How we Choose Vendors

How we chose Vendors, Software and Tools

Every vendor choice is a vote for the kind of business ecosystem we want to be a part of. Here's our framework for choosing partners who align with our values while never compromising on execution.

Many people are drawn to what we're building because of the principles behind it. We're not just picking software and buying coffee, we're choosing fellow travelers and building a community of companies trying to do things differently.

Our Three-Factor Framework

We evaluate every vendor decision based on:

Cost: How does it compare with alternatives?

• Total cost of ownership (not just subscription fees)
• Value relative to impact on our mission

Product: How well does this meet our needs?

• Simplle and Fast adoption for current requirements
• Scalability and integration capabilities
• User experience and learning curve

Values: How aligned are they with our mission?

• Are they empowering users or exploiting consumers?
• Are they open, human-centered, and mission-driven?
• Are there more aligned alternatives: open-source, indie, or purpose-led?

Be honest about startup realities: We can't compromise speed of execution if it risks failure. But we can make choices with our eyes open. When we choose convenience over alignment, we'll explain why transparently. Sometimes the mission-aligned option isn't ready yet, costs too much, or lacks critical features.

The Decision Process

Step 1: Values-First Research

Before diving into features and pricing, we ask: What values does this company stand for? How do they treat their community? Who else in our network uses and recommends them?

We're lucky to have experienced open-source advocates on our team (like Eric and Guilherme), already hosting tools and testing ideas.

Step 2: Build Relationships

Just like our app philosophy, we'll reach out to aligned companies and share our story. We'll ask: "Can you help?" inviting anyone who resonates to contribute.

That support could be:

• A free plan or startup discount
• An intro to someone who can help with using their tool effectively
• Advice, mentorship, or inspiration

Even if they don't reply, we'll probably still choose them because of what they stand for.

Step 3: Document and Share

We publicly document our Toolbox: The list of Tools we use and Why we chose each tool. Sometimes a blog post abouit what we learned from the evaluation process and who helped us during the decision-making

This creates accountability and helps other mission-driven startups make similar choices.

What We Give in Return

Gratitude Ledger

We track all contributions from vendors who offer free usagein our Gratitude Ledger. Just like our contributor points system. These aren't contractual promises, but they represent our commitment to "fair rewards". If Meetball succeeds and generates value, we want to find ways to share that success with everyone who helped make it possible, including vendors who took a chance on us early. It's an extension of our dynamic equity model beyond team members to the entire ecosystem supporting our mission.

Community Building

We give visibility and referrals when possible, contribute back to open-source projects we use, share success stories, and connect aligned vendors with each other.

Implementation

Team Structure

We have a "Toolbox Team" that includes:

• Toolbox Lead: Maintainer of this page, our Toolbox List, and go-to person for tool discussions
• Open-Source Evangelists who explore aligned alternatives
• Internal Communications to organize and publish our vendor choices
• Each major tool has one owner/champion

Regular Reviews

• Explore new aligned alternatives
• Vendor relationship check-ins
• Annual value and values alignment assessment of our entire stack

Public Documentation

We maintain a "Meetball Toolbox" that other startups can reference - our current stack with cost/product/values ratings, why we chose each tool, relationships we've built, and lessons learned.

The Bigger Picture

We won't compromise on execution quality, but we have to be brave enough to break habits. We are a bunch of experts coming together, each of us with experience with certain tools. But if there's a more values-aligned alternative that requires just a small behavior shift, we'll take it.

Because that's what Meetball is: proof that how we build matters as much as what we build. Every choice is a vote for the kind of business ecosystem we want to create.

And we already know one thing: our early users aren't just judging us by our product - they're evaluating whether we are building the future they want to live in.

Find our current Toolbox / Stack and why we chose them → [Link to Toolbox Page]