NSBA PARTNER - Software Advice | 2025 Software Trends for Small Businesses: Key Insights from Capterra’s Tech Trend Survey

As small and midsize businesses (SMBs) head into 2025, optimism is high: 82% expect growth, and 75% plan to increase their software budgets. The top investment priorities for SMBs mirror those of larger enterprises: IT security, IT management, and artificial intelligence (AI). But while their goals are similar, the challenges and risks SMBs face in software purchasing are unique and require special attention.

Navigating these decisions can be overwhelming, especially with so many options and limited resources. That’s why NSBA’s new partner, Software Advice, offers personalized, no-cost guidance to help small businesses efficiently compare solutions and find software options that truly fit their needs and budget.

Implementation: The SMB Achilles’ Heel

One of the most notable findings from Capterra’s survey of 3,500 global software buyers is that SMBs are more likely to experience regret at the implementation stage of software adoption. Lacking dedicated IT staff, SMBs often depend on vendors for setup, training, and ongoing support. When these vendors fail to deliver on promised timelines or support, SMBs are left with software that isn’t fully functional or adopted, leading to wasted investment and frustration.

To avoid this, SMBs should prioritize vendors with strong implementation support and transparent onboarding processes. Reading reviews about implementation experiences and making use of free trials can help identify potential issues before committing.

Cost Concerns and the True Price of Software

For SMBs, the most significant impact of a regretful software purchase is increased costs. Unlike larger enterprises, SMBs operate on thinner margins and are more sensitive to unexpected expenses. Many SMBs underestimate the total cost of ownership, overlooking expenses like user training, data migration, and premium support. This “sticker shock” is a major driver of purchase regret.

SMBs should take care to calculate the full cost of software ownership (not just the license fee) before making a purchase. This includes asking vendors detailed questions about all potential costs and budgeting for training and support.

People and Productivity: The Human Factor 

SMBs are 13% more likely than enterprises to see labor availability as a key factor shaping business goals. With fewer employees, every team member’s productivity is crucial. New software is often adopted to boost efficiency, but if staff aren’t properly trained or resist new tools, the investment can backfire.

To address this, SMBs should evaluate the quality of vendor-provided training and support materials, and ensure staff buy-in before rolling out new systems.

Learning from Regret: Practical Takeaways

• Prioritize implementation support: Choose vendors with proven onboarding and support.

• Understand total costs: Include all expenses, not just software licenses.

• Focus on training: Ensure staff are equipped and willing to use new tools.

By understanding these trends and proactively addressing common pitfalls, SMBs can make smarter software investments in 2025, supporting growth, controlling costs, and boosting productivity.