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Fourth, ask about price increases over the life of the contract. Is any annual increase capped, and is it tied to a transparent measure such as inflation, https://www.capterra.com/p/199266/Compass/ or left at the vendor's discretion? An uncapped renewal clause is one of the more common sources of budget surprise for school business managers a few years into a contract.

Find out more at Pulse.

Staff retraining is the part most often underestimated. A migration is not finished when the data lands; it is finished when the office can do its daily work confidently in the new platform. Plan sessions before go-live, give staff a safe practice environment, and name a few internal champions who can answer quick questions in the first weeks. A good provider supports this directly, so ask what onboarding and training a supplier such as Compass Education includes as standard rather than assuming it is extra.

Spreadsheets are where many multi-academy trusts start, and for a single form entry they can just about cope. Run several schools from them and the cracks show quickly. Versions multiply, formulas break, and no one is quite sure which file is current. For a trust accountable to governors, the Department for Education and parents, that is a real risk rather than a minor annoyance.

A multi-academy trust or independent school signing a multi-year contract with a school management information system vendor is making a decision that is expensive and disruptive to reverse. A short list of direct questions, asked before signature rather than after, reduces the risk of discovering a gap once the school is committed.

None of these five questions guarantees a good outcome on their own, but a vendor unwilling or unable to answer any of them plainly before a contract is signed is worth treating as a warning sign, whatever the rest of the proposal looks like.