10 Must Have Back Office Sytems for Franchisees (and How to Save Money on Each)

Your Technology Tools can Make or Break Your Profit Margins

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As a franchisee, selecting the right technology is key to running a smooth operation and maximizing your profits. But with so many options out there, it’s easy to get overwhelmed—and costs can add up quickly if you're not careful. Luckily, many vendors offer discounts for franchisees, and with the right strategy, you can cut costs without sacrificing quality. Let’s dive into the key technology solutions you need and some tips to help you save!

1. Point of Sale (POS) Systems

Your POS system is the heart of your business—handling everything from transactions to customer data to inventory tracking. When selecting a POS system, make sure it integrates smoothly with your other systems like accounting and inventory.

Recommended Vendors

  • Square, Toast, and LightSpeed are popular options for franchisees. Square, for instance, offers no monthly fees for its basic plan and scales as your business grows.

Cost-Saving Tip:

  • Toast offers discounts on hardware bundles for multi-location businesses like franchises. If you're part of a franchise group, ask your franchisor to negotiate a group discount with the vendor. The larger the group, the better the deal.

2. Human Resources & Payroll Software

Staying compliant with labor laws and keeping payroll smooth is critical for franchisees. HR and payroll software can handle everything from employee scheduling to benefits administration.

Recommended Vendors

  • Recommended Vendors: ADP, Gusto, and Paychex all offer payroll solutions for franchise businesses. ADP, for example, offers tailored pricing for franchises.

Cost-Saving Tip:

  • Cost-Saving Tip: Many payroll providers, like ADP, offer franchise-specific packages. If no discount is offered, encourage your franchisor to pool franchisees and negotiate with the vendor for bulk pricing.

3. Customer Relationship Management (CRM) Systems

A CRM system helps you track customer interactions, manage loyalty programs, and engage customers with personalized marketing efforts.

Recommended Vendors

  • HubSpot, Zoho CRM, and Salesforce Essentials are top choices. HubSpot offers a free tier for small businesses, with paid features available as you scale.

Cost-Saving Tip:

  • Some CRMs, like Zoho, provide customizable pricing plans where you can only pay for the features you need. Group purchasing through the franchisor could lead to reduced costs if you use a CRM vendor across multiple franchise locations.

4. Inventory Management Software

Keeping your inventory in check is essential for controlling costs and avoiding overstocking or running out of products. A good system will integrate with your POS and provide real-time updates.

Recommended Vendors

  • TradeGecko, Cin7, and Vend are great options. Cin7 offers scalable pricing depending on business size and location.

Cost-Saving Tip:

  • Look for cloud-based inventory systems like Vend, which eliminate the need for expensive hardware and maintenance. Pool your franchisees together to request volume discounts on software subscriptions.

5. Marketing Automation

Marketing automation is a time-saver when it comes to sending emails, managing loyalty programs, and staying in touch with your customers.

Recommended Vendors

  • Mailchimp, ActiveCampaign, and Constant Contact are good options for franchisees. Mailchimp offers a free plan for small businesses with paid options as you grow.

Cost-Saving Tip:

  • Mailchimp offers multi-user plans that could benefit franchises with multiple locations. If your franchisor hasn’t already, suggest negotiating a franchise-wide discount with one of these vendors.

6. Data Security and Compliance Tools

Data security is more important than ever, especially when handling customer payments. Ensuring you’re using secure systems helps protect your business from costly data breaches.

Recommended Vendors

  • McAfee, Norton Small Business, and Barracuda offer solid security solutions for small businesses. Norton provides discounts for multi-user licenses, perfect for franchisees.

Cost-Saving Tip:

  • Invest in a solution that combines multiple layers of security—like firewall protection and encryption—under one umbrella. Encourage your franchisor to negotiate group pricing for security solutions that protect all franchisees.

7. Telecom and Internet Services

Reliable telecom and internet services are essential for smooth day-to-day operations. Look for providers that offer scalability as your business grows.

Recommended Vendors

  • Comcast Business, Verizon Business, and AT&T Business offer a range of options. Comcast Business often provides discounted pricing for multi-location setups.

Cost-Saving Tip:

  • Conduct a telecom audit to ensure you’re not overpaying for services. Pool your franchise’s telecom needs to negotiate a bulk rate with the provider.

8. Expense Management Systems

Tracking expenses can get messy quickly if not managed properly. An expense management system will help you track and categorize operational costs.

Recommended Vendors

  • Expensify, Zoho Expense, and SAP Concur are reliable choices. Expensify offers a free tier for smaller franchises, with paid options as you grow.

Cost-Saving Tip:

  • Many vendors offer tiered pricing, so only pay for what you need. Group purchasing with other franchisees is another great way to bring down the cost of expense management tools.

9. Cloud Storage Solutions

Cloud storage is a necessity for securely storing digital files, data, and backups. As your franchise grows, you’ll need reliable cloud solutions that can scale with your business.

Recommended Vendors

  • Google Drive for Business, Dropbox Business, and Microsoft OneDrive offer flexible storage solutions. Google Drive offers affordable pricing for businesses, starting at $6 per user per month.

Cost-Saving Tip:

  • Use pay-as-you-go cloud services, and keep an eye on your storage needs to avoid paying for unused space. Franchise-wide contracts can often lead to discounted rates, so encourage your franchisor to explore those options.

10. Scheduling and Time Tracking Software

Managing employee schedules and tracking work hours can be a huge time sink for franchisees, especially if you have multiple shifts or seasonal employees. The right scheduling and time tracking software will help you ensure adequate staffing, avoid scheduling conflicts, and accurately track employee hours for payroll.

Recommended Vendors

  • Homebase, Deputy, and T-Sheets by QuickBooks are top choices for franchisees. Homebase offers a free plan for smaller teams, with paid plans offering advanced features like labor cost forecasting and multiple location management. Deputy also has tiered pricing and provides specific tools for compliance and shift management

Cost-Saving Tip:

  • Many scheduling software providers, like T-Sheets, offer discounts if you’re using them in conjunction with other services (e.g., QuickBooks). If your franchise has multiple locations, negotiate a group rate or suggest that your franchisor create a deal with one provider to benefit all franchisees. Some providers, like Deputy, offer special pricing for businesses with over 100 employees, which can be a great opportunity for larger franchises.

Conducting a Technology Audit

A technology audit helps franchisees identify inefficiencies, reduce costs, and ensure that the tools they’re using are still the best fit for their business. By regularly reviewing your tech stack, you can eliminate unused software, discover overlaps, and streamline operations. This not only saves money but also improves productivity by ensuring you and your staff are using the most efficient tools.

Top Tips:

  • Partnering with a company like Blue Wave to get a no-cost audit and make this process easier and more effective. Blue Wave specializes in conducting technology audits for businesses, identifying areas where you can save on subscriptions, and ensuring compliance with franchise-wide technology standards. Their expertise can help you get the best rates on software and services, optimize your operations, and keep you focused on growing your franchise, rather than getting bogged down in tech headaches.

Tips to Cut Costs

By carefully choosing the right technology and leveraging group buying power, you can improve your franchise’s efficiency and cut costs at the same time. Be proactive in communicating with your franchisor about the technology needs of the franchisees—they may be able to secure better deals that benefit everyone.

Top Tips:

  • Negotiate Group Rates: Whether it’s POS systems, payroll software, or inventory management, the more franchisees involved in a purchase, the better the discount. Encourage your franchisor to negotiate franchise-wide deals with technology vendors.
  • Automate to Save Time and Money: Automating key tasks like payroll and marketing can save you time and reduce labor costs.
  • Regular Audits: Conduct regular audits of your technology expenses to ensure you’re only paying for what you need. Eliminate any unused services or duplicate tools.
  • Use Scalable Solutions: Invest in technology that can grow with your business to avoid expensive upgrades later on.


Need help finding the perfect solution for your business? Best Tech Recommendations can help you discover the most cost effective solutions to create and maintain your employee handbook.

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