show it.
The consultant who would lead our implementation must attend and run at least one scenario.
We will stop a scenario that is not being shown live and mark it not shown.
Total length: about 3 hours plus 15 minutes of our questions.

Vendor / partner
Demo date
Presenters (name, role)
Our attendees
Scorer name

Before the demo: sample data to send

Chart of accounts (or a trimmed version) and two entity names
Five customers and five vendors, one with special pricing or terms
Ten items / SKUs, including one lot- or serial-tracked item
One month of anonymized transactions
Your approval thresholds and a sample of your top three reports

1. Record to report (45 min)

Setup: Use our chart of accounts and two of our entities.

Show us	Shown? (Y / partly / N)	Standard or custom?	Score 1-5
Post an intercompany charge and show the automatic elimination in consolidation.
Run a month-end close checklist: who is assigned, what is late, what is blocked.
Produce our income statement by department, then drill from a number to the source transaction.
Show the audit trail for an edited journal entry.

Watch for: How many clicks from report to source document? Can a finance user build this report without a consultant?

Notes

2. Procure to pay (30 min)

Setup: Use one of our real vendors and a real purchase from last month.

Show us	Shown? (Y / partly / N)	Standard or custom?	Score 1-5
Create a requisition that routes for approval over our threshold.
Receive part of the order, then match a vendor bill that does not agree to the PO.
Show how the price or quantity variance is flagged and resolved.
Pay the bill by ACH and show the resulting bank reconciliation.

Watch for: What happens to the variance in the GL? Is OCR bill capture native or a paid add-on?

Notes

3. Order to cash (30 min)

Setup: Use one of our customers with special pricing.

Show us	Shown? (Y / partly / N)	Standard or custom?	Score 1-5
Enter an order with customer-specific pricing and a credit-limit breach.
Ship partially, invoice, and apply a short payment.
Show the revenue recognition schedule for a multi-element order.
Show the customer aging and a dunning run.

Watch for: Who can release a credit hold, and is it logged? Is sales tax native or a connector with its own fee?

Notes

4. Inventory and operations (30 min, skip if not relevant)

Setup: Use three of our SKUs, including one lot-tracked item.

Show us	Shown? (Y / partly / N)	Standard or custom?	Score 1-5
Receive a lot-tracked item, move it between locations, and ship it.
Run a forward and backward trace on that lot.
Run a cycle count on a mobile device and post the adjustment.
Show landed cost applied to the receipt.

Watch for: How long did the trace take? Which scanning hardware is supported and what does the mobile app cost?

Notes

5. Reporting and a day in the life (20 min)

Setup: Hand the keyboard to one of our finance users.

Show us	Shown? (Y / partly / N)	Standard or custom?	Score 1-5
Our user builds a simple report with a filter and saves it to a dashboard.
Show what an approver sees on a phone.
Show the role-based home page for AP clerk vs controller.

Watch for: Could our user do it without help? What reporting needs a separate BI license?

Notes

6. Integrations and data (20 min)

Setup: Name our real systems (ecommerce, CRM, payroll, bank).

Show us	Shown? (Y / partly / N)	Standard or custom?	Score 1-5
Show a live connector for each of our top integrations, or say plainly that it does not exist.
Show the error queue when an integration record fails.
Explain how our opening balances and history will be loaded and reconciled.

Watch for: Who owns and pays for each connector? How many trial data loads are included?

Notes

Questions for the end of every demo

Which of the things you showed today are not in the price you quoted?
What did you show that was customized or configured specially for this demo?
Which customer of yours looks most like us, and may we call them without you on the line?
What was the last thing a customer like us needed that your product could not do?
How many hours in your estimate are for our integrations, and what did you assume about them?
What is the maximum our subscription can increase at renewal?

Scorecard summary

Scenario	Weight %	Score 1-5	Weighted
1. Record to report	25
2. Procure to pay	15
3. Order to cash	15
4. Inventory and operations	15
5. Reporting / day in the life	15
6. Integrations and data	15
Total	100

Overall impression	Your notes
Ease of use for our team
Team quality and honesty about gaps
Biggest risk seen today
Would you recommend moving forward? (Y/N)

Collect score sheets before the team discusses the demo. Group discussion first pulls everyone toward the loudest opinion.

Free template from ERP Cost Guide. Edit freely for your business.