Andrew Kurau · Material Impact Group
Revenue systems inventory and vendor scorecard
Use one copy per system or candidate. Apply must-have and risk gates before comparing weighted scores.
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Illustrative example: evaluating the workflow that routes a product-qualified account into an existing CRM.
System, capability, and owners
Record the system, business owner, technical owner, administrator, users, and purpose.
See the filled example
CRM receives a qualified-account signal. RevOps owns the business workflow; Business Systems owns the integration; Sales owns follow-up.
Cost, contract, and use
Record annual license, implementation, maintenance, renewal date, users, adoption, and exit cost.
See the filled example
Use actual contract and usage records. Count all implementation and maintenance costs. Do not equate purchased seats with adoption.
Authoritative data and interfaces
Which entities and fields does this system own? What moves in which direction and at what latency?
See the filled example
Product owns workspace events; CRM owns commercial account and owner. Send account ID, qualification reason, version, and timestamp, not the full event stream.
Reliability and recovery
Document retries, duplicate handling, alerting, failure impact, and manual recovery.
See the filled example
One action per account per pilot. Failed identity matches go to review. Named technical owner receives alerts and can replay failed records safely.
Must-have gates
List functional, security, privacy, export, and continuity requirements. Record evidence and pass/fail.
See the filled example
Approved data use, least-privilege access, required API capability, export access, and recoverable integration failure. A failed mandatory gate prevents selection regardless of score.
Weighted comparison
Set weights before demos. Score candidates from 0 to 5 against the same test cases. Record evidence.
See the filled example
Illustrative weights: functional fit 30%, integration and data model 25%, administration and reliability 20%, adoption 15%, total cost and portability 10%. Weighted score = sum(weight × score), with weights totaling 100%. These weights are not a benchmark.
Decision and next review
Keep, repair, consolidate, replace, or retire? Who approves and what happens to data and users?
See the filled example
Pilot the highest-risk workflow before purchase. Document migration, retained history, user training, rollback, and a review date.
Before you act
- Document evidence behind each score; use 0 for absent capability, not for missing research.
- Treat unknown requirements as unresolved rather than assuming they pass.
- Do not allow a high weighted score to override a failed mandatory gate.
- Verify the complete workflow and recovery path, not only the vendor demo.
Companion to Revenue systems inventory and vendor scorecard. Prepared September 17, 2026. Examples are illustrative.