How to Choose the Right AMS Selection Consultant|SmartThoughts

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8 min read

What to look for in an AMS selection consultant. Key questions to ask, red flags to avoid, and how to find guidance that fits your association's needs.

By Chad M. Stewart, Chief Software Adviser | SmartThoughts | 25 years in association technology

After 25 years and 200+ association software selection projects, I've watched countless organizations struggle with a question that comes before the software question itself: Who should help us make this decision?

It's a fair question. The AMS consulting landscape includes everything from enterprise IT firms with dozens of employees to solo practitioners like me. Pricing ranges from a few thousand dollars to six figures. Some consultants handle only selection; others want to manage your implementation, your infrastructure, and your ongoing IT needs for years to come.

So how do you know what you actually need?

Quick Answer: The right AMS selection consultant should be (1) independent from vendor commissions, (2) specialized in association management systems specifically, (3) transparent about their methodology and timeline, and (4) flexible enough to match your budget and bandwidth. Ask directly about vendor compensation, post-selection services, and how many AMS platforms they actively track.

What to Look for in an AMS Selection Consultant

Before you evaluate any consultant—including me—consider these factors:

Independence from Vendors

This is foundational. Does the consultant accept commissions, referral fees, or maintain "preferred vendor" relationships? These arrangements aren't inherently wrong, but they can subtly—or not so subtly—influence recommendations. Ask directly: "Do you receive any compensation from software vendors?" A straightforward answer tells you a lot.

Scope of Services

Some consultants offer selection only. Others bundle selection with implementation project management, change management, ongoing application support, or even managed IT services. Neither model is wrong—but they serve different needs and create different incentive structures. A consultant who profits from a 12-month implementation engagement may view software complexity differently than one whose work ends when you sign with a vendor.

Specialization Depth

How deep is their expertise in association management systems specifically? A consultant who spent 20 years in corporate IT before pivoting to associations brings valuable general knowledge—but may lack fluency in membership workflows, non-dues revenue models, chapter structures, and volunteer governance. These nuances shape which software actually works for you.

Engagement Flexibility

Can you engage at a level that matches your actual needs? Some firms offer only comprehensive packages when you may need targeted guidance at specific decision points. Others provide entry-level options—quick consultations or focused vendor matching—that let you access expertise without committing to a major engagement.

Market Currency

The AMS landscape shifts constantly through acquisitions, product pivots, and pricing changes. A consultant who doesn't consistently monitor the market and review software will fall behind. Ask: "How do you monitor AMS vendors in the market and keep up to date with their offerings? How do you stay informed about vendor changes?"

Questions to Ask Before Hiring an AMS Consultant

Before engaging anyone—enterprise firm or solo specialist—get clear answers to these:

"Do you accept any compensation from software vendors?" Referral fees, implementation revenue, or partnership arrangements can influence recommendations. Know what you're working with.
"What happens after we select software?" If they profit from implementation, consider whether that shapes their recommendations toward more complex systems. Or does the "automatic easy button" deactivate because they are more familiar with one than the other?
"How many AMS vendors do you actively track?" The answer reveals whether they're matching you against a broad market or a short list of familiar names.
"What's your realistic project timeline?" If someone promises a comprehensive selection in 30 days, be skeptical. If they require 9 months, ask why.
"Can I see your methodology?" A clear, documented process suggests experience. Vague answers suggest you might be paying for someone to figure it out. And, if you want to see our methodology, check it out here.

Types of AMS Consultants: Which Model Fits Your Association?

The consultant market roughly segments into a few categories, each serving different needs:

Full-service IT consultancies. These firms offer comprehensive technology partnerships—fractional CIO services, managed IT, cybersecurity, and software selection as part of broader engagement. They're excellent for associations needing ongoing technology leadership. Typical investment: $45,000–$150,000+ for comprehensive engagements.

Full-service association consultants. These consultants handle selection through implementation, often adding change management and post-go-live support. They provide comprehensive hand-holding but at premium price points—and the bundled model means your selection advisor (frankly) has a financial interest in subsequent phases. Typical investment: $35,000–$75,000 for selection through implementation.

Selection specialists. These consultants focus specifically on helping you make the right software decision—without implementation services that could create conflicts of interest. Engagements are typically project-based with more flexible entry points. The trade-off: you'll need to manage implementation separately or engage the vendor's services directly. Typical investment: $1,500–$25,000, depending on scope.

None of these models is inherently better. The question is which fits your situation.

Finding the Right Fit AMS Consultant

Here's what I've learned matters most: alignment between what you need and what the consultant actually does well.

If you need someone to manage your entire technology ecosystem for years, a selection specialist isn't your answer—you need a technology partner. If you need a fractional CIO to sit in leadership meetings and guide enterprise strategy, that's a different skill set than evaluating AMS vendors.

But if your specific need is making the right software decision—efficiently, objectively, without paying for services you don't require—then focused expertise often outperforms comprehensive consulting. You're not paying for capabilities you won't use.

The best consultant for your project is the one whose expertise, pricing, and engagement model actually match what you're trying to accomplish.

Is SmartThoughts Right for You?

That depends on what you're looking for. I believe in honest positioning—here's where we genuinely excel and where you might need a different kind of AMS selection partner.

SmartThoughts is a good fit if you:

Want expert guidance without enterprise consulting fees. Large full-service technology consultants typically charge $45,000–$75,000 for AMS selection projects alone—before implementation even begins. Our focused approach delivers the same vendor-neutral expertise starting at a fraction of that investment, because we've eliminated the overhead of services you don't need.
Demand true independence. Many consultants who "help you select" software also sell implementation services, managed IT, or maintain vendor partnerships. We don't. Our revenue comes exclusively from helping you choose well—not from what happens after you sign.
Need a consultant who knows the entire market. Platform-authorized partners and single-vendor specialists know their product deeply—but they're not motivated to tell you when a competitor is a better fit. We actively monitor 130+ AMS solutions —from enterprise platforms like iMIS and Fonteva to accessible options like GrowthZone, Membes, and Wild Apricot—because recommending the right software is our only deliverable. And, we keep up with new options that could be coming into the market.
Have a lean team with limited bandwidth. Comprehensive consulting engagements often require 4–8 months and dozens of staff hours. Our methodology respects that your team has a day job—we drive the process so you participate at decision points, not every meeting.
Value speed without sacrificing quality. We've refined our process across 200+ projects to reach confident decisions in weeks, not months. When you already know you need new software, extended discovery phases delay value.
Prefer engagement options that match your actual needs. Not every selection requires a $40,000 consulting engagement. Our tiered services—from 10-hour Vendor Matching to full selection support—let you invest appropriately for your situation, not ours.

I'm probably not the right fit if you:

Need an ongoing fractional CIO or managed IT services—we've intentionally avoided these offerings to eliminate any incentive to recommend systems that require our continued involvement.
Seek a single-vendor specialist who champions one or possibly two platforms—our independence means we evaluate 130+ AMS solutions objectively, not the one that pays us referral fees, or the one we know how to implement best.
Require hands-on implementation project management—we exit after you've selected the right software and negotiated the right contract, ensuring our recommendation was never influenced by billable implementation hours. Rather, we help you find "best fit" partners who may assist you in this area.
Want post-implementation optimization and training—we specialize in getting you to the right decision before you sign, not profiting from fixing a wrong one after.

Why we're upfront about this: Full-service consultants who select software and implement it have a financial stake in recommending complex systems. Our deliberate focus on the pre-purchase phase means our only measure of success is whether you chose software that actually works for your association—not whether we extended our engagement.

I specialize in one thing: helping associations make the right software decision before they sign the contract. That focus means I'm not trying to upsell you into services you may not need—but it also means I'm not the answer for everything.

The best way to determine fit is a conversation. My Free Software Advice consultation helps you assess whether you actually need new software, which engagement level makes sense, and whether expert guidance would benefit your process. No pressure, no pitch—just an honest conversation about your situation.

Frequently Asked Questions

What questions should I ask an AMS consultant before hiring them?

Ask five key questions: (1) Do you accept any compensation from software vendors? (2) What happens after we select software? (3) How many AMS vendors do you actively track? (4) What's your realistic project timeline? (5) Can I see your methodology? These questions reveal independence, potential conflicts of interest, market knowledge, and process maturity.

What's the difference between full-service IT consultants and AMS selection specialists?

Full-service IT consultancies offer comprehensive technology partnerships, including fractional CIO services, managed IT, and software selection as part of broader engagements, typically starting at $45,000. Selection specialists focus specifically on helping you make the right software decision without implementation services, with more flexible pricing and entry points. Neither model is inherently better—the right choice depends on whether you need ongoing technology leadership or focused selection expertise.

How do I know if an AMS consultant is truly independent?

Ask directly: Do you receive any compensation from software vendors? True independence means no commissions, referral fees, or preferred vendor partnerships. Also ask what happens after selection—consultants who profit from implementation may recommend more complex systems. An independent consultant's only revenue comes from helping you choose well, not from what happens after you sign.

How long should an AMS selection project take?

A well-run AMS selection typically takes 2.5 to 4 months from kickoff to vendor contract signing. Our objective and set price encompass a period of 90 days. Be skeptical of promises for comprehensive selection in 30 days, and ask why if a consultant requires 9 months. Experienced selection specialists with proven methodologies can reach confident decisions in weeks rather than months while maintaining quality.

What should I look for in an AMS selection consultant?

Evaluate five factors: (1) Independence from vendors—no commissions or referral fees. (2) Scope of services that match your needs. (3) Specialization depth in association management systems specifically. (4) Engagement flexibility with options from quick consultations to full selection support. (5) Market currency—they should actively monitor dozens and dozens of AMS vendors and stay current on acquisitions and pricing changes.