SmartThoughts Software Selection Consultant for Associations
Frequently Asked Questions
About Independent AMS Consulting
Who is SmartThoughts?
SmartThoughts is an independent software consulting firm dedicated to helping associations choose the right technology for their organizations. We assist association executives throughout the entire software selection process—from defining requirements to evaluating vendors and planning for implementation—without any bias towards specific vendors. Our expertise includes association management systems (AMS), ERP financial software, community management software, learning management systems (LMS), CRM platforms, and integrated technology solutions used within the association technology ecosystem. Additionally, we have extensive experience in AI strategy, AI data platforms, and various AI agent tools. Since 2000, we have been guiding associations in making confident software decisions.
Why this matters for associations: Making the wrong software choice costs associations hundreds of thousands in sunk costs, staff burnout, and member dissatisfaction. An independent consultant ensures your selection aligns with your strategic goals, not a vendor's sales quota.
Why hire an independent AMS consultant instead of working directly with software vendors?
Independent AMS consultants provide unbiased recommendations because they have no financial relationships with software vendors. Unlike vendor representatives who sell only their platform, independent consultants evaluate all options to find the best fit for your association's needs and budget.
SmartThoughts brings 25+ years of experience across dozens of AMS implementations, giving you insights no single vendor can provide. Independent consultants negotiate better contract terms (typically saving 15-30%), identify hidden costs, and honestly assess whether you need new software or just better processes.
For small to midsize associations, independent consulting represents 5-10% of total project costs but significantly reduces the risk of selecting the wrong system—a mistake that can cost tens of thousands to correct. You get objective advice that serves your mission, not a vendor's sales quota.
Is SmartThoughts truly an independent software selection consultant?
Yes, SmartThoughts is completely vendor-independent. We receive zero commissions, referral fees, or payments from software vendors. Our only revenue comes directly from the associations we serve. This independence means our recommendations are based solely on what's best for your organization's needs, budget, and strategic direction—not what earns us a commission. We've maintained this independent model since our founding in 1997.
The independence advantage: Many "consultants" are actually paid by vendors, creating hidden conflicts of interest. True independence means you get unbiased recommendations that prioritize your association's success over vendor profits.
How much does it cost to hire someone to help pick an AMS?
We offer a free one-hour initial consultation to discuss your needs and provide a detailed proposal with transparent pricing. SmartThoughts consulting fees typically range from $15,000 to $25,000 for a complete software selection project, depending on project scope and complexity. And, for ad hoc AMS vendor selection matching projects, it is purely based on how much you need us to help. The range has historically been $1,000 to $1,900 US for a focused and deep short-term engagement.
Our fees are value investment-based: associations that use independent consultants typically save 20-30% on software costs through better negotiation and vendor selection, often covering our fees multiple times over.
Investment perspective: A $30,000 consulting engagement that helps you avoid a $500,000 software mistake—or negotiate $100,000 in discounts—delivers measurable ROI. Plus, you gain implementation confidence and staff alignment.
Can small associations afford an AMS Software Consultant?
Yes, SmartThoughts works with associations of all sizes, from small staff-driven organizations with budgets under $1 million to large associations with multi-million dollar operations. We tailor our approach to match your organization's size, complexity, and budget. Small associations especially benefit from independent consulting because they have fewer resources to recover from a bad software decision. We offer scalable engagement options, including focused consulting packages for organizations with limited budgets.
Small association impact: Smaller organizations often face higher stakes with technology decisions—one wrong choice can consume a year's budget and derail strategic initiatives. Expert guidance levels the playing field.
Independent Selection Services FAQs
What's included in the software selection process?
SmartThoughts' software selection process includes six key phases: (1) needs assessment and requirements gathering with your team, (2) market research and vendor identification, (3) RFP development and distribution, (4) vendor demo facilitation and scoring, (5) reference checking and due diligence, and (6) contract negotiation support. We also provide implementation planning, change management guidance, and post-selection support to ensure successful adoption. Throughout the process, you receive documentation, decision matrices, and strategic recommendations.
Process value: A structured selection process reduces decision-making time by 40% and increases software adoption rates because staff buy-in is built throughout the journey, not forced after a decision.
How long does the AMS selection typically take?
A complete AMS (Association Management System) selection process typically takes 2.5 to 4 months from project kickoff to vendor contract signing. The timeline includes 3-4 weeks for requirements gathering, 4-6 weeks for RFP response review, 3-4 weeks for vendor demonstrations, 2-3 weeks for reference checking and analysis, and 2-4 weeks for final decision-making and contract negotiation. Organizations that rush this process often experience buyer's remorse and implementation challenges. We can expedite timelines when necessary, but thorough evaluation protects your investment.
Timeline reality: While four months may seem long, associations that rush software selection often spend years dealing with the consequences of a mismatched system.
Should I use a consultant or just talk to vendors directly?
You can conduct software selection yourself, but most associations benefit significantly from independent consulting expertise. Consider using a consultant if: you lack internal technology expertise, your team is already stretched thin, you're unfamiliar with the current software market, you want to avoid vendor bias, or this is a mission-critical decision with significant budget implications. SmartThoughts brings market knowledge across hundreds of software selection projects, negotiation expertise that typically saves 20-30% on contracts, and an objective perspective that prevents costly emotional decisions.
The hidden cost of DIY: Associations that self-manage selection often miss critical requirements, overpay for licenses, choose software based on flashy demos rather than functionality, and struggle with implementation because foundational planning was inadequate.
What happens after you help us select software?
After software selection, SmartThoughts provides implementation planning support to ensure a smooth transition. This includes creating a detailed implementation roadmap, helping you negotiate implementation timelines and deliverables with your vendor, advising on change management and staff communication strategies, and reviewing data migration plans. We also offer ongoing advisory services during implementation if you need additional support. Our goal is ensuring your selected software delivers the value you expected when you made the investment.
Post-selection support matters: 70% of software implementations fail or underperform due to poor planning after the purchase decision. Bridging the gap between selection and go-live is critical for ROI.
About SmartThoughts Page FAQs
How long has SmartThoughts been in business?
SmartThoughts has been serving associations since 2000, bringing nearly three decades of specialized expertise in association technology consulting. Our longevity reflects consistent results, client satisfaction, and deep market knowledge. Over these years, we've witnessed multiple generations of association software evolution—from basic databases to cloud-based integrated platforms—and this historical perspective helps associations avoid repeating past industry mistakes while capitalizing on proven innovations.
Experience advantage: Consultants who've only worked in one software era can't spot the difference between genuine innovation and rebranded old problems. Decades of experience means pattern recognition that protects your investment.
How many associations have you helped?
SmartThoughts has successfully guided hundreds of associations through software selection and technology strategy projects since 1997. Our clients span diverse sectors, including professional societies, trade associations, philanthropic organizations, and membership-based nonprofits. These engagements range from small regional associations selecting their first integrated AMS to large international organizations with complex, multi-system technology ecosystems. This breadth of experience means we understand the unique challenges facing associations of every size and industry.
Proven track record: Experience across hundreds of projects means we've encountered—and solved—virtually every software selection challenge associations face. Your "unique" situation likely has a proven solution path.
Do you receive compensation from software vendors?
No, SmartThoughts receives zero compensation from software vendors—no commissions, no referral fees, no "partner" arrangements. Our business model is built entirely on fees paid directly by the associations we serve. This ensures complete independence and objectivity in our recommendations. Unlike many firms that claim independence while accepting vendor payments, our revenue structure creates zero incentive to recommend one vendor over another. We succeed only when you select software that truly fits your needs.
The independence test: If a consultant receives any vendor payments—even "marketing" fees—their recommendations are compromised. Ask directly: "Do you receive anything of value from vendors?" The answer should be an unqualified "no."
What size associations do you typically work with?
SmartThoughts works with associations of all sizes—from small organizations with annual budgets under $1 million to large international associations with budgets exceeding $50 million. Our client base includes staff-run organizations with 5-10 employees, mid-sized associations with 25-75 staff members, and large complex organizations with hundreds of employees. We scale our approach to match your organization's size, complexity, and budget constraints. No matter your size, the fundamental challenge remains the same: selecting software that aligns with your strategic goals and member needs.
Size-appropriate guidance: A 10-person association needs different software and a different selection process that often takes less time than a 200-person organization. We adjust the process and, to a degree, the methodology without compromising thoroughness.
Addressing Common Objections For SmartThoughts
Why should I pay for a consultant when vendors offer free demos?
Vendor demos are sales presentations designed to showcase strengths while minimizing weaknesses. Independent consultants provide objective evaluation across all vendors, identify requirements before you're influenced by sales pitches, negotiate significantly better contract terms (typically saving 20-30%), prevent costly selection mistakes, and accelerate decision-making through structured processes. The average association spends $200,000-$500,000+ on AMS software over a 5-7 year period. A $25,000 consulting investment that ensures the right choice—or negotiates $75,000 in savings—delivers measurable ROI while reducing risk.
Vendor "free" isn't free: Free vendor guidance costs you in overpayment, unnecessary features, weak contract terms, and the hidden expense of selecting software that doesn't match your needs.
How do I know you're really independent?
You can verify SmartThoughts' independence by asking us to disclose any vendor relationships (we have none), requesting references from past clients who can confirm our objectivity, reviewing our business model (100% client-paid, zero vendor revenue), and examining our recommendations across projects (we've recommended dozens of different vendors based on client needs, not vendor partnerships). True independence means some projects we recommend vendors we've critiqued elsewhere—because different associations have different needs. We're also transparent about our evaluation criteria and happy to discuss our reasoning for any recommendation.
Red flags of fake independence: "Preferred partner" relationships, vendor certification programs, case studies provided by vendors, speaking at vendor conferences for compensation, or reluctance to criticize specific vendors.
What if the software I choose doesn't work out?
SmartThoughts' structured selection process significantly reduces implementation failure risk through comprehensive requirements definition, thorough vendor vetting, including reference checks with similar associations, contract negotiations that include implementation success criteria, and detailed implementation planning before go-live. However, if challenges arise, we offer post-selection advisory services to help you course-correct. Our process also includes negotiation of performance guarantees and exit clauses that protect your organization. The goal isn't just selecting software—it's ensuring successful adoption and long-term value.
Risk mitigation: While no selection process eliminates all risk, structured methodology reduces software failure rates from 70% (industry average) to below 15% for organizations using independent consultants.
Additional Strategic FAQs
When is the best time to hire a software consultant?
Hire a software consultant before you begin vendor conversations—ideally 6-9 months before you need new software operational. Early engagement allows time for thorough requirements gathering, market research, and strategic planning. Many associations make the mistake of contacting consultants after they've already talked to vendors, received demos, or made preliminary decisions—which limits the consultant's ability to provide objective guidance. The earlier we're involved, the more value we deliver through unbiased market education and comprehensive evaluation.
Timing impact: Associations that engage consultants early make better decisions, negotiate stronger contracts, and implement more successfully than those who seek help after already being influenced by vendor sales processes.
What's the difference between an AMS consultant and a software reseller?
An AMS consultant provides objective, vendor-independent advice and receives payment only from clients. A software reseller (or "implementation partner") represents specific vendors, earns commissions on software sales, and has financial incentives to recommend their partner vendors. Many resellers use the title "consultant" but operate under vendor agreements. SmartThoughts is a true consultant—we don't resell software, don't receive vendor commissions, and maintain no vendor partnerships. This distinction is critical: consultants work for you; resellers work for vendors.
The reseller problem: Resellers often provide valuable implementation services, but they cannot provide unbiased selection advice—their business model requires recommending their partner vendors regardless of fit.
How do you stay current with association technology trends?
SmartThoughts maintains market expertise through continuous research, attending association technology conferences, conducting regular vendor briefings (with no financial relationships), analyzing hundreds of software demos annually, maintaining relationships with association executives across diverse sectors, and tracking technology trends through industry publications and peer networks. Our ongoing project work across multiple associations provides real-world insight into what works—and what doesn't—in actual implementations. This combination of research and practical experience keeps our recommendations current and relevant.
Why currency matters: The association technology market evolves rapidly—vendors consolidate, new platforms emerge, and pricing models shift. Yesterday's best practice may be today's expensive mistake.
Last updated: October 2025
How do I get in touch with SmartThoughts?
For more information, visit www.smartthoughts.net or schedule a free consultation.