The "Parts List" Problem: Why Companies Keep Buying the Wrong Software
Who Should Read This?
Salesforce customers or enterprise buyers facing end-of-year pressure
Teams evaluating new software purchases and roadmap planning
Decision-makers looking to avoid unnecessary costs and complexity
IT leaders struggling with software sprawl and visibility in their tech stack
Why This Matters
Enterprise software is easy to buy but hard to scale down.
Multi-year contracts can lock you into unnecessary spending.
Companies lose visibility into what software they already own.
Understanding what you already have can prevent costly mistakes.
Software Decision Making
A Choose-Your-Own Adventure?
The "Parts List" Problem: Buying Features vs. Building Solutions
One of the biggest pitfalls in enterprise software buying is purchasing in isolation—what I call the “parts list” problem.
Instead of looking at the full system and designing a solution, companies buy individual tools reactively. The result? An expensive stack of mismatched parts that don’t always fit together.
This happens inside Salesforce, too. Recently, I reviewed several end of year quotes for early renewals and major uplifts and was struck by the magnitude of the spend—with nearly no alignment to business goals or plans.
Salesforce Example: Do You Really Need Service Cloud?
Enterprise software should be a strategy, not a reaction.
If it wasn’t already in your roadmap, is it really the right investment?
Let’s say you already have Sales Cloud, and it’s working well for your sales processes. Now, you want to modernize your service operations and software. Instead of fully evaluating the best way to do that, you start the conversation with a Salesforce Account Executive.
The natural response from an AE will be to push Service Cloud as the next step. But here’s the thing: Cases already come with Sales Cloud, and you may already have tools in place that can meet your needs with some configuration.
So why commit to Service Cloud before fully understanding whether it’s the best fit for your service team? You might be layering in unnecessary complexity when a simpler, more cost-effective approach could work just as well. Especially when:
You haven’t explored all the options. Service Cloud might not be the only or best way to modernize your service operations—other tools or process optimizations might be more effective.
Your existing system might already meet your needs. Many organizations overlook configuration and workflow improvements that could achieve the same goals without additional cost.
Service Cloud licenses come with hidden costs. If those users also need access to Opportunities, suddenly you’re looking at the Unlimited license (or whatever Salesforce is calling it now).
This isn’t about avoiding Service Cloud forever—it might be the right choice at some point. But buying it just because it was suggested instead of evaluating what you already have? That’s how businesses end up with bloated software stacks and underused tools.
Beyond Salesforce: The Subscription Model Visibility Problem
A big reason companies keep overbuying software is the shift to subscription-based pricing. Unlike traditional software that required intentional planning and upgrades, today’s SaaS model removes those barriers—which sounds great, but creates a new problem:
Companies lose visibility into what they actually own.
Budgeting for software has become reactive instead of strategic.
Features are continuously added, but teams don’t evaluate if they actually need them.
Without a clear inventory and roadmap, businesses keep adding new tools to solve problems that their existing tech could already handle.
The Trap of Multi-Year Contracts
Another common mistake? Locking in multi-year deals without flexibility.
Here’s the challenge:
Enterprise software is easy to add but hard to remove. Most contracts allow for upgrades but make downgrading nearly impossible.
Your needs will change. A three-year contract assumes your business, team, and processes will stay the same—which they won’t.
Flexibility is often more valuable than a discount. A 20% discount might sound great today, but if you’re stuck paying for three years of unused licenses, it’s not really a savings.
Before signing a long-term deal, make sure you can scale down as easily as you can scale up.
Making Better Buying Decisions
Enterprise software should be an investment, not a reaction to a deadline.
✔ Stick to your roadmap. If this wasn’t planned, don’t let a discount dictate your strategy.
✔ Validate the need. Can you implement this tool in the next 6 months? If not, defer.
✔ Compare alternatives. Have you evaluated third-party options? The best choice isn’t always from your primary vendor.
✔ Multi-year deals with contingency. If you must sign one without thorough evaluation, negotiate exit clauses or ramp flexibility.
✔ Calculate total cost of ownership. Discounts don’t mean much if they lead to higher costs down the line.
✔ Conduct a strategic software review. Ensure your purchases align with business goals, operational needs, and company culture before adding new tools.
Before buying anything new, get clear on what you already have and whether it's being fully utilized.
Final Thoughts: Say “Not Yet” More Often
If you’re feeling the pressure and need a gut check, I’m happy to help—no strings attached. Sometimes, the smartest business decision isn’t yes or no—it’s not yet.
