Evaluate a repeatable task, not the quality of the sales presentation.
A script with an observable result
Choose scenarios that expose meaningful differences. Include the ordinary workflow, an exception and a recovery task. Send the business context and expected outcomes in advance; state which parts should be shown live and what preparation is allowed. Use synthetic or approved data.
Example: correcting an approved purchase
| Field | Example instruction |
|---|---|
| Scenario | An approved order has the wrong cost center and part of the delivery is disputed. |
| Task | Correct the allocation, preserve approval history and route the disputed amount for review. |
| Expected result | Authorized users can trace the change, see outstanding obligations and export the record. |
| Evidence | Live execution, audit record, permissions behavior and resulting export. |
| Time box | A buyer-defined limit applied consistently, allowing reasonable accessibility needs. |
| Follow-up | Identify paid modules, custom code, manual work and any steps shown in a different environment. |
The point is not to ambush the supplier. It is to make the workflow observable. Let suppliers flag legitimate differences in terminology or process, but require them to show how the same outcome is achieved.
Classify what you actually saw
Use separate labels for demonstrated now, described but not shown, configured for the demo, custom development and roadmap. A polished recording may explain a capability, but it is weaker evidence for an untested integration or a complex permission model. Capture limitations while the team still remembers them.
Ask who maintains any customization after an upgrade. Ask whether the demonstrated edition and configuration are included in the offer. If a consultant performs several manual steps behind the scenes, capture the required skill, frequency and cost.
Convert the session into evaluation evidence
- Score against the agreed scenario, with evidence notes and unresolved questions.
- Allow evaluators to record independently before consensus.
- Give comparable follow-up opportunities where needed.
- Re-test critical failures after a material configuration change.
- Carry decisive capabilities into scope and acceptance criteria.
Supplier demo scorecard
Scenarios, expected results, observed evidence and follow-up. CSV · Opens in Excel or Google Sheets.
Original buyer guidance and illustrative examples. See our editorial approach for scope, evidence standards and limitations.