Top 54 Construction Project Management Software (May 2023)

2023's Best 55 Construction Project Management Systems

Shlomi LaviShlomi Lavi / May 23, 2023

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1. Autodesk Build

  • Best for: Small, medium and large size businesses
  • Price: starts at $700 per year
  • May 09, 2023
Compare Autodesk Build Vs. Autodesk Build

Autodesk Build is a project management software tool developed by Autodesk, a multinational software company. It is part of the Autodesk Construction Cloud suite of tools and is designed to help construction teams manage project data, workflows, and quality control.


2. Touchplan

  • Best for: Small, medium and large size businesses
  • Price: starts at $590 per month
  • May 09, 2023
Compare Touchplan Vs. Autodesk Build

Touchplan is a web-based construction software that has been designed to revolutionize the way construction projects are managed. The software is designed to help construction teams collaborate more efficiently and effectively, while also providing a range of tools to streamline project management.


3. Wrench SmartProject

  • Best for: Small, medium and large size businesses
  • Price: starts at $34.95 per month
  • May 09, 2023
Compare Wrench SmartProject Vs. Autodesk Build

Wrench SmartProject is a cloud-based construction management software developed by Wrench Solutions Pvt. Ltd. It is designed to help construction teams plan, execute, and track their projects in real-time. The software offers a range of features, including project planning and scheduling, resource m...


4. Projul

  • Best for: Small, medium and large size businesses
  • Price: starts at $4,788 per year
  • May 09, 2023
Compare Projul Vs. Autodesk Build

Projul is an all-in-one business management software that aims to streamline and simplify the day-to-day operations of contractors and small businesses. Whether you are a one-person operation or managing a team of employees, Projul provides an intuitive and user-friendly platform that can help you s...


5. Buildr

  • Best for: Small, medium and large size businesses
  • Price:
  • May 10, 2023
Compare Buildr Vs. Autodesk Build

Buildr is a leading construction customer relationship management (CRM) software that has been revolutionizing the construction industry since its establishment in 2015. Based in Austin, Texas, Buildr provides a comprehensive platform for managing the sales, project management, and customer relation...


6. JobTread

  • Best for: Small, medium and large size businesses
  • Price: starts at $159 per month
  • May 10, 2023
Compare JobTread Vs. Autodesk Build

JobTread is a powerful project management software designed for contractors in the construction industry. Established in 2010 in the vibrant city of San Francisco, California, the platform has been helping construction companies of all sizes streamline their operations and improve their bottom line ...


7. Glaass Pro

  • Best for: Small, medium and large size businesses
  • Price: starts at $9 per user/month
  • May 10, 2023
Compare Glaass Pro Vs. Autodesk Build

Glaass Pro is a cloud-based construction project management software solution offered by Glaass Pty Ltd. It is designed to help construction companies of all sizes manage their projects more efficiently and effectively. Glaass Pro offers a range of features that make it a powerful tool for construct...


8. Sablono Platform

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 14, 2023
Compare Sablono Platform Vs. Autodesk Build

Sablono is a cloud-based project management platform for construction projects. The platform uses a combination of Building Information Modeling (BIM) and Lean Construction principles to help construction project teams to plan, manage, and track their projects in real-time.


9. Fonn

  • Best for: Small, medium and large size businesses
  • Price: starts at $399 per month
  • May 10, 2023
Compare Fonn Vs. Autodesk Build

Fonn is a cloud-based construction management software that offers a range of project management solutions to the construction industry. It provides construction teams with a centralized platform to manage projects more efficiently and improve collaboration among team members.


10. HeadLight Fieldbook

  • Best for: Small, medium and large size businesses
  • Price:
  • May 10, 2023
Compare HeadLight Fieldbook Vs. Autodesk Build

HeadLight Fieldbook is a mobile inspection and construction management software application developed by HeadLight Technologies Inc. It is designed to help transportation and construction professionals streamline their inspection and reporting workflows, reduce errors, and improve project communicat...


Pricing Guide - Construction Project Management Software:

Construction Software Price Range

Most construction software in the market are priced on a per-user, per-month basis, although the terms are flexible, depending on the need of an organization. The price points for construction software can be divided into three tiers, and the price ranges for each respective tier are $0 to $20, $20 to $100, and $100 above. For instance, FINALCAD pricing starts from $55 per user monthly, EZOfficeInventory pricing from $35 per user monthly, and Adoddle costs about $25 per user monthly.

Meanwhile, some construction software are priced per year, while others have perpetual licenses that can be bought with a one-time fee. For example, ConstructionOnline is priced at $2,400 per year and Contactors Office cost price is around $700 per year.

In addition, construction software vendors adjust their prices to fit different business sizes, while others specifically serve some business sizes.

  • Small Businesses can expect to pay between $5 to $15 for a construction software product. This price range is for the entry-level offerings for small businesses as found on some vendors websites. For example, OpenProject BIM Edition pricing starts from around $5 per user monthly, Site Diary from $10 per user monthly, and PayPanter from $29 per month for two user accounts.
  • Medium Businesses can expect to pay prices that fall between $20 to $45 for a business software. The number of users on each given package can also influence the price of this software. For example, Praesto AE pricing starts from $35 per month, BrickControl from $29 per user monthly, and Pruvan cost price falls around $35 per month.
  • Large Businesses can expect to pay between $120 to $350 and $350 to $1,500 for a construction software per month, although many vendors do not disclose their pricing and would rather have an understanding of the need of a large organization to conclude on pricing. Sometimes, the offering for large businesses usually includes more than one user account. For example, ImproveIt 360 cost price starts from around $150 per month, Onware pricing sits around $500 per month and Aidi from $1,200 per month for unlimited users and projects.

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

  • Construction CRM Software The pricing for most construction CRM software in the market are set on a per user, per month basis. The price ranges are between $12 and $50 upwards. For instance, Projul pricing starts from around $50 per month, JobNimbus from $25 per user monthly, and Project SaleArchiver from around $47 per month. These price ranges correlate mostly with the starting offerings from each vendor; thus, premium or enterprise plans with more features will cost more, depending on the number of users.
  • Architecture Software The price ranges for architecture software in the market usually fall between the range of $100 to $500, $500 to $2500, and $2,500 upwards and they are set on a per-user, per-month basis. For example, SketchUp pricing starts from around $300 per user yearly, Revit from $3,000 per user yearly, and nanoCAD costs about $150 per user, per year.
  • Construction Accounting Software Most construction accounting products have perpetual licenses that can be bought with one-time fees. However, there are others with monthly plans. The price ranges for perpetual licences are $3,000 to $6,000 and $6,000 to $35,000. For example, STRUCTURE costs around $17,000, Jonas Enterprise around $30,000, and Ventus cost price is up to $5,000. On the other hand, CoreCon, for example, is a construction accounting software which costs $60 per month.
  • Construction Estimating Software Construction companies can expect to pay within the price ranges of $80 to $180, $180 to $1,200, and $1,200 above for a construction estimating software. Most products are priced per year. For example, RsMeans Data Online pricing starts from $240 per year, ProEst from $5,000 per year, and Square Takeoff from $800 per user yearly.
  • Home Builder Software Most home builder products in the market are priced on a per user, per month basis. The price ranges are $25 to $60, $60 to $150, and $150 above per month. For example, Cedreo pricing starts from $79 per user monthly, Contactor Foreman from $50 per user monthly, and BuildTools from $200 per month for three user accounts.

11. LetsBuild

  • Best for: Small, medium and large size businesses
  • Price: starts at $20 per user/month
  • Apr 15, 2023
Compare LetsBuild Vs. Autodesk Build

LetsBuild is a cloud-based construction management software designed to help contractors, engineers, and construction professionals manage their projects more efficiently. The platform offers a range of features including project planning, scheduling, task management, progress tracking, document man...


12. Kahua

  • Best for: Small, medium and large size businesses
  • Price:
  • May 11, 2023
Compare Kahua Vs. Autodesk Build

Kahua is a cloud-based construction project management platform that has taken the construction industry by storm. Established in 2009 in the bustling city of Alpharetta, Georgia, Kahua has grown to become one of the leading project management tools in the industry. The platform is designed to help ...


13. Mobilengine

  • Best for: Small, medium and large size businesses
  • Price:
  • May 11, 2023
Compare Mobilengine Vs. Autodesk Build

Mobilengine is a mobile workflow automation platform that enables businesses to digitize and automate their workflows, forms, and documents. The platform is designed to help businesses streamline their operations, increase productivity, and reduce errors by automating repetitive tasks and providing ...


14. Pype AutoSpecs

  • Best for: Small, medium and large size businesses
  • Price:
  • May 11, 2023
Compare Pype AutoSpecs Vs. Autodesk Build

Pype AutoSpecs is a powerful construction project management software that helps general contractors and subcontractors automate the tedious process of project specifications review. It was established in 2015 in Washington, D.C., and has since grown to become a leading software solution for the con...


15. QuickReach Steer

  • Best for: Small, medium and large size businesses
  • Price: starts at $50 per user/month
  • May 11, 2023
Compare QuickReach Steer Vs. Autodesk Build

QuickReach Steer is a business process automation platform that uses artificial intelligence (AI) and machine learning (ML) to help businesses automate their workflows and processes. The platform is designed to simplify business processes by automating repetitive tasks, reducing errors, and improvin...


16. Contruent Enterprise

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 17, 2023
Compare Contruent Enterprise Vs. Autodesk Build

Contruent Enterprise is a project management software solution designed to help organizations manage their project portfolios, costs, contracts, and resources more efficiently. It is a powerful tool for any organization looking to streamline its project management processes and improve its overall p...


17. C-SITE

  • Best for: Small, medium and large size businesses
  • Price:
  • May 12, 2023
Compare C-SITE Vs. Autodesk Build

C-SITE is a leading security and monitoring company that provides solutions for construction sites. The company specializes in providing a range of services, including the installation and maintenance of surveillance cameras, access control systems, and alarm systems for construction sites.


18. Estimate Rocket

  • Best for: Small, medium and large size businesses
  • Price: starts at $69 per month
  • May 12, 2023
Compare Estimate Rocket Vs. Autodesk Build

Estimate Rocket is a cloud-based business management software designed specifically for contractors and home service businesses. It offers features such as estimating, invoicing, project management, and scheduling to help contractors streamline their operations and improve their efficiency.


19. MiTek® Management

  • Best for: SMBs
  • Price:
  • May 12, 2023
Compare MiTek® Management Vs. Autodesk Build

MiTek® Management is a software solution designed to help businesses manage their construction projects more efficiently. The software is targeted towards construction companies, contractors, and builders who are looking for ways to streamline their project management processes.


20. Part3

  • Best for: Small, medium and large size businesses
  • Price: starts at $125 per seat/month
  • May 12, 2023
Compare Part3 Vs. Autodesk Build

Part3 is a Canadian software company that offers a comprehensive construction administration solution for managing construction projects, contracts, and documents. The company was established in 2011 in Vancouver, British Columbia, and has since grown to become a leader in the construction software ...


21. PCS Project Manager

  • Best for: Small, medium and large size businesses
  • Price: starts at $59 per month
  • May 12, 2023
Compare PCS Project Manager Vs. Autodesk Build

PCS designs and builds technology solutions for the Architecture, Engineering, and Construction (AEC) markets. Our flagship product, PCS for Construction, is a purpose built solution for construction companies to manage and control their project seamlessly online and ensure projects are built using...


22. ScheduleReader

  • Best for: Small, medium and large size businesses
  • Price: starts at $199 per year
  • Apr 30, 2023
Compare ScheduleReader Vs. Autodesk Build

ScheduleReader is a software application designed to help project management professionals view and analyze project data from popular project management software such as Primavera P6, Microsoft Project, and Asta Powerproject. It allows users to display project plans and schedules in various ways, in...


23. SuperWise™

  • Best for: Small, medium and large size businesses
  • Price:
  • May 12, 2023
Compare SuperWise™ Vs. Autodesk Build

SuperWise™ is a cutting-edge artificial intelligence (AI) platform designed to help businesses streamline their operations and make data-driven decisions. Founded in 2018 in Bangalore, India, SuperWise™ has quickly gained a reputation as one of the leading AI-powered solution providers in the region...


24. Buildern

  • Best for: Small, medium and large size businesses
  • Price: starts at $199 per month
  • May 12, 2023
Compare Buildern Vs. Autodesk Build

Buildern is a construction management software that offers a wide range of tools to help builders, contractors, and subcontractors manage their construction projects. The platform is designed to streamline the construction management process by providing a centralized hub for all construction-relate...


25. COOR

  • Best for: Small, medium and large size businesses
  • Price:
  • May 12, 2023
Compare COOR Vs. Autodesk Build

Coor is a cloud-based project management software that has been making waves in the construction industry. This innovative platform provides a variety of tools that can help construction project teams manage their projects more efficiently and effectively.


26. CxPlanner

  • Best for: Small, medium and large size businesses
  • Price: starts at $220 per month
  • May 12, 2023
Compare CxPlanner Vs. Autodesk Build

CxPlanner is a software development company based in Denmark that provides workforce management and planning solutions for businesses. Founded in 2016, the company has quickly become a go-to platform for businesses seeking to optimize their workforce planning processes and increase productivity.


27. Ezelogs

  • Best for: Small, medium and large size businesses
  • Price: starts at $8 per user/month
  • May 12, 2023
Compare Ezelogs Vs. Autodesk Build

Ezelogs is an innovative construction project management software developed by Qrishi Network, designed to help construction teams streamline their project management processes and improve efficiency. Established in 2016, in Los Angeles, California, Ezelogs has quickly gained popularity among constr...


28. Hubble.Build

  • Best for: Small, medium and large size businesses
  • Price:
  • May 12, 2023
Compare Hubble.Build Vs. Autodesk Build

Hubble.Build is a cloud-based software solution that is designed to help businesses in the construction industry streamline their operations and gain greater visibility into their projects. It offers a range of features that enable users to track project costs, manage budgets, monitor progress, and ...


29. K-Ops

  • Best for: Small, medium and large size businesses
  • Price: starts at $299 per month
  • May 13, 2023
Compare K-Ops Vs. Autodesk Build

K-Ops is a cutting-edge technology company that provides innovative solutions for businesses looking to streamline their operations and increase their efficiency. Founded in 2018, in the bustling city of San Francisco, California, K-Ops has quickly become a leader in the field of operational technol...


30. Procore Workforce Planning

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 30, 2023
Compare Procore Workforce Planning Vs. Autodesk Build

The Workforce Planning tool at the Company level is Procore construction workforce management solution that provides real-time insight into your workforce availability and skill set with a centralized scheduling and communication hub. From general and specialty contractors to big and small construct...


31. ManagePlaces

  • Best for: SMBs
  • Price: starts at $28 per user/month
  • May 13, 2023
Compare ManagePlaces Vs. Autodesk Build

ManagePlaces is a cloud-based project management and collaboration platform designed to help businesses streamline their operations and improve productivity. The platform was established in 2013 and is based in the bustling city of London, UK.


32. O3 Solutions

  • Best for: Small, medium and large size businesses
  • Price:
  • May 14, 2023
Compare O3 Solutions Vs. Autodesk Build

O3 is a modern SaaS platform that leverages Agile and Advanced Work Packaging methods to disrupt the status quo for companies in industrial construction who want to improve productivity, safety, quality, and predictability.


33. OROCON

  • Best for: Small, medium and large size businesses
  • Price:
  • May 15, 2023
Compare OROCON Vs. Autodesk Build

Orocon is a cloud-based construction management software designed for the Polish construction industry. The platform offers a range of features to help construction companies manage their projects from start to finish, including project scheduling, budget tracking, resource management, team collabor...


34. Worksmatic

  • Best for: Small, medium and large size businesses
  • Price: starts at $5 per user/month
  • May 15, 2023
Compare Worksmatic Vs. Autodesk Build

Worksmatic is a dynamic construction management company that has been providing comprehensive project management solutions to clients across Bristol, England, since 2015. The company is designed to provide a range of services for both private and public clients, ensuring that each project is deliver...


35. ZAAR

  • Best for: Small, medium and large size businesses
  • Price: starts at $11 per month
  • May 15, 2023
Compare ZAAR Vs. Autodesk Build

ZAAR Technologies is a cutting-edge software company that has revolutionized the construction industry. Founded in 2016 in Chennai, Tamil Nadu, ZAAR has quickly made a name for itself as one of the most innovative providers of web and mobile applications for construction management.


36. 3PM: Construction

  • Best for: Small, medium and large size businesses
  • Price:
  • May 15, 2023
Compare 3PM: Construction Vs. Autodesk Build

3PM: Construction software is a cloud-based platform that helps construction companies manage their projects from start to finish. The software includes features such as project scheduling, document management, risk management, and cost tracking. It also provides real-time updates on project progres...


37. Albi

  • Best for: Small, medium and large size businesses
  • Price: starts at $60 per user/month
  • May 15, 2023
Compare Albi Vs. Autodesk Build

Albi is a software solution designed specifically for the restoration and construction industries, provided by a company called Albiware. The software offers various tools and features to help contractors and restoration professionals streamline their workflow and manage projects more efficiently.


38. Archezy

  • Best for: Small, medium and large size businesses
  • Price:
  • May 15, 2023
Compare Archezy Vs. Autodesk Build

Archezy IT Solutions Pvt Ltd is a dynamic and innovative information technology (IT) company that offers a wide range of services to businesses across various industries. The company was founded with the vision of providing world-class IT solutions to clients worldwide, and since its inception, it h...


39. BuildBook

  • Best for: Small businesses and start ups
  • Price: starts at $79 per month
  • May 15, 2023
Compare BuildBook Vs. Autodesk Build

BuildBook is a construction management software designed to streamline communication and project management for construction teams. The software was developed to meet the needs of construction professionals, builders, contractors, and remodelers. Whether it is a small or large construction project, ...


40. Builderhead

  • Best for: Small, medium and large size businesses
  • Price: starts at $65 per user/month
  • May 15, 2023
Compare Builderhead Vs. Autodesk Build

Builderhead is an innovative construction management platform that helps construction professionals streamline their workflows and improve project efficiency. Established in 2019 in the vibrant city of Helsinki, Finland, Builderhead has quickly become a go-to tool for construction companies looking ...


41. BuildEye

  • Best for: Small, medium and large size businesses
  • Price: starts at $220 per project/month
  • May 15, 2023
Compare BuildEye Vs. Autodesk Build

BuildEye is a Belgian-based construction management software that provides a unique solution to the challenges of managing construction projects. Established in 2015, BuildEye is an innovative platform that has been designed to help construction professionals and property owners streamline their pro...


42. CATPlan

  • Best for: Small, medium and large size businesses
  • Price:
  • May 15, 2023
Compare CATPlan Vs. Autodesk Build

CATPlan is a cloud-based construction collaboration platform that allows project teams to manage their construction projects online. The platform offers a range of features to help construction professionals manage various aspects of their projects, including document management, project scheduling,...


43. Cleverdesk

  • Best for: Small, medium and large size businesses
  • Price: starts at $162 per 5 users/month
  • May 15, 2023
Compare Cleverdesk Vs. Autodesk Build

Cleverdesk is an innovative construction ERP software designed to help businesses in the construction industry manage their operations more efficiently. Established in 2017 in Rotterdam, the Netherlands, Cleverdesk has quickly become a leading software solution for construction businesses looking to...


44. Cloudcon

  • Best for: Small, medium and large size businesses
  • Price:
  • May 16, 2023
Compare Cloudcon Vs. Autodesk Build

Cloudcon is a construction project management software designed for the Australian market. The software aims to streamline the construction process by providing features such as project scheduling, document management, site diaries, and progress reporting. It is cloud-based, which means that users c...


45. CommittedCost

  • Best for: Small, medium and large size businesses
  • Price:
  • May 22, 2023
Compare CommittedCost Vs. Autodesk Build

CommittedCost is a web-based software solution designed to help construction companies manage their costs and project expenses. The software is described as a user-friendly, cloud-based system that can be accessed from anywhere, on any device. It provides real-time information about project budgets,...


46. ConDoc

  • Best for: Small, medium and large size businesses
  • Price: starts at $300 per month
  • May 22, 2023
Compare ConDoc Vs. Autodesk Build

ConDoc is an innovative construction management software designed to streamline the construction process and improve project management. It is a cloud-based platform that enables construction teams to collaborate effectively, manage project documentation, and monitor project progress from a central ...


47. CONSTROMAN

  • Best for: Small, medium and large size businesses
  • Price:
  • May 22, 2023
Compare CONSTROMAN Vs. Autodesk Build

CONSTROMAN is a cutting-edge construction management software that has revolutionized the way construction projects are managed. It is a cloud-based platform that is designed to help construction companies streamline their operations, improve collaboration between teams, and increase overall efficie...


48. ConstructFlow

  • Best for: Small, medium and large size businesses
  • Price: starts at $249 per month
  • May 22, 2023
Compare ConstructFlow Vs. Autodesk Build

ConstructFlow is a low-code workflow automation platform that helps businesses automate their processes and increase productivity. The platform offers an intuitive, visual interface for building workflows, making it easy for users to automate tasks, integrate with other tools, and manage data and no...


49. Corfix

  • Best for: Small, medium and large size businesses
  • Price:
  • May 23, 2023
Compare Corfix Vs. Autodesk Build

Corfix Construction Management Software is a powerful tool that helps construction companies manage all aspects of their projects, from bidding and estimating to project management and accounting. It is designed to streamline workflows, improve communication, and increase efficiency across all areas...


50. CrewBuilder

  • Best for: Small, medium and large size businesses
  • Price:
  • May 23, 2023
Compare CrewBuilder Vs. Autodesk Build

CrewBuilder.io is a web-based project management software designed specifically for construction companies. It provides tools for managing projects, scheduling tasks, tracking time and expenses, and communicating with team members and clients. The platform is built to help construction companies str...


51. Cube

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 30, 2023
Compare Cube Vs. Autodesk Build

Cube can help your entire business process through tendering, planning, budgeting, plan-execution, monitoring, measuring, reviewing, and reporting. It drives important and timely information to your desktops and devices enabling your team members and your partners to collaborate and make better-info...


52. DataStreet

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 30, 2023
Compare DataStreet Vs. Autodesk Build

DataStreet is a cloud-based data management platform that has been helping businesses centralize their data from multiple sources, transform it, and analyze it to gain valuable insights.


53. E7

  • Best for: Small, medium and large size businesses
  • Price: starts at $250 per month
  • May 23, 2023
Compare E7 Vs. Autodesk Build

E7 is a version of Bentley Systems software called "MicroStation". MicroStation is a computer-aided design (CAD) software used for 2D and 3D design and drafting. Bentley Systems is a global software company that specializes in software solutions for infrastructure projects such as buildings, roads, ...


54. Easyplan

  • Best for: Small businesses and start ups
  • Price: starts at $588.29 per year
  • May 23, 2023
Compare Easyplan Vs. Autodesk Build

Easyplan is a user-friendly software solution designed to help architects, builders, and homeowners in the planning and design of building projects. Established in 2018 by Elecosoft, a leading provider of digital solutions for the construction industry, Easyplan is headquartered in London, UK, and h...



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. 

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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.