Why Most Brisbane Business Owners Buy the Wrong Software
I’ve sat in a lot of offices across Brisbane—from tradie depots in Rocklea to professional suites in Milton—and I see the same thing over and over. A business owner is paying $500 a month for a fancy software package they only use for sending invoices. Or worse, they’ve bought a 'marketing suite' that’s so complicated their staff have given up on it entirely, going back to using messy spreadsheets and sticky notes.
Choosing the right tools for your business shouldn't feel like a trip to the dentist. But most people get it wrong because they listen to the software company’s salesperson instead of looking at their own bank balance.
If a tool doesn’t do one of three things—get you more customers, save you significant time, or make you more money—it’s a waste of space. Most of what you read online about "vendor evaluation" is corporate fluff. You don't need a 20-page framework; you need to know if the software will help you pay your mortgage faster.
Here are the biggest mistakes I see small business owners make when picking new tech, and how you can avoid them.
1. Buying the "Best" Instead of the "Right" Tool
There’s a massive trap in the tech world: buying the industry leader just because they have the biggest billboards. I recently spoke with a landscaper in Carindale who was convinced he needed the exact same system used by multi-million dollar construction firms.
He was about to spend $1,200 a month on a system that required a full-time person just to manage the data. He didn't need the "best" system in the world; he needed a simple way to track quotes and follow up with customers.
When you look at big names like HubSpot vs Salesforce, you aren't just looking at features. You're looking at which one fits your daily routine. If a tool is too complex, you won’t use it. And a tool you don't use is just a monthly donation to a billion-dollar tech company.
2. Ignoring the "Total Cost of Ownership"
The price you see on the website is almost never what you actually end up paying. Software companies are experts at hiding costs. You see "$50 per month" and think it’s a bargain. Then you realise:
You have to pay for training so your team knows how to use it. You have to pay extra to connect it to your accounting software. The price jumps up the moment you add more than 500 customers to your list.
I’ve seen businesses get stung by software platform costs that tripled in the first six months because they hit some invisible limit. Before you sign anything, ask: "What is the total check I will be writing every month once this is fully running?"
3. Letting the Tech Dictate Your Business Process
Your business should run the way you want it to run. The software is just there to make that easier. A common mistake is changing a process that already works just to fit into a new piece of software.
If you have a specific way of quoting jobs that wins you 80% of your work, do not buy a tool that forces you to quote differently. The tech should bend to your will, not the other way around. If a salesperson tells you "our system doesn't do it that way, but this way is better," they are usually wrong. They know their software; you know your Brisbane customers.
4. Forgetting About the "People Factor"
You might love a new app, but if your lead technician or your office manager hates it, it will fail. I worked with a plumbing firm in Morningside where the owner bought a high-end scheduling app. The office staff loved the reports, but the guys in the trucks found it impossible to use with dirty hands on a job site.
Result? They stopped using it. The data became junk, and the owner wasted $4,000 on setup fees. Before you buy, get the people who will actually use the tool to test it for ten minutes. If they can't figure out the basics without a manual, keep looking.
5. Chasing "Shiny Objects" Over Results
It is very easy to get distracted by fancy charts and automated AI features. But let’s be honest: does a 3D heatmap of your website visitors actually help you sell more hot water systems? Probably not.
Focus on the basics. You want to stop wasting time on admin so you can get back on the tools or out meeting clients. If the software doesn't directly lead to a phone call or a booking, it’s a luxury you don’t need yet.
How to Choose a Tool (The No-B.S. Method)
Instead of a complex framework, use this simple checklist next time you're looking at a new tool for your business:
1. The 10-Minute Test: Can a new staff member do the most important task (like entering a lead or sending an invoice) in under 10 minutes without help? 2. The "So What?" Factor: If I use this, will it result in more sales or fewer hours spent in the office on weekends? If the answer is "I'm not sure," don't buy it. 3. The Exit Strategy: If I hate this in six months, how hard is it to get my data out and leave? Avoid any company that tries to lock you into a 24-month contract. 4. Local Support: If it breaks at 8:00 AM on a Monday, can I get someone on the phone, or am I stuck waiting for an email from a support desk in a different time zone?
What Should You Do First?
Don't go out and buy five new things at once. Pick the biggest headache in your business right now. Is it that you’re losing track of enquiries? Is it that your invoicing takes you all of Sunday afternoon?
Find one tool that fixes that one* problem. Get it working properly. Make sure it’s actually making you money or saving you time. Only then should you look at the next thing.
Most Brisbane businesses we work with don't need more software; they need the software they already have to actually work. We often find we can save clients hundreds of dollars a month just by cutting out the junk they signed up for three years ago and forgot about.
Need a Hand Sorting the Wheat from the Chaff?
At Local Marketing Group, we don't care about the latest tech trends. We care about what works for small businesses in South East Queensland. We’ve seen what helps a local business grow and what just drains the bank account.
If you’re tired of overpaying for tools that don't deliver, or you're confused about which system will actually help you grow, let’s have a chat. We’ll give you a straight answer on what you need and what you should scrap.
Ready to get your business running like a well-oiled machine? Contact Local Marketing Group today.