Hi, I’m Sarah, and I’ve been working as a technical writer for several years now. During my time in the industry, I’ve come across countless businesses that struggle with finding the right software to meet their needs. With so many options available, it can be overwhelming to determine which features are essential and which ones are just nice to have. That’s why I’ve put together a list of the 10 must-have features for your business software. These features are crucial for streamlining your operations, improving productivity, and ultimately, growing your business. So, whether you’re a small startup or a large corporation, keep reading to discover the key features that your business software should have.

User Interface

Developing a user-friendly software is essential for any business. The user interface of a software is the first thing that your customers interact with and will determine their level of engagement, satisfaction and continued use. Good user interface should be intuitive and easy to use, and should have the following must-have features:

Design an intuitive user experience

When developing your business software, special attention should be given to designing an intuitive user experience. To create a positive user experience for users of your software, it helps to identify the ways users will interact with the software and design an interface that is easy for them to understand and use.

When designing an intuitive user experience, it is important to consider factors such as usability and learnability, how customers can use the software quickly and effectively, how customizable the interface is, and how well it meets the unique needs of its intended users. Here are 10 must-haves features when designing an intuitive user experience:

  1. Simple navigation: All buttons, links, etc should be simple to find and access in order to facilitate workflow.
  2. Responsive design: Ensure your UI scales well on various devices so that users have a good experience no matter what device they’re using.
  3. Customizable settings: Offer customizable options so that users can tailor their UI to match their preferences or needs.
  4. Communication tools: Include chatbots or other forms of digital communication so that users can contact support easily if needed.
  5. Common conventions: Follow UI standards such as menus appearing in the same location on all pages which will make UI instantly recognizable for new adopters of the system
  6. Search tools: Make sure searching for items or information within your platform is easy for customers by implementing advanced search capabilities with filters like categorization and keyword searches
  7. Data visualization/Dashboards: Present data in visually appealing formats like tables or graphs so that at-a-glance analysis becomes quick and easy
  8. Accessibility tools: Make sure people with disabilities can use your platform effortlessly by incorporating accessibility features like voice commands
  9. Contextual help/instructions : Include integrated help functions within the application itself using tooltips or instructional overlays
  10. Context-aware features : Take advantage of features like auto-fill or recommendations based on what customers have searched previously in order to provide a better end-user experience

Ability to customize user interface

The user interface is one of the most important aspects of a software system’s usability and accessibility. Having a customizable user interface makes it easier for users to quickly find the features they are looking for and to become comfortable with the system.

Customization starts with configurable menus and settings, where users can choose how their data should display and how they navigate within their system. Being able to modify layout, appearance and color theme helps ensure that the visual design of your software is inviting and accommodating to each user’s preferences. Additionally, being able to control font size, content density (how much information is displayed on a single screen) and tooltips can also be an asset for a complex system.

In many cases, being able to customize parts of the interface helps make complicated or cumbersome tasks simpler or quicker, increasing overall levels of productivity within your organization. By allowing settings-based personalization for key tasks like security roles, access rights, profile views or document filtration you can make sure that your users have access only to what they need but not in a way that impedes their ability to complete their tasks efficiently.

Enabling visibility customization options also give users control over which elements they see on each page. For example, being able to toggle between quick-view information fields at different levels like summary views versus detailed views provides users flexibility without having to constantly search through multiple menus or pages.

Overall providing customizable features allows your software users some autonomy while maintaining maximum efficiency in terms of accessing their personalized data sets more easily based on custom filters or sorting preferences set based on previous activities or searches carried out within the system.


Security is a critical element when it comes to any business software. It should have several layers of security to make sure that your data is safe and secure. This can include features such as two-factor authentication, encryption, and user access control.

Let’s look at some more features your business software should have:

Implement robust authentication

Robust authentication is a powerful tool for providing users with secure access to business systems. It ensures that only verified individuals are able to access sensitive data, helping companies prevent unauthorized access via technologies such as two-factor authentication, biometric authentication, and public-key cryptography. By implementing robust authentication measures across all user accounts and related hardware, businesses can help ensure that their data remains safe from malicious actors.

Two-factor authentication requires users to provide two distinct forms of authentication before being allowed access. This might include a combination of a username and password, as well as biometrics like fingerprints or voice recognition. Other methods for verification may also be used; for example, organizations may utilize single sign-on technologies such as OAuth or SAML tokens to secure users’ credentials across multiple places and devices.

Public-key cryptography is another form of robust authentication that utilizes keys in order to validate secure connections between computers. In public key cryptography, each computer has its own unique pair of public and private keys. The private key is used to encrypt the data while the public key is used to decrypt it; this provides an extra layer of security by ensuring that only authorized parties are able to decrypt data.

Robust authentication measures are essential components of any organization’s security infrastructure – they can help keep your business’s data secure from potential threats, as well as provide peace of mind for both you and your customers knowing that their information is being protected at all times.

Use secure encryption methods

Encryption is a powerful technology tool which actively contributes to the security of your data and systems. Encryption safeguards information stored on hard disks, reduces the risk of interception while data is transmitted across the internet, and it allows organizations to fulfill legal requirements in relation to protecting sensitive data. Secure encryption is a must-have feature for any software implemented in a business environment.

Secure encryption methods eliminate vulnerabilities by converting plaintext into ciphertext, which cannot be read without a key for decryption. Using modern symmetric key cryptography helps ensure that even if an unauthorized user gains access, they are unable to decipher information in the encrypted form. Therefore, it is essential that your solutions support secure encryption protocols such as AES 256-bit RSA (AES stands for Advanced Encryption Standard), or other algorithms recommended by global standards like NIST 800-171 or FIPS 140-2 (FIPS stands for Federal Information Processing Standard). These standards are regularly updated with stronger cryptographic algorithms, so choose software solutions with built-in support for these protocols and ensure that all systems implementing this technology follow best practices.

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Good security policies also dictate verifying all incoming material transmitted over potentially insecure communications channels, as well as regularly monitoring assets after implementation and updating encryption keys frequently.

Data Storage

Data storage is one of the key features to look for when selecting the right business software. It should provide you with the ability to store large amounts of data and should make it easy to access the data when needed. Look for software with built-in backup and data security measures that are designed to protect your data and keep it secure. There are even some software solutions that allow you to store data in the cloud.

Store data in a secure database

Storing data in an encrypted and secure database is critical to protect your business information. Your business software should have strong encryption and authentication features that serve to protect the stored data. Additionally, the data should be backed up regularly to ensure that it can be easily restored in case of system failure or a disaster.

Not all databases are secure; some may contain outdated security protocols. Make sure that you select a software package with reliable and up-to-date security measures. Check for:

  • Simple logins
  • Regular backup capabilities
  • Comprehensive access control settings
  • Automated audits
  • Data masking techniques
  • Encryption options

These measures will help safeguard your company’s confidential information and protect it against malicious attacks or breaches of privacy.

Provide data backup and recovery options

Data backup and recovery are crucial for businesses of any size. Your software should allow for complete and incremental backups of data or even whole drives, along with compression and encryption for storage. It should also be able to restore from backups that are stored locally as well as remotely, in case of any natural or man-made disaster occurring at your office premises.

Furthermore, it is best if the software gives you the choice to recover specific files rather than full systems or drives to reduce time in data restoration. Finally, if necessary, the recovery options should allow you to restore the post-disaster systems in a virtual environment so that you can have access to your data right away.


Reporting is an integral part of any business software as it can help you track and identify patterns or areas of improvement. Reports can be used to measure the success of any given system, and this is especially true for business software. In order to make the most out of your business software, having a reporting feature is essential.

Here, we will discuss some of the must-have features for reporting:

Offer customizable reporting capabilities

Customizable reporting is a critical feature in business software. Without it, companies are limited to only pre-defined reports which may not be able to provide the information needed to make meaningful decisions. Companies need the ability to create custom reports that are tailored to meet their unique requirements and provide desired information at any moment.

Customizable reporting enables companies to easily embed their intelligence into the application and view metrics according to different levels and angles. Besides, customizable reporting allows executives, stakeholders and other decision makers within an organization access the data they need, when they need it. As such it helps users make timely decisions for their business by having fast access to reliable data on areas such as financials, sales performance details, time tracking etc., all in an easy-to-view format.

When selecting your organization’s business software suite, it is highly recommended that you choose a service provider who offers customizable reporting features so that you can get better insights into your company’s performance metrics and make informed decisions more quickly and efficiently.

Enable users to generate reports on demand

Report generation is an essential feature to have in your business software, as it enables users to get an accurate and up-to-date snapshot of their data. With the right reporting capabilities, you can provide users with the ability to quickly generate reports that are based on a wide variety of criteria, including: geographical location, age range, yearly sales totals and more.

The best business software should allow users to customize reports to meet their exact needs. From the ability to specify report styles (such as charts or tables) and formats (such as PDFs or Excel spreadsheets) to sorting and filtering options for data sets, your reporting features should be comprehensive enough to help user generate exactly what they’re looking for.

In addition, it’s important for your system’s reporting capabilities to enable users quickly import their data into other applications that they regularly use – such as a customer relationship management (CRM) tool or accounting software. Having the ability to move information seamlessly between platforms enables businesses to gain a better understanding of their operations while eliminating tedious manual processes.


The ability to collaborate is essential for any successful business. Collaboration technology allows teams to share ideas, work on projects together, and coordinate tasks seamlessly. The ability to work collaboratively can drastically improve team productivity and reduce the amount of time spent on administrative tasks.

Let’s look at some features to look for when researching a business software to enable collaboration:

Allow users to collaborate in real-time

Real-time collaboration is a must-have if you’re using business software to work with customers, colleagues, partners and other stakeholders. It allows employees to communicate quickly and stay on the same page about projects or discuss matters virtually. With this type of feature enabled, users can easily share files, documents and ideas with just a few clicks.

They can review documents together, edit shared workspaces in real time, comment on tasks and updates, follow document changes or mark sensitive areas for review. Real-time collaboration features also enable users to take part in interactive video conferencing sessions with other people or join in project guidelines/chatrooms when needed.

With this type of functionality included into your existing business software solution, it becomes easier for teams to communicate better with each other while their productivity increases naturally over time.

Allow users to share documents securely

The ability to securely share documents is critical for any business. Whether you’re collaborating with employees at the same company, customers or partners, easy document sharing is key to ensure smooth collaboration. Using a business software solution with secure sharing capabilities will help you keep sensitive and confidential data safe while allowing everyone to contribute efficiently.

Look for a system that also lets you restrict access to certain documents, set deadlines or approve documents before they can be shared with external collaborators. This will help ensure that only relevant information is made available and nothing sensitive falls into the wrong hands. On top of that, data encryption ensures all files remain protected across all devices and platforms.

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With the right collaboration software in place, you’ll have a secure way to share documents in order to get work done as quickly and efficiently as possible.


Automation is one of the most important features to include in your business software. Automation allows you to streamline your processes and tasks to save time while ensuring accuracy and consistency in your outputs.

In this section, we will discuss the different ways automation can improve your business processes, as well as the types of automation you should consider for your software:

Automate routine tasks

Automation can play a major role in streamlining efficiency and saving time and money, allowing you to focus more fully on business growth. Automating routine tasks can be a challenge, but the right software solution can help. Look for the following features when selecting automation software:

  • Task Scheduling – Schedule tasks to run at regularly defined intervals in a systematic sequence.
  • Task Sequencing – Break down tasks into subtasks that can also run in parallel.
  • Multi-Processing – Execute multiple concurrent jobs from several different sources.
  • Error Handling – Automatically detect and handle errors when developing automation jobs.
  • Once for All Execution – Execute automation programs quickly in an easy to use “one for all” approach.
  • Reporting & Analytics – Perform analytics on automation results to check where things are going wrong or provide performance improvements or trend projections.
  • Automated Troubleshooting & Maintenance – Automate troubleshooting processes like monitoring, alerting, and resolving issues related to system health and application performance so you don’t need manual intervention every time a problem arises.
  • Automated Logging & Tracing – Log all system activity within the same solution to facilitate easier debugging of problems or search for system performance trends over time frames without having to manually search multiple log locations (e.g., database logs).
  • Cloud Connectivity – Make persistent connections with cloud services including SaaS applications and other public clouds like AWS or Azure etc., without manual intervention every time those environments need updating or maintenance.
  • Mobile Accessibility – Provide mobile access via physical devices or virtual desktops so that your staff can automate process execution even when they are not physically present at the office location.

Enable users to create custom workflows

The ability to create custom workflows is an incredibly powerful feature for any business software. With this capability, users can define the specific steps that need to be performed for each process and then automate them for faster and easier execution. The software will then be able to recognize when a certain process needs executing and automatically start the workflow without any manual intervention.

This feature can be useful in many different scenarios, ranging from file creation and information entry to error handling and notifications. By enabling users to create custom workflows inside of their software, they can increase organizational efficiency while also freeing up time and resources that would have otherwise been devoted to manual processes. Furthermore, with user-defined workflows, it’s much easier for organizations to change their processes if or when necessary with minimal disruption or disruption.


Integration is a must-have for any business software. By integrating with other applications, you can create a unified system that streamlines operations and increases efficiency. This can help reduce time-consuming manual processes and eliminate errors that can result from manual entry. Integration also makes it easier to keep track of customer records and other data.

Let’s look at some other features that you should consider:

Integrate with existing systems

Integration with existing systems is a must-have feature for most businesses looking to get the most out of their software investments. For any new enterprise system, you’ll want to make sure that it’s capable of integrating with other tools and applications your business may already be using. This can save you time and resources, as well as provide a unified, cohesive platform for managing all your data and information.

Integrating with existing software solutions will allow you to access more features than using standard out-of-the-box solutions, giving your business greater control over its operations. You can also benefit from increased scalability, as not all business systems are designed with growth in mind. Increased interoperability means you’ll have the ability to create custom integration across any system or application, responding more quickly and effectively to changes in the market.

Not only does integration offer benefits for companies that are just starting out, but it can also prove invaluable for established organizations. With secure APIs, businesses can securely exchange data between different applications and services without having to manually move data around every time there is a change or update. Integration streamlines processes and removes manual errors while boosting efficiency and productivity across departments – allowing teams better utilize their resources and focus on other tasks at hand.

Provide APIs for third-party integrations

APIs (Application Programming Interfaces) allow third-party applications to integrate into the business software. This expands its scope and provides additional features and capabilities quickly without needing to “reinvent the wheel” for each integration. If a specific feature is missing, integration with third-party apps can be used so software developers do not have to write custom code.

APIs allow other systems to quickly talk and interact with the primary business software. Also, APIs allow you to use a “mashup” of services from different providers in order to create innovative user experiences. For example, you could combine several services such as payment processing, email marketing, and accounting software into one cohesive experience for your users. This kind of cross-integration can make your system easier to use, helps streamline processes, and may even increase efficiency within your company.

It’s also important to note that integrating familiar and popular products into your system helps reduce training costs since many users are already familiar with those systems. Additionally, when it comes time to scale up or add new services you already have access to third party app APIs; creating an ecosystem where data continuously flows between the apps providing a comprehensive solution that meets any business requirement without needing additional development time or cost from the vendor itself.


Scalability is one of the most important features you should look for when choosing business software. The software should be able to keep up with your business as it grows and changes. It should also be able to handle different sizes of projects and teams. Looking into a software’s scalability will ensure it can handle your company’s current and future needs.

Allow for easy scaling of features

It’s essential that businesses have software that can adapt to their changing needs. As new technologies and tools become available, it is important to have the ability to add and adjust features easily. Look for software that allows you to add on features as needed, or to make modifications if needed. This way, your software can evolve with your business and allow you to ride the waves of technological change.

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Scalability is also important for businesses who expect their user base to grow quickly. Make sure the software you choose has the capability to scale with a growing customer base so you don’t experience any slowdowns or crashes due to an overloaded system. That way, you can ensure a smooth transition into the future.

Speaking of features, make sure your business software has all of the features necessary for success including:

  • Customizable dashboards;
  • Data visualization tools;
  • Project and workflow management capabilities;
  • Documentation and reporting capabilities;
  • Analytics tools;
  • Capability integration with ERPs, CRMs, sales systems and other third-party platforms;
  • Collaboration tools such as online chat functions;
  • Product feedback loops;
  • Predictive analytics components; and
  • Language support options.

Most importantly, make sure these features are easy-to-use so they don’t present a barrier to adoption or usage among members of your team.

Enable users to add new users and features as needed

Your business software should be designed with the long-term success and scalability of your company in mind. You don’t want a system that is going to become obsolete as you add more users or features – so make sure scalability is on your feature wishlist.

This means that the software should allow you to add additional users and features as needed, while also enabling user permissions (allowing each user access to only relevant information) as well as custom organizational units, such as departments and sub-departments. The software should also be able to scale up its capacity when customer demand suddenly increases. This ensures that customer service is never compromised, even during peak times. It also allows you to focus on strategic goals in times of growth, rather than wasting effort troubleshooting processes or systems due to increased pressure from customers and competitors.

Scalability allows companies to reap the benefits of increasing success without investing in additional resources during boom periods.


When it comes to finding the best business software for your company, one of the most important features to consider is support. Support from the vendor can help you quickly resolve issues with the software. Additionally, good support will provide access to technical experts and professionals who can help coach you in using the software.

In this section, we will discuss all the features related to support that you should look for before making your purchase:

Offer customer support through multiple channels

Customer support is an essential part of any business software, and knowing how to offer customer support through multiple channels is key. When selecting the best software for your business, you need to consider how customer service is handled. Offering customers customer service in several formats can help you reach different users and make them more likely to use the software again. The most common methods of customer service include:

  • Phone: Customers often prefer talking to a live person on the phone when they have questions or need help with an issue. Providing this option helps customers get immediate answers and can show that your company values their time and effort.
  • Email: Email is one of the most popular methods of contact for businesses because it enables customers to communicate at their convenience without being interrupted. It also allows customers to answer from any location with internet access so they don’t have to wait on hold or speak with a representative directly.
  • Chat: Users may not always want or need to speak directly with someone, so offering an online chat option can deliver near instantaneous responses anywhere in the world at any time of day or night without sacrificing quality customer service. Furthermore, having quick access to answers during business hours can greatly improve efficiency by decreasing call times or even eliminating them altogether in some cases.
  • Website/FAQs: A quality website or FAQ page can be beneficial when it comes to providing easy access to general information about products and services, but they don’t always provide answers quickly enough when a customer has a specific question or problem that needs attention right away. For these inquiries adding other support options such as chat or phone may prove beneficial for customers who are better served by speaking directly with representatives instead of wading through an extensive list of FAQs hoping their issues are addressed within the given parameters.

Provide training and onboarding resources

When it comes to selecting business software, providing training and onboarding resources to your employees is essential for successful implementation and adoption. When selecting your new system, you should make sure that it comes with user-friendly onboarding tools such as tutorials, walkthroughs and interactive support that teach users how to use the system.

Technical training should also be part of the user experience. For efficient training processes, the software should offer customizable templates that allow organizations to build their own training processes. For instance, managers can create customized video tutorials or invest in more comprehensive help desk support options which provide employees with immediate access to instruction when using a feature or module.

Flexible learning structures will help build employee confidence in using new software quickly and successfully: a variety of options such as live online classes, self-help documents and online support tickets will ensure your teams become proficient much faster. In addition, be sure you look for educational materials explaining best practices for specific functions or industry applications related to your chosen software solution – this can be very useful in helping employees understand its features fully.


When it comes to pricing, you should consider what you get for your money. Knowing the costs associated with the different features of your business software is essential.

This section will cover the pricing of different features, as well as explore the different pricing models available. We’ll also take a look at subscription pricing options and discuss the pros and cons of each.

Offer flexible pricing plans

It’s important to make sure potential customers can find an affordable plan that works for them. You should offer several options with different price points so that you can meet the needs of a variety of businesses. The pricing plans should be easy to understand and tailored to different companies based on factors such as size and industry.

Try to build in ways for companies to save money, such as discounts or tiered subscriptions where larger businesses pay less per seat. There may also be benefits for multi-year contracts, including lower overall costs over time and more predictable renewals instead of being invoiced annually like other customers.

When setting prices, take into account industry trends and competitor offerings so that you’re not undervaluing your product. Remember there is power in flexibility, so provide users with options like upgrades or add-ons rather than one fixed price point. You could also create discounted rates for