Who this helps
For founders and operations leads reviewing overlapping tools, renewal costs or a move to connected business software.
1. List the work before the tools.
Write down the workflow each subscription supports: following up enquiries, recording stock, sending invoices or managing attendance. Note the people who use it, the renewal date and any work that still moves through spreadsheets. A platform earns its place when the required workflow fits, not simply because its catalogue is longer.
- List current subscriptions and renewal dates.
- Mark the workflows you genuinely plan to move.
2. Match access to each person's job.
Count full users separately from employees who only need their permitted login. Pharos standard employee logins are an add-on at ₹99 per person per month; they are not included with a full user. Confirm the required permissions and modules during evaluation. Do not assume that every employee can use a cheaper access class.
- Name the people who need full access.
- Confirm the actions each employee login must support.
3. Compare a complete example.
Consider five full users and ten employee logins on Starter, within its one-location allowance. On annual billing, five times ₹599 is ₹2,995 and ten times ₹99 is ₹990: ₹3,985 per month equivalent, or ₹47,820 for twelve months, excluding GST. This illustration is a cost calculation, not proof that the plan fits every business.
- Use your actual user and location counts.
- Keep GST and separate service costs visible.
4. Separate access, usage and implementation.
AI access starts with Growth; Starter does not unlock AI when you buy credits. AI Employees and Copilot consume separately purchased AI Credits on eligible plans. Migration, integrations and tailored implementation have their own agreed scope. Add these costs to your comparison rather than treating a subscription rate as the entire project price.
- Choose a plan that covers required locations and access.
- Request a written scope for any implementation work.
5. Test the handoff that costs time.
Use the seven-day trial to follow one useful workflow across three chosen modules with one administrator. Check the owner, records and exceptions at each handoff. Time recovered from copying data creates capacity; cash savings only happen when a real subscription, service cost or other expense changes. Keep those two outcomes separate.
- Record a before-and-after workflow example.
- Check exceptions before moving the rest of the team.
6. Decide with the renewal in view.
Review export needs, notice periods and remaining commitments before cancelling a tool. Keep the original system available until the replacement workflow has been checked by its owner. Compare the total you can actually stop paying with the proposed platform and service costs. A smaller, proven first move can be more useful than replacing everything at once.
- Agree who accepts the replacement workflow.
- Cancel only after checking contracts and retained records.
A useful next step
A useful software comparison shows fit, access and total cost together. Bring your tool list to a demo and use the current pricing page for the offer that applies to you.