Against the backdrop of increasing demands for transparency in the field of sustainability, data collection and reporting in a structured and efficient way is becoming relevant for more and more SMEs in Romania. The Voluntary SME Sustainability Reporting Standard (VSME - Voluntary SME Sustainability Reporting Standard) supports SMEs with an accessible framework, but its implementation requires adequate resources, including dedicated software. Choosing the right software solution is essential to ensure the accuracy, efficiency and compliance of the reporting process.

1. Compliance with VSME requirements

The first and most important criterion to consider is that the software selected is designed or customisable to meet the structural and content requirements of the VSME. This includes support for mandatory indicators (e.g. environmental impact, resource consumption, social commitments and corporate governance), but also the flexibility to fill in additional information relevant to the specifics of the company's business.

2. Ease of use

SMEs often do not have dedicated IT staff or ESG specialists, which is why the software chosen should be intuitive and easy to use. It is recommended that the application provides contextual help, tutorials or pre-configured functionalities to guide the user through the collection and reporting process.

3. Costs adapted to the financial capacity of SMEs

An important criterion is the financial sustainability of the solution. It is recommended that SMEs opt for solutions with flexible pricing models - either monthly/yearly subscription or single licence - that do not impose hidden costs for essential functionality. Basic packages, sufficiently comprehensive to start with, with options for expansion as business needs grow, should also be explored.

4. Data collection and centralisation functionalities

The software must allow for the automatic or manual collection of data from various internal sources (financial, operational, HR, etc.) and offer the possibility of integration with systems already in place in the company (e.g. ERP, CRM, accounting). The function of automatic data centralisation and validation is vital to avoid errors and save time.

5. Automated analysis and reporting

It is recommended that the software automatically generates VSME-compliant reports in editable and exportable formats (PDF, Word, Excel). Interactive dashboards and graphical visualisations can contribute to a better internal understanding of sustainability performance.

6. Security and data protection

Given the sensitive nature of the data processed (including employee data or environmental impact), the software needs to be GDPR compliant, ensure secure data storage and regular backups. Verification of the vendor's reputation for IT security is recommended.

7. Technical support and updates

An SME must have easy access to technical support, preferably in Romanian, in order to be able to quickly resolve any problems. At the same time, the software provider should provide regular updates reflecting any changes in reporting standards or best practices.

8. Scalability and modularity

Even if reporting is initially voluntary, SMEs need to prepare for a future where sustainability reporting will become mandatory. For this reason, it is important that the chosen software can be extended or adapted for reporting under other standards (e.g. CSRD) or to include new indicators.

9. Ratings and recommendations from other users

A final important criterion is to consult feedback from other companies already using the solution. Reviews or case studies can provide practical information about the effectiveness, reliability and usefulness of the software under real-life conditions.