Top 54 Billing Management Software (Feb 2023)

2023's Best 55 Billing Management Systems

Shlomi LaviShlomi Lavi / Feb 02, 2023

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1. Athenahealth

  • Best for: Small, medium and large size businesses
  • Price: starts at $140 per provider/month + 4% to 7%
  • Dec 08, 2022
Compare Athenahealth Vs. Athenahealth

Athenahealth is a cloud-based medical, EMR and EHR software small, medium, and large healthcare enterprises. Its key features include electronic health records, medical billing, patient engagement, claims management, appointment scheduling, e-prescribing, charting, and reporting.


2. RXNT hospice

  • Best for: Small, medium and large size businesses
  • Price: starts at $65 per month
  • Mar 11, 2022
Compare RXNT hospice Vs. Athenahealth

RXNT hospice is a cloud-based medical billing solution that is designed for use in hospitals and clinics of all sizes. The solution is also distributed as a suite combining all the necessary features that are required in a medical and healthcare setup


3. HARP

  • Best for: SMBs
  • Price: starts at $39.10 per license
  • Mar 13, 2022
Compare HARP Vs. Athenahealth

HARP (Health Accounts Receivable Processor) is a cloud-hosted and on-premise medical billing platform that is built to support small and medium-sized medical practices. The software is tailored to handle the billing requirements of various medical facilities in different specialties like emergency d...


4. HealthWyse

  • Best for: Small, medium and large size businesses
  • Price:
  • Dec 09, 2022
Compare HealthWyse Vs. Athenahealth

HealthWyse software is a complete, web-based electronic medical records solution built for health care practices of every size. The solution was built by HealthWyse company located in Massachusetts but it has since been acquired by Casamba Company.


5. DocuTAP EMR & PM

  • Best for: Small, medium and large size businesses
  • Price:
  • Dec 09, 2022
Compare DocuTAP EMR & PM Vs. Athenahealth

DocuTAP EMR & PM is a cloud-based electronic health records solution that can be used as a practice management solution suitable for all disciplines in the medical and healthcare industry. The solution allows most of the physicians to reduce the workload they have filling in documents and writing re...


6. Zola Suite

  • Best for: Small, medium and large size businesses
  • Price: starts at $59 per user/month
  • Dec 06, 2022
Compare Zola Suite Vs. Athenahealth

Zola Suite is a comprehensive, cloud-based legal practice management application that provides all the tools you need to manage the business of your practice so you can focus on the law. Zola Suite puts the Power of ONE into practice with fully-integrated features managed within one intuitive interf...


7. Sage One Payroll

  • Best for: Small businesses and start ups
  • Price: starts at $7 per user/month
  • Mar 22, 2022
Compare Sage One Payroll Vs. Athenahealth

Sage One Payroll is an online payroll solution for small businesses that can help users to pay their employees easily and record their monthly and weekly pay runs. The software is fully RTI compliant and accredited by HMRC to help users to stay fully up to date. Sage UK, the company behind Sage ...


8. Payzerware

  • Best for: SMBs
  • Price: starts at $399 per month
  • Apr 03, 2022
Compare Payzerware Vs. Athenahealth

Payzerware is a cloud-based Field Service software that allows managers to organize Custom dispatch groups based on function and segment, as well as tracking their group performance by the use of reports Dashboard.


9. CosmoLex

  • Best for: Small businesses and start ups
  • Price: starts at $85 per user/month
  • Dec 06, 2022
Compare CosmoLex Vs. Athenahealth

CosmoLex is a legal practice management and trust accounting solution for small and medium businesses. It offers multi-billing options, accounting, task automation, cash flow management, and other services. The software was designed and launched by CosmoLex headquartered in New Jersey, U...


10. Vitera Intergy EHR

  • Best for: Medium and large size businesses
  • Price: starts at $39 per provider/month
  • May 13, 2022
Compare Vitera Intergy EHR Vs. Athenahealth

Vitera intergy EHR is a cloud-based medical software that is designed to provide ambulatory solutions to all sized practices. The software works well in small-sized practices, medium-sized practices, and large-sized practices.


Pricing Guide - Billing Management Software:

Medical Software Price Range

Small and midsize practices can expect to pay around $500 per month for an EMR subscription. There are some free solutions, of course, that simply don’t get the job done, and others that charge $1,000+ per month. Major healthcare organizations are paying between $10,000 to $100,000 per month on this type of software.

  • EHR Software: can cost between $99 to $999+ per provider per month. For example, e-MDs Chart starts at $399 per month, eClinicalWorks is $499 per month, and Intelligent Medical Software starts at $199 per month. Praxis Electronic Medical Records pricing is $259 per month, and Practice Fusion is offered for free but it’s not recommended for every type of practice.
  • Medical Billing Software: $99 – $1,000+ per provider per month - In addition some vendors charge a percentage of the collections (between 2% to 10%). A few examples include: PrognoCIS costs $250 per month, NueMd is $150 per month, and Kareo charges 4%-9% of the collections.
  • Appointment Scheduling Software: $9 – $299 per month, depending on how many users need a license. BookSteam starts at $19.95 per month per user, SimplyBook.me offers a free version, and it offers another plan starting at $10 per month.
  • Medical Practice Management Software: $9.99 – $149 per month; vCita starts at $12 per month and Caspio at $99 per month - Caspio also offers a free version.
  • Patient Portals: $9.99 to $149.00 per month; TeamDesk costs $49 per month, and Solutionreach pricing starts at $299 per month.
  • Online Reputation Software: Pricing ranges between $199 to $4999. RemoveYourName starting at $3,000 and Integrity Defenders at $630.
  • Chiropractic Software: Pricing ranges between $49 to $999+. vCita starts at $12 per month and Intelligent Medical Software price starts at $199 per month.

11. AirStrip ONE EMR

  • Best for: SMBs
  • Price:
  • Jul 06, 2022
Compare AirStrip ONE EMR Vs. Athenahealth

AirStrip ONE EMR is a cloud-based electronic medical records software that provides physicians with the ability to access real-time patient data remotely. With the software, users can create appointments, manage calendars, and patients too can also request appointments using the patient portal.


12. bflow Solutions

  • Best for: SMBs
  • Price: starts at $350 per user/month
  • Jul 08, 2022
Compare bflow Solutions Vs. Athenahealth

BFlow Solutions is a cloud-based medical billing solution for healthcare facilities such as sleep labs, Durable Medical Equipment, homecare business, and so on. With the automated claim management as well as billing feature enables the software to simplify the practice operations with the multi-chan...


13. TimeCamp Software

  • Best for: SMBs
  • Price: starts at $6.30 per user/month
  • Sep 02, 2022
Compare TimeCamp Software Vs. Athenahealth

TimeCamp Software can be installed on-premise or hosted on the cloud. It is a time tracking as well as project management software that allows project managers to collaborate with the team handling a certain project, monitor the status of the project, and track billable hours.


14. Private Practice

  • Best for: Small, medium and large size businesses
  • Price: starts at $60 per month
  • Sep 28, 2022
Compare Private Practice Vs. Athenahealth

Private Practice, which is widely known as TM3, is a cloud-based as well as on-premise medical practice management with an integrated EMR. With the reception tool that is available on the software, users can easily manage their appointment schedules as well as book appointments.


15. PowerMed Billing

  • Best for: SMBs
  • Price: starts at $249 per month
  • Apr 30, 2022
Compare PowerMed Billing Vs. Athenahealth

Powermed is a cloud-based medical billing solution that is developed to work in all sized practices. It works perfectly in small-sized practices, medium-sized practices, and large-sized practices. Different medical professionals use the software to manage and improve the quality of their medical pra...


16. Unanet Professional Services Automation

  • Best for: Small, medium and large size businesses
  • Price: starts at $100 per month
  • May 18, 2022
Compare Unanet Professional Services Automation Vs. Athenahealth

Unanet Professional Services Automation is a professional services automation solution that can streamline business processes and provide new insights with future, historical and current project work. The solution supports Capability Maturity Model Integration and can forecast utilization an...


17. Aderant

  • Best for: Medium and large size businesses
  • Price:
  • May 24, 2022
Compare Aderant Vs. Athenahealth

Aderant is a legal management software designed to empower legal establishments profitability and efficiency.


18. Praesto AE

  • Best for: Small businesses and start ups
  • Price: starts at $13.50 per user/month
  • May 18, 2022
Compare Praesto AE Vs. Athenahealth

Praesto AE is a cloud-based as well as an on-premise construction solution that is developed to be used by businesses only. The software can be used by engineers in the construction work, as well as architects and project managers.


19. BILL4TIME

  • Best for: Small businesses and start ups
  • Price: starts at $27 per user/month
  • May 17, 2022
Compare BILL4TIME Vs. Athenahealth

Bill4Time software is a cloud-hosted time tracking and billing software solution that targets businesses of multiple sizes from SMBs to large businesses. The Bill4Time solution offers time & expense tracking, billing & invoicing, as well as project management capabilities firms in multiple industrie...


20. App4Legal

  • Best for: Small, medium and large size businesses
  • Price: starts at $10 per user/month
  • Jun 15, 2022
Compare App4Legal Vs. Athenahealth

App4Legal is a legal management software designed to help law firms or legal practitioners to manage their cases, track trademarks, patents, and copyright.


21. ZipBooks

  • Best for: Small businesses and start ups
  • Price: starts at $15 per month
  • May 29, 2022
Compare ZipBooks Vs. Athenahealth

ZipBooks is accounting, bookkeeping, and finance software solution for small businesses, contractors, freelancing professionals, and growing enterprises. Its key features include online invoicing, online accounting, time tracking, team management, and recurring billing.


22. Pabbly Subscriptions

  • Best for: Small businesses and start ups
  • Price: starts at $27 per month
  • Jun 12, 2022
Compare Pabbly Subscriptions Vs. Athenahealth

Pabbly Subscriptions is a recurring billing and management software designed for businesses to send emails, manage subscription and billing, carry out online transactions, and track payments.


23. HALO

  • Best for: Small, medium and large size businesses
  • Price: starts at $54.94 per license
  • Jun 18, 2022
Compare HALO Vs. Athenahealth

HALO is a medical scheduling software that offers performance for investment dollars in healthcare facilities. With it, users can process immediate payment and save costs.


24. Law Ruler Legal Practice Management

  • Best for: Small businesses and start ups
  • Price: starts at $169 per month
  • Jun 19, 2022
Compare Law Ruler Legal Practice Management Vs. Athenahealth

Law Ruler is a legal management software designed to help law firms make business decisions with data backings.


25. Practice Management ULTRA

  • Best for: Small businesses and start ups
  • Price:
  • Jun 17, 2022
Compare Practice Management ULTRA Vs. Athenahealth

Practice Management ULTRA is a cloud-hosted medical system created to help manage operations of solo health practices with a one workstation and the enterprise-level clinics with multiple sites and specialties.


26. Trimble Pulse Telematics

  • Best for: Medium and large size businesses
  • Price:
  • Jun 25, 2022
Compare Trimble Pulse Telematics Vs. Athenahealth

Trimble PULSE Telematics is a cloud-based fleet management system that aids users to control and monitor a company assets through equipment monitoring and tracking.


27. FinancialForce PSA

  • Best for: Small, medium and large size businesses
  • Price: starts at $10 per month
  • Jul 05, 2022
Compare FinancialForce PSA Vs. Athenahealth

FinancialForce PSA is a cloud-hosted PSA (professional services automation) solution that is native to the Salesforce Platform. The software provides users with business automation tools in the cloud through the Force.com cloud platform.


28. CASEpeer

  • Best for: Small, medium and large size businesses
  • Price: starts at $89 per user/month
  • Jul 07, 2022
Compare CASEpeer Vs. Athenahealth

CASEpeer is a case management software for plaintiff attorneys to revolutionize case management, track fees, enhance client communication, and oversee negotiation processes and litigations.


29. TeamPay

  • Best for: SMBs
  • Price:
  • Jul 12, 2022
Compare TeamPay Vs. Athenahealth

Teampay by ADP is a payroll management software solution. It is a cloud based software, meaning that users can access it remotely from anywhere. It is operating system agnostic and requires a web browser to login into. It aims at streamlining all the payroll related needs of the client. It is a part...


30. ImaginePay

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 22, 2022
Compare ImaginePay Vs. Athenahealth

Your work is time sensitive, so we created a streamlined system to emergency medicine revenue cycle management software. Spend more time caring for your patients while we support your practice bottom line.


31. ClockOn software

  • Best for: Small businesses and start ups
  • Price: starts at $2 per employee/month
  • Jul 07, 2022
Compare ClockOn software Vs. Athenahealth

ClockOn is an attendance, rostering, and payroll software designed for businesses to create and edit rosters, track employee attendance, manage employee payment, and maintain communication with employees.


32. eHospital Systems

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 24, 2022
Compare eHospital Systems Vs. Athenahealth

eHospital Systems is a customizable, comprehensive, and integrated Hospital Management System designed to manage all hospital operations. The ideal client base for eHospital is Healthcare facilities, multi-specialty clinics, and medical practitioners. Multi-Location functionality allows your hospita...


33. Medical Billing by Clinical Info

  • Best for: Medium and large size businesses
  • Price:
  • Jul 28, 2022
Compare Medical Billing by Clinical Info Vs. Athenahealth

Medical Billing by Clinical Info is an award-winning cloud-based Medical Billing software, it is designed to support medium and large size medical practices and hospitals. Medical Billing by Clinical Info received a rating of 4.5 from ITQlick team. The software cost is considered average (2.7/5) wh...


34. MedEZ™

  • Best for: Medium and large size businesses
  • Price: starts at $45 per license
  • Jul 28, 2022
Compare MedEZ™ Vs. Athenahealth

MedEZ is a medical practice management solution for small and medium medical practices. It offers such capabilities as document management, electronic prescribing, insurance verification, and others. The software was developed and launched by MedEZ headquartered in Florida, United States.


35. TrialLine

  • Best for: Small, medium and large size businesses
  • Price: starts at $41 per month
  • Jul 31, 2022
Compare TrialLine Vs. Athenahealth

TrialLine is a cloud-based legal management solution that allows attorneys to garner insights into cases, create custom standard timelines, and show them by the events. It also enables them to categorize claims based on multiple views and filters and handle custom color palettes and images.


36. MedPro FLEX EMR

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 07, 2022
Compare MedPro FLEX EMR Vs. Athenahealth

MedPro FLEX EMR is a cloud-based as well as an on-premise electronic health record solution that is developed to be used in hospitals and clinics of all sizes. the software is developed to be sued in various disciplines of health care and the medical industry such as general health care, family heal...


37. Today Timesheet

  • Best for: Small, medium and large size businesses
  • Price: starts at $2 per month
  • May 10, 2022
Compare Today Timesheet Vs. Athenahealth

Today Timesheet is a time tracking and project management solution for businesses of all sizes. It offers such capabilities as project management and budgeting, expense tracking, resource management, and others. The software was designed and launched by Today Timesheet headquartered in Texas, United...


38. MedOffice

  • Best for: Small, medium and large size businesses
  • Price: starts at $2,495 per license
  • Sep 24, 2022
Compare MedOffice Vs. Athenahealth

MedOffice is a cloud-based as well as an on-premise medical billing software that is developed to be used in all types of hospitals and clinics. The solution can also be used in billing companies and has a wide reach of all medical disciplines taking care of such as therapy, long term care, general ...


39. VisitCall

  • Best for: Small, medium and large size businesses
  • Price: starts at $49 per month
  • Oct 07, 2022
Compare VisitCall Vs. Athenahealth

VisitCall is a web based home care solution for home health agencies of all sizes. It offers such capabilities as electronic visit verification, billing and invoicing, advanced visit scheduling, and others. The software was designed and launched by Ampersand International Inc headquartered in Ohio, ...


40. Prevail Case Management

  • Best for: Small, medium and large size businesses
  • Price: starts at $119.95 per user/month
  • Oct 07, 2022
Compare Prevail Case Management Vs. Athenahealth

Prevail Case Management is a legal practice management solution for businesses of all sizes. Its capabilities include records management, conflict resolution, docket management, and others. The software was designed and launched by Practice Technology Inc headquartered in Florida, Untied States.


41. Easy Preventive Maintenance

  • Best for: SMBs
  • Price: starts at $2,400 per license
  • Oct 10, 2022
Compare Easy Preventive Maintenance Vs. Athenahealth

Easy Preventive Maintenance (EPM) software is an on-premise preventive maintenance enterprise solution built for FileMaker Pro. The system can handle an entire facility with hundreds of users and is accessible on any device.


42. MACH Energy

  • Best for: Small, medium and large size businesses
  • Price:
  • Oct 04, 2022
Compare MACH Energy Vs. Athenahealth

Mach Energy is a facility management software designed to help organizations convert buildings and facilities to productive assets, as well as manage energy consumption. This software does this with its energy-monitoring system reports and analysis.


43. Beyond Software

  • Best for: SMBs
  • Price: starts at $30 per user/month
  • Oct 10, 2022
Compare Beyond Software Vs. Athenahealth

Beyond Software is a fast growing cloud-based Project Management software, it is designed to support small and medium size business. Beyond Software received a rating of 4.7 from ITQlick team. The software cost is considered affordable (1.2/5) when compared to alternative solutions.


44. Harris CareTracker

  • Best for: Small, medium and large size businesses
  • Price: starts at $100 per month
  • Feb 02, 2023
Compare Harris CareTracker Vs. Athenahealth

Amazing charts practice management is a cloud-based practice management solution as the name suggests that is developed for all types of hospitals and clinics that are available in the market.


45. MedWorxs

  • Best for: SMBs
  • Price: starts at $125 per month
  • Feb 08, 2022
Compare MedWorxs Vs. Athenahealth

MedWorxs is a cloud-based electronic health record solution also used as a practice management solution in diverse areas of practice in the medical and healthcare industry.


46. Mountainside Medical Practice Management

  • Best for: SMBs
  • Price:
  • Feb 15, 2022
Compare Mountainside Medical Practice Management Vs. Athenahealth

Mountainside Medical Practice Management is a practice management solution that is designed for small and midsize health care providers.


47. bswift

  • Best for: Large business
  • Price:
  • Feb 16, 2022
Compare bswift Vs. Athenahealth

bswift is a growing cloud-based Human Resources software, it is designed to support large size business. bswift received a rating of 4 from ITQlick team. The software cost is considered a bit pricey (5/5) vs their competitors.


48. Medical-Billing.com

  • Best for: Small, medium and large size businesses
  • Price: starts at $999 per month
  • Feb 19, 2022
Compare Medical-Billing.com Vs. Athenahealth

Medical-Billing.com is an on-premise medical billing solution that can also be used as a revenue cycle management solution for hospitals and clinics of all sizes. The solution is able to help the physician improve their service delivery by handling only the specific tasks while the system does the h...


49. Merge RIS

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 15, 2022
Compare Merge RIS Vs. Athenahealth

Merge RIS software is a cloud-based information recording solution that is designed to store, manage and distribute patient radiology information. The solution offers a number of features that include document management that allows storing clinical documents and patients record in suitable categori...


50. CPSI EHR

  • Best for: Medium and large size businesses
  • Price:
  • Feb 23, 2022
Compare CPSI EHR Vs. Athenahealth

CPSI EHR is a certified electronic health record with accounting and billing applications that are designed for hospitals and acute care centers. It offers a number of solutions that include a billing module that claims to scrub for accurate claims processes and automates report processing.


51. Quicken

  • Best for: Small businesses and start ups
  • Price: starts at $36 per year
  • Feb 25, 2022
Compare Quicken Vs. Athenahealth

Quicken is a web/desktop based accounting software that is used by administrators to track their spending after the payment of bills, as well as monitoring investment performance and market comparisons.


52. VisiTrack

  • Best for: Small, medium and large size businesses
  • Price: starts at $199 per user/month
  • Mar 15, 2022
Compare VisiTrack Vs. Athenahealth

VisiTrack is a home healthcare solution for home health agencies of all sizes. It offers such capabilities as schedule optimization, billing and invoicing, medication database, and others. The software was designed and launched by Focal Point Systems headquartered in California, United S...


53. Case.one

  • Best for: Small, medium and large size businesses
  • Price: starts at $0.99 per month
  • Mar 03, 2022
Compare Case.one Vs. Athenahealth

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


54. TimeNet

  • Best for: Small, medium and large size businesses
  • Price: starts at $30 per user/month
  • Mar 03, 2022
Compare TimeNet Vs. Athenahealth

TimeNet software is an on-premise time tracking & project management solution built to suit independent freelancers, small as well as midsize teams in various industries.



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
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After researching over 5,000 systems, we can identify the best solution for companies of all shapes and sizes. ITQlick.com is 100% free for software buyers.



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.