Top 54 Ticket Management Software (Sep 2023)

2023's Best 55 Ticket Management Systems

Shlomi LaviShlomi Lavi / Sep 28, 2023

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1. Mhelpdesk

  • Best for: Small businesses and start ups
  • Price: starts at $374 per 10 users/month
  • Mar 09, 2022
Compare Mhelpdesk Vs. Mhelpdesk

MHelpdesk is a web-based field service management that systematizes requests, customer data, billings and reports. It takes pride in providing complete visibility to field staff all in one place. MHelpdesk is developed by the company of the same name. It was released in 2007 and is headed by Ry...


2. Freshdesk

  • Best for: Small, medium and large size businesses
  • Price: starts at $15 per agent/month
  • Mar 09, 2022
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Freshdesk is a cloud based help-desk system designed to ensure good customer relations between and an organization and its clients. The solution core features include ticketing, collaboration and automations.


3. Zoho Support

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $12 per user/month
  • Mar 09, 2022
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Zoho Desk is a cloud-based help desk solution designed to cater to businesses of all sizes. Some of its core features include customer support portal, contract management, and report creation.


4. SolarWinds

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $19 per technician/month
  • Dec 11, 2022
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SolarWinds Help-desk is cloud-based help-desk and customer service solution designed for businesses of any size. The solution features include change management, IT asset management and incident management and more.


5. Hippo CMMS

  • Best for: Small, medium and large size businesses
  • Price: starts at $35 per user/month
  • Feb 28, 2023
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Hippo CMMS software is a cloud-based CMMS, maintenance, and building maintenance management solution designed for businesses of all sizes. Some of its key features include work-order software, preventive maintenance, equipment maintenance, and facility and inventory management solutions.


6. Zendesk

  • Best for: Small, medium and large size businesses
  • Price: starts at $49 per agent/month
  • Sep 28, 2023
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Zendesk is a SaaS and a cloud-based customer service software that help the user to manage customers. The solution enables the user to build more meaningful productive as well as personal relationships with customers.


7. zendesk talk

  • Best for: Small, medium and large size businesses
  • Price: starts at $49 per user/month
  • Mar 18, 2022
Compare zendesk talk Vs. Mhelpdesk

Zendesk Talk is a VoIP call center software designed to help companies talk directly to their customers and provide personalized solutions to every issue they face. Being an integrated solution, Zendesk Talk enables users to manage voice in the same workspace and other channels.


8. JIRA Service Desk

  • Best for: Small, medium and large size businesses
  • Price: starts at $7.50 per user/month
  • Jun 22, 2022
Compare JIRA Service Desk Vs. Mhelpdesk

JIRA Service Desk is a helpdesk software developed by Atlassian Cloud. JIRA Service Desk is mainly utilized by its users as the main issue tracking tool. This software is also a major component in the management of software bugs. This software allows IT staffs to work efficiently in handling custome...


9. TeamSupport

  • Best for: Small, medium and large size businesses
  • Price: starts at $49 per agent/month
  • Jun 30, 2022
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TeamSupport is a cloud-based customer service and help-desk solution which is designed for business to business. Some of its primary features include omnichannel support, task management, and SLA management.


10. CMDBuild

  • Best for: Medium and large size businesses
  • Price: Has a free version
  • Apr 23, 2022
Compare CMDBuild Vs. Mhelpdesk

CMDBuild is a growing cloud-based Asset management software, it is designed to support medium and large size business. CMDBuild received a rating of 4.1 from ITQlick team. The software cost is considered average (3/5) when compared to other solutions in their category.


Pricing Guide - Ticket Management Software:

Customer Relationship Management (CRM) Software Price Range

Most CRM software in the market are priced on a per-user, per-month basis; hence, businesses can expect to pay between the range of $10 to $200 per user monthly. There are also some CRM products with yearly pricings and others with perpetual licenses.

The above price range depends on the sophistication of the CRM products feature-wise, as well as the number of user accesses or accounts paid for. Some CRM software within the above price ranges are Zendesk Sell, which starts from $19 monthly per user, FreeAgent CRM pricing starts from $25 monthly per user, and GreenRope costs between $149 for up to 1,000 contacts to $699 for up to 50,000 contacts.

In addition, CRM products target different sizes of organizations, and their price ranges are as follows:

  • Small Businesses can expect to pay between the range of $10 to $25 for CRM software. The prices are set on a per user per month basis. For example, Zoho CRM costs $12 per user per month, Fresh Sales costs $13 per user, per month, and Copper pricing starts $19 per user per month. In addition to this, some products offer small businesses very basic packages which can be gotten for free.
  • Medium Businesses can expect to pay between $25 to $50 for CRM software. While most products for medium-sized businesses are priced on a per user, per month basis, the number of employees or registered users will determine the prize of the software per user. For example, Hubspot costs up to $30 per user monthly but $50 monthly for two users. Others are Benchmark ONE, which costs $40 monthly per user, and Skynamo, which is priced at $46 per user monthly.
  • Large Businesses can expect prices that fall within $50 to $200 for CRM products. CRM offerings for large business organizations typically come with more features; hence, there may be separate fees for installation, setup, or training. Some CRM software within this tier are FreeAgent CRM, which costs $130 price monthly per user; GreenRope costs between $149 for up to 1,000 contacts to $699 for up to 50,000 contacts , and Quick Base pricing falls around $500 monthly for a number of users.

CRM best of breeds and their price ranges are as follows:

  • Marketing Automation Software Marketing automation products can be divided into three tiers, each carrying prices that range from $0 to $19, $19 to $50, and $50 upwards, respectively. For instance, Active Campaign pricing starts from $15 monthly per user, Hubspot Marketing Automation costs up to $50 per user monthly, and Integrated Marketing Portal pricing is around $50 per user monthly.
  • Lead Management Software The pricing for Lead management products in the market usually varies between $11 and $60 upwards. These price ranges depend on the level of the products offerings and the number of registered users per month. For example, SalesExec pricing starts from $65 per user monthly, Salesforce Essentials costs around $25 per user monthly, and Lead Capsule pricing starts from around $500 per month for a number of years.
  • SalesForce Automation Software SalesForce automation products pricing ranges from $13 to $50 upwards, depending on the level of their offerings and the number of registered accounts per month. The prices are set per user, per month; hence, SAA software pricing like Really Simple System starts from $14 per user monthly, Pepperi pricing is around $48 per user monthly, and Cliently costs up to $39 per user per month.
  • Contact Management Software Most contact management products in the market are priced on a per month basis, and there are typically set limits to the number of contacts each user can manage on the software. Depending on the level of offers, prices may fall between $0 to $14, $14 to $25, and $25 to $400. For example, Infloflo pricing starts from around $100 per month, DejaOffice PC CRM costs up to $50 monthly, and AirTable pricing starts from $14 per month.
  • Email Marketing Software Email marketing products are priced per month, and there are usually limits on the number of subscribers or emails for each user monthly. The prices range from $0 and $30 upwards, depending on the package level. For example, Constant Contact pricing starts from $20 per month, SendinBlue pricing starts from $25 per month, and Campaigner costs around $19 per month.

11. Deskero

  • Best for: Small, medium and large size businesses
  • Price: starts at $9 per agent/month
  • May 14, 2022
Compare Deskero Vs. Mhelpdesk

Deskero software is a cloud-based help desk management platform built for all scopes of businesses. The primary features of Deskero software include advance ticketing, social & chart, custom style, productivity & reporting, public portal, total integration, and perfect security.


12. InvGate Service Desk

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 30, 2022
Compare InvGate Service Desk Vs. Mhelpdesk

InvGate Service Desk is a SaaS-based Field Service software that enables managers to handle a support team, from self-service through phone and email support services.


13. ConnectWise Distribution

  • Best for: Small, medium and large size businesses
  • Price: starts at $24 per user/month
  • Apr 25, 2022
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ConnectWise Distribution is a procurement and inventory management solution for businesses of all sizes. It offers assistance in such aspects as purchasing, receiving, product lifecycle management, and others. The software was designed and launched by ConnectWise headquartered in Florida...


14. Backlog

  • Best for: Small businesses and start ups
  • Price: starts at $35 per month
  • May 16, 2022
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Backlog is a cloud based online project management and issue tracking solution that is designed for developers who are working as a team.


15. YouTrack

  • Best for: Small, medium and large size businesses
  • Price: starts at $3.67 per user/month
  • May 21, 2022
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YouTrack is a web based project management solution for businesses of all sizes. It offers such capabilities as email integration, bug tracking, project planning, and others. The software was designed and launched by JetBrains headquartered in Czech Republic.


16. Help Sumo

  • Best for: Small, medium and large size businesses
  • Price: starts at $19 per agent/month
  • May 21, 2022
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Help Sumo is a cloud-based Help Desk software that assists agents and managers in handling a ticketing system with links to various departments within the organization.


17. OTRS

  • Best for: Small businesses and start ups
  • Price: starts at $10 per agent/month
  • May 17, 2022
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OTRS is a service management software designed for companies to aid resource planning, facilitate real-time information, boost optimal security, and ensure maximal flexibility.


18. test IO

  • Best for: Small, medium and large size businesses
  • Price: starts at $2,000 per feature/month
  • May 23, 2022
Compare test IO Vs. Mhelpdesk

This app is all about crowd testing. Professionals are called upon because of their innate skills and great judgment calls. Because of the streamlined features, users have a very easy time applying and using test IO. The curiosity of great testers is ignited by this app and it leads them to become i...


19. Enterprise Service Desk

  • Best for: Small, medium and large size businesses
  • Price: starts at $10 per technician/month
  • May 22, 2022
Compare Enterprise Service Desk Vs. Mhelpdesk

ServiceDesk Enterprise edition was first developed by Manage Engine. It features an easy-to-use, intuitive and comprehensive IT helpdesk software. This program is designed to be used by the IT support teams in a business in order to formulate, advance and enhance the services. The enterprise edition...


20. BOSS Support Central

  • Best for: SMBs
  • Price: starts at $19 per user/month
  • Jun 10, 2022
Compare BOSS Support Central Vs. Mhelpdesk

BOSS Support Central is an integrated IT support management (ITSM) system that helps manage a company’s IT customer support services. The suite of services include IT Service Desk, Asset Management and Lifecycle Management. Users can choose between on-premises installation or a cloud-based solution....


21. ITRP

  • Best for: Medium and large size businesses
  • Price: starts at $29.99 per month
  • Dec 13, 2022
Compare ITRP Vs. Mhelpdesk

ITRP is a help desk and customers support service solution for small and medium businesses. It also offers faster information access and efficient administrative capabilities. The software was designed and launched by ITRP Institute headquartered in California, United States.


22. Richmond ServiceDesk

  • Best for: Small, medium and large size businesses
  • Price: starts at $35 per agent/month
  • Jun 08, 2022
Compare Richmond ServiceDesk Vs. Mhelpdesk

Richmond Service Desk by Richmond Systems is developed to help users achieve greater customer experience. This software is fully customizable and comes with the top-of-the-line .Net technologies. With this tool, users will have easy time viewing assets, rating incidents, viewing the closed requests ...


23. Tele-Support HelpDesk

  • Best for: Small, medium and large size businesses
  • Price: starts at $395 per license
  • Jun 21, 2022
Compare Tele-Support HelpDesk Vs. Mhelpdesk

The Tele-Support HelpDesk is an on-premise system for Help Desk Management. The suite of services offers inquiry tracking, call forwarding, escalation and task management. It has reporting functions which helps monitor for time spent by staff, customer, product or category. As an on-premise solution...


24. Faveo HELPDESK

  • Best for: Small businesses and start ups
  • Price: starts at $691 per license
  • Jun 20, 2022
Compare Faveo HELPDESK Vs. Mhelpdesk

Faveo Helpdesk is an open-source web-based help desk software that assists agents in utilizing a search feature for tools and content and creating URLs visible on search engines.


25. DevTrack

  • Best for: Small, medium and large size businesses
  • Price: starts at $20 per user/month
  • Jun 21, 2022
Compare DevTrack Vs. Mhelpdesk

DevTrack can lead anyone to make better software applications. It allows users to work with multiple people, clients, projects and teams. One of the features that teams favor is task planning and resource through Gantt. It also captures the progress of projects and the tasks at hand. It allows users...


26. KronoDesk

  • Best for: Small, medium and large size businesses
  • Price: starts at $24 per user/month
  • Jun 24, 2022
Compare KronoDesk Vs. Mhelpdesk

KronoDesk is a helpdesk software that can includes customer support forums, ticketing and online knowledge base support in one single solution. Users can provide personalized dashboard for both your support personnel and customers. Inflectra, the company behind KronoDesk, is known for helping compan...


27. Startly

  • Best for: Small, medium and large size businesses
  • Price: starts at $10 per user/month
  • Apr 15, 2023
Compare Startly Vs. Mhelpdesk

Startly Project Management Software is a cutting-edge tool designed to simplify project management for businesses of all sizes. Whether you are a small startup or a large corporation, Startly has got you covered with its comprehensive range of features and intuitive user interface.


28. Capacity

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 12, 2022
Compare Capacity Vs. Mhelpdesk

Capacity is a helpdesk software that helps businesses automate processes, helpdesk and decisions in real-time. The software helps businesses to improve employee engagement with emails, tickets, phone calls and shoulder taps.


29. iSupport

  • Best for: SMBs
  • Price: starts at $699 per license
  • Jul 25, 2022
Compare iSupport Vs. Mhelpdesk

iSupport is a help desk software for the customer support and IT help desk needs of your business. The software provides reliable solutions to deal with the customer support service of expanding businesses. It was designed by iSupport Software headquartered in Washington, United States.


30. Kaseya BMS

  • Best for: Small, medium and large size businesses
  • Price: starts at $25 per user/month
  • Jul 31, 2022
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Kaseya BMS software is a cloud-based IT business management solution designed to help companies deliver their valued products and services.


31. nanorep

  • Best for: Small, medium and large size businesses
  • Price: starts at $490 per month
  • Jul 28, 2022
Compare nanorep Vs. Mhelpdesk

nanoRep is a web based help desk and CRM solution for businesses of all sizes. It offers such capabilities as automatic routing, customer database, self-service portal, and others. The software was designed and launched by nanoRep headquartered in Israel.


32. ServiceWise

  • Best for: Small, medium and large size businesses
  • Price: starts at $20 per month
  • Aug 02, 2022
Compare ServiceWise Vs. Mhelpdesk

ServiceWise is a help desk management solution for businesses of all sizes. Its capabilities include customer survey, email integration, ITIL compliance, and others. The software was designed and launched by TechExcel headquartered in California, United States.


33. SherpaDesk

  • Best for: SMBs
  • Price: starts at $39 per agent/month
  • Aug 06, 2022
Compare SherpaDesk Vs. Mhelpdesk

SherpaDesk is a cloud-based customer relationship management which is designed to work in businesses of all sizes starting from small-sized companies, medium-sized companies, and large enterprises.


34. BMC Track-It!

  • Best for: SMBs
  • Price: starts at $995 per license
  • Aug 02, 2022
Compare BMC Track-It! Vs. Mhelpdesk

BMC Track-It! is an IT help desk software that can help users everything they need to get complete control of their asset management and help desk. The module-structured software offers everything you need for managing your IT help desk starting from knowledge base solutions to software license mana...


35. TeamHeadquarters

  • Best for: SMBs
  • Price: starts at $28 per user/month
  • Aug 06, 2022
Compare TeamHeadquarters Vs. Mhelpdesk

TeamHeadquarters is a project management software designed as an integrated help desk and project management platform where businesses can improve customer satisfaction.


36. JIRA Core

  • Best for: Small, medium and large size businesses
  • Price: starts at $7.50 per user/month
  • Sep 29, 2022
Compare JIRA Core Vs. Mhelpdesk

JIRA Core is a cloud-based and on-premise task and project management software solution designed for business teams. Some of its core features include task details, business project templates, reports & dashboard, power search and notifications and more.


37. NetHelpDesk

  • Best for: Small, medium and large size businesses
  • Price: starts at $33.11 per agent/month
  • Sep 20, 2022
Compare NetHelpDesk Vs. Mhelpdesk

Nethelpdesk, now HaloITSM, is an ITSM software designed to enable teams to deliver consistent services to employees and match business needs to IT delivery.


38. evayadesk

  • Best for: SMBs
  • Price: starts at $24.99 per user/year
  • May 01, 2022
Compare evayadesk Vs. Mhelpdesk

evayadesk is a growing cloud-based Help Desk software, it is designed to support small and medium size business. evayadesk received a rating of 2.5 from ITQlick team. The software cost is considered affordable (1/5) when compared to alternative solutions.


39. Helpdesk Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $29 per agent/month
  • Sep 19, 2022
Compare Helpdesk Software Vs. Mhelpdesk

HESK is a PHP help desk software that can help users to manage customer support issues using a web-based ticket support system. Users can track, receive and organize customer support problems via tickets by urgency and by department. Moreover, you get this fast and user friendly help desk software f...


40. Axosoft Agile Project Management Software

  • Best for: SMBs
  • Price: starts at $105 per month
  • Jan 28, 2023
Compare Axosoft Agile Project Management Software Vs. Mhelpdesk

Axosoft Agile Project Management Software solution is a Cloud-based and On-Premise collaborative platform that is built for businesses of various sizes and industries. It enables companies to track their projects throughout their life cycle.


41. ManageEngine ServiceDesk Plus

  • Best for: Small, medium and large size businesses
  • Price: starts at $10 per technician/month
  • Jan 26, 2023
Compare ManageEngine ServiceDesk Plus Vs. Mhelpdesk

ManageEngine ServiceDesk Plus is a growing cloud-based Asset management software, it is designed to support small, medium and large size business. ManageEngine ServiceDesk Plus received a rating of 4.3 from ITQlick team. The software cost is considered average (3/5) when compared to other solutions...


42. SMART Service Desk

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 26, 2023
Compare SMART Service Desk Vs. Mhelpdesk

As a Help Desk Solution, SMART Service Desk is based on best-practice incident and case management processes. It can be deployed as a cloud-based or an on-premise help desk software. It can be used for any size of business including government, financial, retail, oil and gas, manufacturing, pharmace...


43. NABD

  • Best for: Small, medium and large size businesses
  • Price: starts at $30 per user/month
  • Apr 29, 2022
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NABD is a cloud-based customer service support system that can help users to manage their customers efficiently. The software can be used for managing customer service of all channels including IVR, call center, self-service portal, email, internet, SMS and face-to-face. Premitek, the company be...


44. Hexnode Projects

  • Best for: Small, medium and large size businesses
  • Price: starts at $1.08 per device/month
  • Oct 10, 2022
Compare Hexnode Projects Vs. Mhelpdesk

Hexnode Projects is a growing cloud-based Project Management software, it is designed to support small, medium and large size business. Hexnode Projects received a rating of 2.5 from ITQlick team. The software cost is considered affordable (1.1/5) when compared to alternative solutions.


45. XSellco Fusion

  • Best for: Small, medium and large size businesses
  • Price: starts at $85 per month
  • Jan 26, 2023
Compare XSellco Fusion Vs. Mhelpdesk

XSellco Fusion is a web-based helpdesk management system centralizing the inquiries for the users’ webstore and other eCommerce websites like Amazon, Newegg, eBay among others plus social media sites. Customization and access are done using easy-to-use and intuitive interface. This software provides...


46. LiveAgent

  • Best for: Small, medium and large size businesses
  • Price: starts at $15 per agent/month
  • Oct 07, 2022
Compare LiveAgent Vs. Mhelpdesk

LiveAgent Helpdesk is a multi-channel customer support solution, which helps you serve customers through Voice, Email, Live Chat, Facebook, Twitter and Contact Forms. Simple, yet powerful interface: Answer mails, chats, phone calls, Facebook posts and private messages and monitor Tweets mentioning y...


47. Jitbit Helpdesk

  • Best for: Small, medium and large size businesses
  • Price: starts at $29 per agent/month
  • Jan 31, 2023
Compare Jitbit Helpdesk Vs. Mhelpdesk

JitBit Helpdesk is a customer support software that can help your help desk team by providing a support ticket system. The software offers both on-premise and Software as a Service version and can help companies to deal with customer issues in an efficient way. The software comes with mobile dedicat...


48. SysAid

  • Best for: Small, medium and large size businesses
  • Price: starts at $1,211 per year
  • Feb 04, 2022
Compare SysAid Vs. Mhelpdesk

SysAid software is a cloud-hosted service desk, help desk and IT Service Management solution that targets businesses of any size, whether small or large. The software solution integrates all the vital IT tools into a single product to enhance efficiency and productivity.


49. UseResponse

  • Best for: Small, medium and large size businesses
  • Price: starts at $1,490 per year
  • Feb 04, 2022
Compare UseResponse Vs. Mhelpdesk

UseResponse is a growing cloud-based Help Desk software, it is designed to support small, medium and large size business. UseResponse received a rating of 4.7 from ITQlick team. The software cost is considered affordable (2/5) when compared to alternative solutions.


50. Planio

  • Best for: Small, medium and large size businesses
  • Price: starts at $21.56 per month
  • Feb 14, 2022
Compare Planio Vs. Mhelpdesk

Planio is a web based project management solution for businesses of all sizes. Its capabilities include task management, resource management, collaboration, issue tracking, and others. The software was designed and launched by Planio GmbH headquartered in Berlin, Germany.


51. PhaseWare Tracker

  • Best for: SMBs
  • Price: starts at $49 per user/month
  • Feb 12, 2022
Compare PhaseWare Tracker Vs. Mhelpdesk

PhaseWare Tracker is a powerful customer support management application. Its features include issue tracking & ticket management, time tracking, complaint management, as well as Service Level Agreement (SLA) compliance and knowledge management. Founded in 2005, PhaseWare the company behind the Tr...


52. Atera

  • Best for: Small businesses and start ups
  • Price: starts at $79 per technician/month
  • Feb 16, 2022
Compare Atera Vs. Mhelpdesk

Atera is a growing cloud-based Remote Support software, it is designed to support small and medium size business. Atera received a rating of 4.5 from ITQlick team. The software cost is considered affordable (2/5) when compared to alternative solutions.


53. Cerberus Help Desk

  • Best for: Small, medium and large size businesses
  • Price: starts at $30 per seat/month
  • Feb 21, 2022
Compare Cerberus Help Desk Vs. Mhelpdesk

Cerberus Help Desk is a growing cloud-based Help Desk software, it is designed to support small, medium and large size business. Cerberus Help Desk received a rating of 3.4 from ITQlick team. The software cost is considered affordable (2.4/5) when compared to alternative solutions.


54. Web Help Desk

  • Best for: Small, medium and large size businesses
  • Price: starts at $376 per license
  • Feb 18, 2022
Compare Web Help Desk Vs. Mhelpdesk

Web Help Desk is a web based customer support and help desk solution for your business. The software was designed and released by MacsDesign Studio, LLC, headquartered in California, United States. It tracks and manages support requests and support mechanism for business enterprises. 



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.