Printable hospital template
Hospital software quote comparison worksheet
Compare setup, subscription, renewal, devices, training, support and exit costs on one worksheet, using written quotes for the same hospital requirements.
- Written by
- RizCare
- Published
- Last reviewed
RizCare's suggested worksheet. Adapt to your hospital. https://riz.care/library/templates/clinic-software-quote-comparison
For hospital owners comparing written software proposals.
One quote is monthly; another includes a year and setup. Put the written offers against the same requirements and period before comparing their totals. Keep missing inclusions visible so an unanswered cost question does not become a misleading zero.
Enter written quotations and keep their dates and versions. A blank cost is unknown, not zero. The fictional figures below show arithmetic only; they are not Nigerian market prices or a RizCare quotation.
Print this page or save it as a PDF from your browser. The print layout contains only the blank worksheet and its completion note. Fill it in within your hospital.
Practice: ____________________ Prepared by: ____________________ Date: ______________
| Cost or condition | Quote A | Quote B |
|---|---|---|
| Quote date / version / expiry | ||
| Scope / users / locations | ||
| Annual subscription | ||
| Setup | ||
| Devices required | ||
| Initial training | ||
| Recurring support | ||
| Tax basis as quoted | ||
| Year-one total | ||
| Renewal subscription and support | ||
| Exit / export assistance | ||
| Unanswered requirements |
Keep completed copies with the staff authorised to use them.
How to use it
Fix the scope and period
Record the required workflows, simultaneous users, locations and billing period. Ask whether the amount covers the whole hospital or a particular configuration. Compare like-for-like proposals, and keep a requirement that is not included visible even if the headline subscription looks lower.
Separate one-off and recurring amounts
Break out setup, migration assistance, devices and initial training from subscription and recurring support. Avoid counting a fee twice if a package already includes it. Ask whether the tax treatment is stated in the quote and record the answer as quoted; this worksheet calculates no statutory tax rate.
Build an explicit year-one and renewal total
For monthly prices, multiply by the paid months in the period. Add the applicable one-off charges and separately priced services. Calculate renewal using the stated renewal amount and recurring costs, not by repeating a discounted introductory price. If renewal is unknown, keep the total provisional.
The Nigerian primary-care case study describes funding and sustainability challenges in implementation. It supports budgeting beyond initial purchase; it does not establish private-hospital tariffs or the figures in this worksheet.
Keep exclusions beside the number
Record support hours, response commitments, training limits, device requirements, quote expiry and data-exit terms. Confirm costs for work the hospital would otherwise have to arrange itself. Escalate unclear contract terms to the appropriate adviser. Do not label a proposal cheaper while essential costs or functionality remain unanswered.
What each field means
- Quote identity
- The provider, date, version, currency and validity period. Keep the written document so a later change can be distinguished from a copying error on this sheet.
- Included / separately charged
- For each line, record a quoted amount, included, not needed or unknown. Treat an included line as zero additional cost only after confirming which package contains it.
- Year-one total
- The subscription for the whole first year plus relevant setup, devices, training and other agreed charges. This is a budget comparison, not a forecast of clinical revenue or savings.
- Renewal total
- The next year's recurring charges on the stated scope. Keep future increases and unpriced support visible; a three-year total is unreliable if it assumes an unknown renewal price.
- Exit and missing answers
- Ask what data is supplied, in what format, when and with what assistance. A downloadable file is not automatically usable by the next system, and an export fee may be separately quoted.
Completed fictional example
These are invented quotations. Year one is 120,000 + 40,000 + 60,000 + 20,000 = 240,000 naira for A, and 180,000 + 60,000 = 240,000 naira for B. Equal first-year totals do not settle the choice: renewal and exit terms still need review.
| Cost or condition | Quote A | Quote B |
|---|---|---|
| Quote date / version / expiry | Fictional example only | Fictional example only |
| Scope / users / locations | Same illustrative hospital brief | Same illustrative hospital brief |
| Annual subscription | 120,000 | 180,000 |
| Setup | 40,000 | Included |
| Devices required | 60,000 | 60,000 |
| Initial training | 20,000 | Included |
| Recurring support | Included | Included |
| Tax basis as quoted | Assumed included for arithmetic | Assumed included for arithmetic |
| Year-one total | 240,000 | 240,000 |
| Renewal subscription and support | 120,000 if unchanged | 180,000 if unchanged |
| Exit / export assistance | Unknown; request terms | Unknown; request terms |
| Unanswered requirements | Export and renewal terms | Export and renewal terms |
Related resources
Sources and review
The worksheet design and examples are RizCare's recommendations. The sources below support the background discussion; they do not endorse this form.
- Implementing Electronic Health Records in Primary Care Using the Theory of Change: Nigerian Case Study (JMIR Medical Informatics). Read 9 September 2026.