Top 54 Bid Management Software (Feb 2023)

2023's Best 55 Bid Management Systems

Shlomi LaviShlomi Lavi / Feb 02, 2023

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1. e-Builder Enterprise

  • Best for: Small, medium and large size businesses
  • Price: starts at $20,000 per license
  • Mar 09, 2022
Compare e-Builder Enterprise Vs. e-Builder Enterprise

e-Builder Enterprise is a construction management software solution for businesses of all sizes. Other than project management, it offers estimating, accounting, and integration services. The software was designed and launched by E-Builder Inc headquartered in Florida, United States.


2. RedTeam Software

  • Best for: SMBs
  • Price: starts at $395 per month
  • Mar 11, 2022
Compare RedTeam Software Vs. e-Builder Enterprise

RedTeam is a web based construction management solution for Commercial General Contractors of all sizes. It offers assistance in project management, estimating, construction accounting, equipment, Gantt scheduling as well as managing change orders, RFIs, RFQs and Submittals RedTeam was founded b...


3. BIDBUILDER

  • Best for: Small, medium and large size businesses
  • Price: starts at $75 per month
  • Mar 13, 2022
Compare BIDBUILDER Vs. e-Builder Enterprise

BidBuilder software is an on-premise Construction Estimating Software created to serve builders and remodelers. It is a spreadsheet interface that is integrated with a database power. BidBuilder software is a product of Digital Canal Company founded in 2001 in the US.


4. Silent Auction Pro

  • Best for: Medium business
  • Price: starts at $19.95 per month
  • Mar 20, 2022
Compare Silent Auction Pro Vs. e-Builder Enterprise

Silent Auction Pro is a fast growing cloud-based Online Ticketing software, it is designed to support small and medium size business. Silent Auction Pro received a rating of 4.8 from ITQlick team. The software cost is considered affordable (1/5) when compared to alternative solutions.


5. B2W Estimate - Estimating & Bidding

  • Best for: Small, medium and large size businesses
  • Price: starts at $5,500 per license
  • Mar 22, 2022
Compare B2W Estimate - Estimating & Bidding Vs. e-Builder Enterprise

B2W Estimate is a cloud-based Construction Estimating software that allows its users to optimize their bidding potentials through a central estimating system and cost structures.


6. SynerTrade

  • Best for: Medium and large size businesses
  • Price: starts at $59 per user/month
  • Mar 23, 2022
Compare SynerTrade Vs. e-Builder Enterprise

SynerTrade Accelerate is a cloud-based supply chain management and procurement solution for medium and large enterprises. Its key features include catalog, contract, requisition, sourcing, spend, purchase order, and supplier manager, invoice processing, and supplier web portal.


7. DeltaBid

  • Best for: Small, medium and large size businesses
  • Price: starts at $129 per user/month
  • Mar 25, 2022
Compare DeltaBid Vs. e-Builder Enterprise

DeltaBid is an award-winning cloud-based Procurement software, it is designed to support small, medium and large size business. DeltaBid received a rating of 4.5 from ITQlick team. The software cost is considered affordable (1/5) when compared to alternative solutions.


8. QuoteSoft

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 26, 2022
Compare QuoteSoft Vs. e-Builder Enterprise

QuoteSoft software is a plumbing and ductwork estimating solution. The solution offers a number of features that include a standard spreadsheet tool that handles equipment, fixtures, labor rates, rentals, and job-related costs.


9. BuildSoft Pro

  • Best for: Medium and large size businesses
  • Price: starts at $150 per month
  • Apr 02, 2022
Compare BuildSoft Pro Vs. e-Builder Enterprise

BuildSoft Pro is s cloud-based construction and estimation software that is suitable for use in the construction industry. BuildSoft Pro can be used by construction businesses of all sizes, from small businesses, medium businesses, and large enterprises.


10. GradeBeam

  • Best for: SMBs
  • Price: starts at $375 per month
  • Sep 30, 2022
Compare GradeBeam Vs. e-Builder Enterprise

GradeBeam is cloud-deployed online project information as well as a communication platform that is designed for professionals in the construction sector. The software helps in streamlining the communication process as well as information sharing with regards to construction projects.


Pricing Guide - Bid Management Software:

Sales Software Price Ranges

Sales software products have different pricing based on their focus features and the target audience. However, companies looking for a sales software can expect to pay between the range of $30 to $100 per user, per month. This price range covers the basic offering of most vendors; hence, premium or enterprise offerings will be significantly higher. For instance, HubSpot Marketing Automation pricing starts from $50 per user monthly, SendinBlue from $25 per user monthly, while Pardot pricing sits around $1,200—although with more robust features and more user accounts.

The prices for Sales software also depend on the size of businesses. The price ranges for each business size are as follows:

  • Small Businesses can expect to pay between $15 to $25 for a sales software, plus some vendors make their low-end offerings free for tiny business sizes. For example, CleverTap, Moosend, and Bigmailer all have packages that are free for small businesses. Meanwhile, some premium Sales software for small businesses are ActiveCampaign, which starts from $15 per user per month, Campaigner from $19, and Remarkety pricing starts from $25 upwards.
  • Medium Businesses can expect an average price of $50 for a sales software. Most sales software offerings for medium businesses sit around this price range, although some other products can be as high as $150 per user per month. For example, FreshMarket, Integrated Sales Portal, and SalesNexus CRM & Automation cost around $50 each— all on a per user, per month basis. Meanwhile, Bazo and GreenRope cost $70 and $150, respectively.
  • Large Businesses can expect to pay prices which range from $400 to $1,500 per month for sales software, although many of the packages include 2 or more user accounts. Adding more users cost more, depending on the business’ size. For instance, Act-On pricing starts from 900 per month, Maropost costs from $500 monthly upward, and Pardot costs around $1,200 monthly.

Sales software best of breeds and their respective price ranges are as follows:

  • Campaign Management Software The prices for most campaign management software in the market are set based on a per month basis, although there are others with yearly billings. However, businesses can expect to pay between the ranges of $10 to $50, $50 to $150, and $150 upwards monthly for a campaign management software. The prices are subjective to factors such as the number of user accounts, number of contacts, etc. For example, Asana costs around $11 per user monthly, PinPointe $42 per month, and Campaign Influence Analyzer $6,500 yearly for unlimited users and a number of other features.
  • Brand Management Software Most Brand management software pricing comes in various volatile pricing patterns; hence, some can be bought perpetually, while others are priced on a yearly or monthly basis. Given this, companies can expect prices that fall between $500 to $3,000 for sales software billed per month and between $5,000 to $40,000 for ones billed yearly. For example, AssetBank pricing starts from around $550 per month, BEAM costs up to about 2,500 per month, and Wedia pricing sits around $12,000 per year.
  • Content Sales Software Content sales software pricing usually falls between $10 to $50, depending on the tier or level of offering of each product. The prices are set on a per user, per month basis. For instance, AirTable pricing starts from $12 per user monthly, DropTrack costs from $19 per user monthly, while Topic pricing starts from $49 per user per month.
  • Sales Analytics Software For sales analysis software, users can expect to pay prices that range from $10 to $50 monthly for low-end offerings. On the other hand, standard or premium fall between $200 to $800 per month. For example, AgencyAnalytics pricing is priced at $49 per month, ClickData costs about $25 per month, and Singular pricing falls around $750 monthly.
  • Sales Research Software This is divided into tiers, with some considered standard and others premium. Businesses can expect prices that range from $15 to $50 on a per month basis for standard offerings on sales research software. Premium offerings cost between $200 to $700, depending on the robustness of the product’s features. For example, TypeForm costs $35 per month, Survio costs $29 monthly, and CYS pricing is around $290 monthly. There are also yearly pricing; for example, CheckMarket costs $1,000 per year, and Nifield pricing is at $2,000 per year.

11. Sergeant Schedule

  • Best for: Small, medium and large size businesses
  • Price: starts at $100 per user/month
  • Apr 30, 2022
Compare Sergeant Schedule Vs. e-Builder Enterprise

Sergeant Schedule is a cloud-based construction software for project managers and schedulers to track time, plan projects, merge estimates, and manage staff members.


12. SmartBid Bid Management Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $600 per year
  • May 15, 2022
Compare SmartBid Bid Management Software Vs. e-Builder Enterprise

SmartBid software is a cloud-based construction bid solution designed for contractors. The solution offers a number of features that include project documents tool that helps users access centralized file storage and distribution.


13. Accubid for Electrical Contractors

  • Best for: Small, medium and large size businesses
  • Price: starts at $2,000 per license
  • Dec 27, 2022
Compare Accubid for Electrical Contractors Vs. e-Builder Enterprise

Accubid for Electrical Contractors is part of the Accubid Classic suite. This module is an estimating software for electrical systems. It has both cost estimation and digital plan takeoff. It provides stripped down project management capabilities, like document control and contract management. It ca...


14. MantisBT

  • Best for: Small, medium and large size businesses
  • Price: starts at $4.95 per month
  • May 21, 2022
Compare MantisBT Vs. e-Builder Enterprise

MantisBT is a web-based Issue Management software that enables Team managers to collaborate between members and clients and manage access control based on project roles.


15. Pantera Tools Integrated Plan Room

  • Best for: SMBs
  • Price: starts at $1,500 per year
  • May 19, 2022
Compare Pantera Tools Integrated Plan Room Vs. e-Builder Enterprise

Pantera Tools Integrated Plan Room is a cloud-based construction company that is developed to be used by individuals as well as by the construction companies, subcontractors, and project owners.


16. OPTICON

  • Best for: Medium and large size businesses
  • Price: starts at $1,599 per license
  • May 21, 2022
Compare OPTICON Vs. e-Builder Enterprise

OPTICON is cloud-based construction management solution designed to help the user manage the construction process across verticals, processes, departments and locations. Some of its core features include project scheduling, procurement and project monitoring & control.


17. Electrical Bid Manager

  • Best for: SMBs
  • Price: starts at $1,495 per license
  • May 25, 2022
Compare Electrical Bid Manager Vs. e-Builder Enterprise

Electrical Bid Manager, or EBM, is a software solution that manages a company’s bids, projects, estimating processes, and accounts. With its SQL technology, the software is used by several companies for their electrical estimating software needs. The software provides estimation software for compani...


18. Clear Estimates

  • Best for: Small businesses and start ups
  • Price: starts at $59 per month
  • Jun 07, 2022
Compare Clear Estimates Vs. e-Builder Enterprise

Clear Estimates is a construction estimating software for construction companies to create proposals and estimates, simplify estimating processes, and customize job templates.


19. McCormick Estimating Software

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 22, 2022
Compare McCormick Estimating Software Vs. e-Builder Enterprise

McCormick estimating is an estimating software that helps contractors create multiple drawings, select the preferred drawings for takeoff, and add notes where necessary.


20. improveit! 360

  • Best for: Small, medium and large size businesses
  • Price: starts at $150 per feature/month
  • Jun 19, 2022
Compare improveit! 360 Vs. e-Builder Enterprise

improveit! 360 Software is a web-based business management and CRM platform modeled for residential home remodelers, specialty contractors and replacement contractors. improveit! 360 solutions help businesses to manage marketing, leads, sales, scheduling, sales, quoting, call center functionality an...


21. ePROMIS HCM

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 25, 2022
Compare ePROMIS HCM Vs. e-Builder Enterprise

ePROMIS HCM is a human resource management solution for businesses of all sizes. It offers such capabilities as career development planning, training management, vacation and leave tracking, and others. The software was designed and launched by ePROMIS Solutions headquartered in Texas, United States...


22. JetStream

  • Best for: SMBs
  • Price: starts at $49 per month
  • Jun 26, 2022
Compare JetStream Vs. e-Builder Enterprise

JetStream is a leading cloud-based Construction software, it is designed to support small and medium size construction business. JetStream received a rating of 3.1 from ITQlick team. The software cost is considered affordable (2/5) when compared to alternative solutions.


23. eBuyerAssist

  • Best for: Medium and large size businesses
  • Price: starts at $34.95 per user/month
  • Jul 09, 2022
Compare eBuyerAssist Vs. e-Builder Enterprise

eBuyerAssist is a trending cloud-based Supply Chain software, it is designed to support medium and large size business. eBuyerAssist received a rating of 5 from ITQlick team. The software cost is considered average (3/5) when compared to other solutions in their category.


24. CrewTracks Software

  • Best for: SMBs
  • Price: starts at $19.50 per person/month
  • Jul 13, 2022
Compare CrewTracks Software Vs. e-Builder Enterprise

CrewTracks is a cloud-based crew tracking and field-reporting designed for companies who want to monitor specifics like production, materials usage, equipment time, and job costing. The core features include field tracking, scheduling & dispatch, report and accounting export.


25. IHMS

  • Best for: Small, medium and large size businesses
  • Price:
  • Jul 25, 2022
Compare IHMS Vs. e-Builder Enterprise

Mark Systems Integrated Homebuilder Management System (IHMS) is the industry's ONLY single-database, enterprise wide home builder software suite. No other home builder software gives you the power, flexibility, ease of use, and return on investment like IHMS. The premier residential construction ...


26. MySmartPlans

  • Best for: SMBs
  • Price:
  • Jul 28, 2022
Compare MySmartPlans Vs. e-Builder Enterprise

MySmartPlans is a cloud-based construction management software that has effective account management as well as upkeep. This particular software is mainly built for the construction owners, as it provides the ability to track construction information from the conceptual stages of a given project up ...


27. Tradogram

  • Best for: Small, medium and large size businesses
  • Price: starts at $18 per user/month
  • Aug 03, 2022
Compare Tradogram Vs. e-Builder Enterprise

Tradogram is a cloud-hosted procurement management solution built for small to large enterprises. It has sales and purchase order management, project management, delivery tracking, contract management, budget tracking, strategic sourcing, and more features which allow companies to streamline their e...


28. Bideg

  • Best for: Small businesses and start ups
  • Price: starts at $100 per license
  • Aug 06, 2022
Compare Bideg Vs. e-Builder Enterprise

Bideg is an auction software designed to help businesses reduce the cost of e-bidding events. The software also allows businesses to find, source, and qualify suppliers. Suppliers are eligible to download technical documents; feedbacks can be offered to buyers, and users can also search and invite n...


29. WinEst

  • Best for: Small, medium and large size businesses
  • Price:
  • Sep 21, 2022
Compare WinEst Vs. e-Builder Enterprise

WinEst is an on-premise construction estimating solution designed to help estimators across a wide range of industry verticals. The primary solution features include estimating, reporting, construction takeoff and audit trails.


30. SMART by GEP

  • Best for: Medium and large size businesses
  • Price:
  • Oct 07, 2022
Compare SMART by GEP Vs. e-Builder Enterprise

SMART by GEP is a web based supply chain management solution for businesses of all sizes. It offers such services as sourcing and procurement, supplier management, contract management, and others. The software was designed and launched by GEP headquartered in New Jersey, United States.


31. BuildTools

  • Best for: Small businesses and start ups
  • Price: starts at $299 per month
  • Oct 05, 2022
Compare BuildTools Vs. e-Builder Enterprise

BuildTools is a construction management platform that is web-based, accessible from anywhere, and provides a connecting point for everyone that is involved in the construction of a home. BuildTools manages all communication, project schedule, budget. BuildTools is cloud based – accessible from anywh...


32. Best Bid Electrical Estimating Software

  • Best for: SMBs
  • Price: starts at $999.95 per license
  • Oct 19, 2022
Compare Best Bid Electrical Estimating Software Vs. e-Builder Enterprise

Best Bid Electrical Estimating Software is a growing cloud-based Construction software, it is designed to support small and medium size construction business. Best Bid Electrical Estimating Software received a rating of 4.8 from ITQlick team. The software cost is considered affordable (1.5/5) when ...


33. iSqFt for General Contractors

  • Best for: Small, medium and large size businesses
  • Price: starts at $49 per month
  • Oct 05, 2022
Compare iSqFt for General Contractors Vs. e-Builder Enterprise

iSqFt for General Contractors is a construction company software that has several features including project management platform, document storage, bid management, CRM, estimation, and communications. The software allows clients to share and upload construction specs and plans through a web based st...


34. Estimator360

  • Best for: SMBs
  • Price: starts at $339 per month
  • Jan 28, 2023
Compare Estimator360 Vs. e-Builder Enterprise

Estimator360 is a growing cloud-based Construction software, it is designed to support small and medium size construction business. Estimator360 received a rating of 5 from ITQlick team. The software cost is considered affordable (1.5/5) when compared to alternative solutions.


35. ONETEAM

  • Best for: Small, medium and large size businesses
  • Price: starts at $25 per month
  • Oct 10, 2022
Compare ONETEAM Vs. e-Builder Enterprise

ONETEAM is a growing cloud-based Construction software, it is designed to support small, medium and large size construction business. ONETEAM received a rating of 2.5 from ITQlick team. The software cost is considered affordable (1.3/5) when compared to alternative solutions.


36. Projecto

  • Best for: SMBs
  • Price: starts at $30,000 per license
  • Feb 02, 2023
Compare Projecto Vs. e-Builder Enterprise

Projecto is a web-based management software solution that is built for planning design & construction, facility management workgroups and lease administration. The software is built based on the owner’s perspective to help in the management of various capital construction, as well as facility projec...


37. Quick Bid

  • Best for: Small, medium and large size businesses
  • Price: starts at $3,895 per license
  • Feb 01, 2023
Compare Quick Bid Vs. e-Builder Enterprise

Quick Bid® (QB) set the standard in 1988 when it was introduced to Specialty Contractors. Quick Bid is used by estimators to quickly produce profitable bids with the most precise material and labor costs. Automating construction estimating with QB enables contractors to easily, accurately, and c...


38. BuilderStorm

  • Best for: Small, medium and large size businesses
  • Price: starts at $1486.16 per year
  • Feb 02, 2023
Compare BuilderStorm Vs. e-Builder Enterprise

BuilderStorm is a construction management software built for small to large property development, contractors, and construction companies. Its key features include 2D drawing, document management, scheduling, 3D modeling, budget tracking, job costing, subcontractor management, incident reporting, a...


39. ConEst IntelliBid

  • Best for: SMBs
  • Price:
  • Feb 01, 2023
Compare ConEst IntelliBid Vs. e-Builder Enterprise

ConEst IntelliBid is a construction management solution for businesses of all sizes. It streamlines the finances and offers contract and quote management, among other services. The software was designed and launched by ConEst Software Systems headquartered in New Hampshire, United States.


40. Bidtracer

  • Best for: Small, medium and large size businesses
  • Price: starts at $50 per month
  • Feb 15, 2022
Compare Bidtracer Vs. e-Builder Enterprise

Bidtracer is an award-winning cloud-based Construction software, it is designed to support small, medium and large size construction business. Bidtracer received a rating of 3.8 from ITQlick team. The software cost is considered affordable (1/5) when compared to alternative solutions.


41. ESM Purchase

  • Best for: Medium and large size businesses
  • Price:
  • Oct 21, 2022
Compare ESM Purchase Vs. e-Builder Enterprise

easyPurchase is a cloud based spend management solution for businesses of all sizes. Its services include sourcing, procurement, invoicing, analytics, and contract management. The software was designed and launched by ESM Solutions Corporation headquartered in Pennsylvania, United States...


42. MasterLibrary Construction Management Software

  • Best for: SMBs
  • Price: starts at $299 per month
  • Feb 14, 2022
Compare MasterLibrary Construction Management Software Vs. e-Builder Enterprise

MasterLibrary is a construction management solution for small and medium construction businesses. Its capabilities include project management, contract management, equipment management, and others. The software was designed and launched by MasterLibrary.com LLC headquartered in New York,...


43. Projectmates

  • Best for: SMBs
  • Price:
  • Jan 21, 2022
Compare Projectmates Vs. e-Builder Enterprise

Projectmates is a cloud-based construction management software that is designed for the key players in the construction field. This includes engineers, contractors, owners, and so forth.


44. Plumbing Bid Manager

  • Best for: Small, medium and large size businesses
  • Price: starts at $1,195 per license
  • Feb 19, 2022
Compare Plumbing Bid Manager Vs. e-Builder Enterprise

Plumbing Bid Manager, or PMB, is a full feature plumbing estimating software solution for firms in the plumbing industry and similar businesses. The software is capable of biding jobs of all sizes, from the simplest bid jobs to jobs that are worth thousands and even millions of dollars. Aside from e...


45. WordStream Advisor

  • Best for: SMBs
  • Price: starts at $229 per month
  • Feb 20, 2022
Compare WordStream Advisor Vs. e-Builder Enterprise

WordStream Advisor is a cloud-based marketing software that is designed to provide companies and individuals with tools that will help analyze, optimize, and manage their online marketing campaigns in order to get desired results.


46. Viewpoint For Estimating

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 19, 2022
Compare Viewpoint For Estimating Vs. e-Builder Enterprise

Viewpoint for Estimating is a cloud-based as well as an on-premise software solution that is built to generate estimates and takeoffs within the construction industry. This software helps in handling the complex planning tasks in construction.


47. GamePlan

  • Best for: Small, medium and large size businesses
  • Price: starts at $19 per month
  • Mar 15, 2022
Compare GamePlan Vs. e-Builder Enterprise

GamePlan is a trending cloud-based Construction software, it is designed to support small, medium and large size construction business. GamePlan received a rating of 4.8 from ITQlick team. The software cost is considered affordable (1.1/5) when compared to alternative solutions.


48. Goldenseal

  • Best for: SMBs
  • Price: starts at $495 per license
  • Jan 31, 2022
Compare Goldenseal Vs. e-Builder Enterprise

Goldenseal is a growing cloud-based Construction software, it is designed to support small and medium size construction business. Goldenseal received a rating of 5 from ITQlick team. The software cost is considered affordable (1.6/5) when compared to alternative solutions.


49. C/F Data Systems STRUCTURE

  • Best for: SMBs
  • Price: starts at $17,000 per license
  • Feb 22, 2022
Compare C/F Data Systems STRUCTURE Vs. e-Builder Enterprise

C/F Data Systems STRUCTURE is accounting software designed for specialty service contactors, such as earthwork, finishing, mechanical, HVAC, ductwork, plumbing, and roofing contractors. C/F Data Systems STRUCTURE has many construction-specific features. STRUCTURE lets contractors view insurance cert...


50. SutiProcure

  • Best for: Small, medium and large size businesses
  • Price: starts at $100 per user/month
  • Feb 22, 2022
Compare SutiProcure Vs. e-Builder Enterprise

SutiProcure is a supply chain management solution for businesses of all sizes. It offers such services as order processing, inventory management, supplier management, invoicing, and others. The software was designed and launched by SutiSoft Inc headquartered in California, United States.


51. Explorer Eclipse

  • Best for: SMBs
  • Price: starts at $19,000 per license
  • Feb 22, 2022
Compare Explorer Eclipse Vs. e-Builder Enterprise

Explorer Eclipse is a construction management solution for businesses of all sizes. It offers such services as project management, HR management, materials handling, document management, and others. The software was designed and launched by Explorer Software Inc headquartered in British C...


52. Trimble AutoBid Mechanical

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 22, 2022
Compare Trimble AutoBid Mechanical Vs. e-Builder Enterprise

Trimble AutoBid Mechanical is a construction project management solution for small and medium businesses. Its capabilities include project management, estimating, accounting, and integration. The software was developed and launched by Trimble Navigation Limited Inc headquartered in Califo...


53. ProcurePort

  • Best for: Medium and large size businesses
  • Price: starts at $199 per month
  • Feb 22, 2022
Compare ProcurePort Vs. e-Builder Enterprise

ProcurePort is a web based electronic procurement management solution for businesses of all sizes. Its capabilities include catalog management, auction management, supplier management, and others. The software was designed and launched by Illinois, United States.


54. RFP360

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 26, 2022
Compare RFP360 Vs. e-Builder Enterprise

This is a supply chain management software designed in the cloud-based format mainly for teams to handle end-end proposals requests, and it runs on Mac OS, Linux, and Windows operating systems.



A Buyer's Guide to Business Software Solutions

How to Evaluate and Buy Business Software
 
If you’re somehow puzzled if this article is only for a specific size of business, no, it’s not. This is for you SMEs, MNEs and start-ups software buyers. Also, we’re not talking about a specific software solution here. Whether the software solution that you’re planning to buy is for Accounting, Business Intelligence, ERP, CRM, Help Desk, Maintenance Management or other types of application, one thing is for sure; with the help of this article, you will be able to know the right process in evaluating and buying a business software solution.
 
We’ve been into the software business for years and we’re seeing a lot of nitty-gritty things that often bring confusions and hesitations to many companies looking for better software solutions. Some companies can’t afford to let go their legacy systems while a few is encountering technological snags once the new system is in place. While this is the underlying truth behind software acquisition and implementation, what’s exciting about buying a business software solution is that there is a clear and obvious proof that thousands of companies and corporations today are happy with the benefits this technology is bringing into their respective businesses.  There is a significant increase in their revenue and the growth is on-going. And it’s easy to say; many from the Fortune 500 companies are making a lot of money because of their smartly-acquired business software.
 
So, let’s get straight to the point. What should you do in order to acquire that business software that could make your organization achieve its goals? The answer to this is pretty straightforward: evaluate and buy that right business software. Yes, that’s what you need to do and here’s the best manual from ITQlick.com that could certainly help you in doing that strategically.
 
Consider the Needs of Your Organization
Let’s assume that at this point, the entire management team agreed that you are ready to invest on a certain software application. The budget has been compromised and the key persons who will be involved in the acquisition process were already identified. Therefore, it’s time to approach things the project management way.
 
Define the Project
Every business software solution is categorized base on application type, features, deployment model, market size and pricing model. Remember that our objective here is to evaluate and buy a business software product that will fit into the size and present needs of your business. So what the project management team should try to deal with first is to define the real requirements of your business exactly base on the categories set by the software industry. Moreover, by doing this activity, you are already narrowing down your search for the right solution. Now, consider bringing this list of FAQs to the project management and aim to come up with clear-cut answers.
 
  1. What type of software is needed? Is it Integrated-Suite, Best-of-Breed or Industry-Specific? Ask your CEO’s main agenda and find the perfect match from these available options.
  2. What are the core and secondary features? Are you looking for basic, advanced or hi-end features? List down the specific features per category and allow the department managers and supervisors to give their insights on this list.
  3. How are you going to deploy the system? Would it be on-premise, cloud-based, hosted, or mobile-based? Weigh these options with the help of your CIO.
  4. Are you going for Tier 1, Tier 2 or Tier 3 vendors? Their offered solutions are base on the size of their target market - SMEs, MNEs or start-ups. Seek your CFO’s advice as it is important to match your financial capacity against the cost of the solution that the providers have for you.
  5. Are you willing to pay for the perpetuity software license or a subscription-based solution is way better? How many users are there and what would be their roles in using the system? Solicit feedbacks from future end users for they know better what challenges and risks might possibly come along their way when they’re using the system.
 
Finalize the BOM or List of Requirements
After providing definite answers on the above questions, we can say that the project has already been defined. Your procurement team is now ready to do their role in the acquisition process of this solution. However, in order for them to execute their job properly, they must have the complete list of requirements - features, specifications, hardware, and the software product. In other words, the Bill-of-Materials (BOM) that is final, complete and well-prepared must be handed over to the procurement director. Needless to say, it is very important that everybody is following the company purchasing and procurement protocols at all times.  
 
Request for Proposal (RFP)
The RFP process will bring everything into formality. Since you’re more likely in a line of business that doesn’t regularly buy software products, it is of critical importance that your RFP is well-structured before you send it to your prospect solution providers.
 
Draft the RFP
An RFP that contains all the relevant information as discussed during the project management meetings will enable the providers to return back to you their proposal that is complete and substantial. Therefore, your RFP should basically contain the following:
 
Brief Introduction
  • Company Name
  • Mission and Goals
  • Purpose of the RFP (or the need for software solution)
Business Background
  • Organizational Structure
  • Current Situation (IT infrastructure, system currently in-use, system issues and desired solutions, etc.)
  • Major Objectives of the Software Purchase
Request for Specific Requirements
  • Solution Functionality
  • System Specifications
  • Vendor Company Information
  • Price Model, Service Plans, Package Options
Other Important Inquiries (if necessary)
 
Send the RFP
Well-structured RFP will bring a lot of advantages especially when the proposals from various providers are received and then subjected for review and analysis. Send your RFP to at least three to five providers (or prospects which you have already shortlisted during the project definition phase). Depending on the complexity of the solution, most vendors will send their proposal in a matter of time, which could be around 4 to 6 weeks for Integrated-Suite solution.
 
Why still send RFP?
Is there really a need for RFP if your preferred solution (like cloud-based) and the service plans or packages are already displayed on the vendor’s website? Well, yes, you still need to undergo the RFP process. For most sales people, they certainly know that those figures appearing in the vendor’s website are usually the “list price” and not the “actual price”. More importantly, the vendor’s proposal (response to RFP) will serve as your main basis for the negotiation. Therefore, sending an RFP is a strict requirement.
 
Follow up questions relevant to RFP
More often than not, questions and concerns will be raised by the vendors to whom you send the RFP. You have to entertain them with utmost professionalism. Solution providers who are seeking further clarifications relevant to the RFP are consisting of professional software experts who wants to help your organization as much as they can. Entertain them but at the same time, always be cautious when providing additional information which you know is confidential or proprietary.
 
Evaluate the Proposals
Always refer to your finalized BOM when tabulating the contents of each proposal. Part of this process is to check the features that are available from this certain vendor and to cross out those that are not. While using spreadsheet aids the tabulation process, laying down the document proposals on the table and allowing your project management team to review them one by one should always be conducted. Evaluating the proposals in full force can help strengthen your decision-making process. Have another round of brain-storming session and come with the name of your preferred solution provider.
 
When selecting the final vendor, always promote the best interest of your organization. Consider answering these questions with full sincerity.
 
  1. Which vendor can provide the long-term benefits to your organization?
  2. Which vendor can provide the best and honest service from acquisition to full implementation?
  3. Which vendor is willing to devote most of its time in better serving its client?
 
Contact this solution provider and in your own strategic approach, try to get the answers to those three important questions above. In most cases, vendor who really wants to prove its craft will offer product demos on a higher level. Others will even invite you to check their already deployed and working systems. Feel free to connect with this type of vendor. Conduct simulation and testing, be it a cloud-based or on-premise solution. Examine all aspects and angles especially those that your project management team want to really know in-depth. For as long as it could help you arrive at a better decision, consider doing all the options available – for the interest of the organization.
 
Enter the Negotiation Process
Most solutions providers can be flexible in terms of pricing. Although the final say is oftentimes on the mouth of the sales person from the vendor’s side, a good negotiation process can always deliver a win-win situation to both parties involve. While negotiation sometimes cannot be settled in one sitting session, always be honest with your intentions whenever negotiating with your provider. If it’s about your budget, justify it with clarity. If it’s about their service plans, tell them what’s lacking or missing on their solution. At the end of the day, the most important event that should happen is that both of you are shaking hands because of a well done negotiation process.
 
Seal the Contract
So what are you going to do on a contract that involves a significant amount of investment? There are three project management approaches for this.
 
  1. Pass the ball to you legal team. They know what to do and more or less they will tell you if there is something wrong with the contract. Give them enough time to review before they affix their signature and then finally seal the contract.
  2. Hire a consultant base on the technical aspect that you want to clarify in the contract. If it’s the Scope of Work (SOW), a software implementation expert is the right person. If it is related to complex legal terms and conditions, a lawyer can help. If it has something to do with money, invite an accountant to conduct a thorough review and computation if necessary.
  3. Always consider consulting your project management team. Remember that the CIO, CFO and CEO are all team members. They will be the signatories and they know what’s best for the interest of the company when signing a contract agreement.
 
From evaluation to buying stage, it is important that the project manager must take full responsibility of monitoring all the works identified and distributed among team members. This is why delegating the right project manager is also an important consideration when buying a business software solution. And again, ITQlick.com wants to emphasize that whatever the size of your company is, using the project management approach will always lead you into a better outcome – that is getting what you paid for the right business software solution. 

Finding the right business software for your business
Proper business software selections are the precursor to successful deployment and business growth. Finding the right solutions doesnít have to be complicated, and it doesnít have to take days or weeks of your time.

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Auditor - Shlomi Lavi

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Shlomi Lavi is an entrepreneur and founder of ITQlick.com. He holds a Bachelor of Science (B.Sc.) in Information Systems Engineering from Ben Gurion University in Israel. Shlomi brings 17 years of global IT and IS management experience as a consultant and implementation expert for small, medium and large-sized (global) companies. Shlomi’s goal is to share the best knowledge and news about information systems so you can make smarter buying decisions for your business.