Top 54 Billing Management Software (Mar 2024)

2024's Best 55 Billing Management Systems

Shlomi LaviShlomi Lavi / Mar 02, 2024

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1. Athenahealth

  • Best for: Small, medium and large size businesses
  • Price: starts at $140 per provider/month + 4% to 7%
  • Feb 17, 2023
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 $75 per month
  • Feb 25, 2023
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


  • Best for: SMBs
  • Price: starts at $39.10 per license
  • Feb 25, 2023
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:
  • Feb 21, 2023
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 $79 per user/month
  • Mar 22, 2023
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, 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.


  • 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. Fulcrum Snap

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 21, 2024
Compare Fulcrum Snap Vs. Athenahealth

Fulcrum Snap is a digital business platform developed by Fulcrum Global Technologies Inc. that simplifies and standardizes business operations for legal and professional services firms. It is designed to provide in-depth insight and control over budgets in a smart, real-time, consolidated system.

28. Hoowla

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 21, 2024
Compare Hoowla Vs. Athenahealth

Hoowla is a cloud-based legal case management software designed to streamline and automate legal processes for conveyancers, property solicitors, and other legal professionals in the United Kingdom. The platform offers a range of tools and features that make it easier for legal professionals to mana...

29. 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 cloud platform.


  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 22, 2024
Compare LAWFUSION Vs. Athenahealth

LAWFUSION is a legal practice management software that provides a wide range of tools to fee earners and support staff enabling them to store all document types safely and efficiently for secure access and retrieval.

31. lawsyst

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 22, 2024
Compare lawsyst Vs. Athenahealth

Lawsyst is a legal practice management software that helps law firms and lawyers manage their cases, clients, and documents more efficiently. It is designed to cater to the needs of law firms of all sizes, from solo practitioners to large firms.

32. LawWare

  • Best for: SMBs
  • Price:
  • Jan 22, 2024
Compare LawWare Vs. Athenahealth

LawWare is a legal practice management software that provides a comprehensive solution for law firms of all sizes. It is designed to help law firms streamline their operations and improve their efficiency. LawWare is suitable for law firms that are looking for a software solution that can help them ...

33. Lexa Legal Assistant

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 22, 2024
Compare Lexa Legal Assistant Vs. Athenahealth

Lexa Legal Assistant by Enfoglobe is a powerful legal case management system that manages vital documents and all other aspects of legal cases. It is a paperless legal assistant that keeps you informed while on the go using just a web browser.

34. Practice Information Powertool

  • Best for: Small, medium and large size businesses
  • Price: starts at $69 per user/month
  • Jan 22, 2024
Compare Practice Information Powertool Vs. Athenahealth

Practice Information Powertool by HiPerSoft is a cloud-based case management software system designed by attorneys for attorneys. It is a full-featured and customizable software that can serve the needs of any law firm. The software is well-known for its user-friendly features, allowing for simple n...

35. RunSensible

  • Best for: Small businesses and start ups
  • Price: starts at $29 per month
  • Jan 22, 2024
Compare RunSensible Vs. Athenahealth

RunSensible is a comprehensive case management software designed for attorneys and law firms to streamline their legal practice management. It is a cloud-based software that allows for the organization of cases, tracking of time, management of documents, scheduling, and billing, all from any locatio...

36. SOS Connect

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 22, 2024
Compare SOS Connect Vs. Athenahealth

SOS Connect is a legal practice management software that offers unparalleled flexibility and efficiency to enterprise law firms. It streamlines case management, enhances collaboration, and improves the accuracy of working and compliance. SOS Connect allows large firms (typically 150+ users) to scale...

37. 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.

38. TurboLaw Time and Billing

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 22, 2024
Compare TurboLaw Time and Billing Vs. Athenahealth

TurboLaw Time and Billing is a software designed for solo and small law firms to manage their legal time recording and billing needs. It is a simple and powerful software that allows you to track time, create invoices, manage clients, and reconcile IOLTA with features like stopwatches, contact manag...

39. Zelican

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 22, 2024
Compare Zelican Vs. Athenahealth

Zelican is a cloud-based legal management software that helps organizations streamline their legal operations. It was established in 2013 and is headquartered in Mumbai, India. Zelican is designed to cater to the evolving needs of legal departments and offers a range of features that can help legal ...

40. uTRAC

  • Best for: Small, medium and large size businesses
  • Price: starts at $39 per month
  • Jan 19, 2024
Compare uTRAC Vs. Athenahealth

uTRAC is a cloud-based solution that simplifies the management of contingent labour from recruitment to payment. It is designed for dynamic businesses that need to recruit, schedule, and track any volume of workers quickly and easily. uTRAC is ideal for temp agencies and event services companies, as...

41. 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...

42. HST Pathways

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 19, 2024
Compare HST Pathways Vs. Athenahealth

HST Pathways is a cloud-based software company that provides solutions for ambulatory surgery centers (ASCs) to manage their operations. Founded in 2005 by Tom Hui, the company is headquartered in Nashville, Tennessee.

43. Hint Health

  • Best for: Small Practice, Medium Practice, Large Practice
  • Price:
  • Jan 20, 2024
Compare Hint Health Vs. Athenahealth

Hint Health serves a wide array of healthcare providers, from small, independent practices to large medical groups and direct primary care (DPC) practices. It is a game-changer for those seeking to transition to a membership-based model of healthcare delivery, allowing them to provide more personali...

44. SoftCure Hospital Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $278 per license
  • Jan 20, 2024
Compare SoftCure Hospital Software Vs. Athenahealth

SoftCure Hospital Software is a comprehensive hospital information management system that has been designed to cater to the needs of healthcare providers. It is a one-stop solution for managing all aspects of hospital administration, including patient records, billing, and inventory management. Soft...

45. 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.

46. DocStation

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 01, 2024
Compare DocStation Vs. Athenahealth

DocStation emerges as a beacon of innovation in the pharmaceutical landscape, a platform meticulously crafted to empower pharmacists with a comprehensive suite of tools designed to revolutionize patient care. At its core, DocStation is not just a software; it is a movement towards a future where pha...

47. Green Apples TechSystems

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 02, 2024
Compare Green Apples TechSystems Vs. Athenahealth

Green Apples TechSystems (GATS) is a beacon of innovation in the HealthcareIT sector, offering cutting-edge solutions designed to streamline and enhance the efficiency of healthcare services. Established on November 22, 2011, in the bustling city of Noida, GATS has carved a niche for itself with its...

48. Net Health Therapy for Clinics

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 20, 2024
Compare Net Health Therapy for Clinics Vs. Athenahealth

Net Health Therapy for Clinics is a comprehensive electronic medical record (EMR) solution designed for private practices and outpatient therapy clinics. It is an all-in-one rehab therapy EMR software solution that has been trusted by over 20,000 practices for 25 years and supports $20 billion of re...

49. Practice Harmony

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 20, 2024
Compare Practice Harmony Vs. Athenahealth

Practice Harmony by Mahler Health is a complete practice management solution for healthcare providers. It offers a range of features that help streamline operations, including electronic health records (EHR), scheduling, billing, insurance claims, denial management, patient dashboards, HL7, FHIR, an...

50. Pabau

  • Best for: Small, medium and large size businesses
  • Price: starts at $83.50 per user/month
  • Jul 30, 2023
Compare Pabau Vs. Athenahealth

Pabau is an all-in-one software solution for clinics of all sizes. It helps you manage appointments, clients, finances, and marketing. Pabau also offers a client portal where your clients can view their appointments, payments, and documents. With Pabau, you can run your clinic more efficiently and e...

51. Scisco HMS

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 20, 2024
Compare Scisco HMS Vs. Athenahealth

Scisco HMS is a healthcare management system that provides expert solutions, automates daily operations, manages documentation, inventory, and bills, and overall lifts the heavy weight off the clinicians’ shoulders. It is an all-in-one software system that seeks to cover a wide range of tasks: from ...

52. Spry

  • Best for: Small, medium and large size businesses
  • Price: starts at $150 per NPI/month
  • Jan 20, 2024
Compare Spry Vs. Athenahealth

Spry is a cloud-based operating system designed for movement health professionals such as physiatrists, physical therapists, athletic trainers, and recovery specialists. It enables these professionals to seamlessly capture and assess patient care data in real time, providing patient-specific protoco...


  • Best for: Small, medium and large size businesses
  • Price: starts at $55 per user/month
  • Jan 20, 2024
Compare eIMMIGRATION Vs. Athenahealth

eIMMIGRATION by Cerenade is a comprehensive and trusted software that provides case and practice management solutions for immigration legal professionals. It is designed to maximize productivity and minimize headaches for both legal professionals and their clients. The software is cloud-based, moder...

54. OfficePro

  • Best for: Small, medium and large size businesses
  • Price: starts at $49 per provider/month
  • Aug 04, 2023
Compare OfficePro Vs. Athenahealth

OfficePro software is a practice management solution designed for integrative medical providers. It offers a wide range of features to help providers streamline their operations, improve efficiency, and increase profitability. Some of the key features of OfficePro software include scheduling, resour...

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 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, 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 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.