Set the comparison assumptions first
Record rooms, staff extensions and the expected number of simultaneous calls. Add required guest functions, property locations, existing equipment, PMS integration and the allowed change window.
Ask every supplier to price those same assumptions. State the comparison period and currency. Keep estimated usage separate from fixed fees so a difference in assumed call volume does not look like a cheaper system.
Build three budget columns
The first column is implementation: assessment, design, equipment, cabling or network work, configuration, testing, migration, documentation and training. Identify quantities and any equipment retained.
The second is recurring service: software, hosting, carrier rental and agreed maintenance. The third is variable or conditional cost: call usage, on-site visits outside scope, replacement parts, extra work and third-party integration fees.
- For each line, record the supplier, quantity, unit, tax treatment and payment timing.
- For renewals, record the term, currency and whether the future price is fixed or indicative.
- For reused equipment, state who supports it and what replacement would cost.
- For optional work, mark the trigger that makes the expense necessary.
Look for missing dependencies
A telephone quote may assume usable cabling, available switch ports, suitable power and access to every room. Have engineering verify those assumptions. A failed cable discovered during a change window can add both cost and delay.
Ask who pays the PMS provider, who arranges carrier changes and whether the existing supplier has termination or handover charges. Confirm number-retention feasibility before assigning financial value to keeping a number.
Use a decision record, not a headline saving
Compare an upgrade, a replacement and deferring the work against the same operational requirement. Record trade-offs such as remaining old equipment, support complexity and planned future phases.
No example prices are published here because ScandiTech pricing and project assumptions have not been agreed for your property. A useful first enquiry gives the location, room count, current system and the problem behind the proposed investment.