Top 71 Capital Program Management Software

TOP 71 Capital Program Management Software

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1. Procore

  • Best for: Small, medium and large size businesses
  • Price: starts at $667 per month
  • Mar 07, 2022
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Procore is a cloud-based construction management solution that is developed to be used by businesses in the construction industry as well as by the individual professionals in the construction industries. The software improves the efficiency and accountability in construction projects making sure th...


2. PlanGrid

  • Best for: Small, medium and large size businesses
  • Price: starts at $39 per user/month
  • Mar 08, 2022
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PlanGrid is cloud-based construction management, construction document management and collaboration platform designed for the construction teams. The solution features progress, documents, and reporting and more.


3. e-Builder Enterprise

  • Best for: Small, medium and large size businesses
  • Price: starts at $20,000 per license
  • Mar 09, 2022
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e-Builder Enterprise is a construction management software solution for businesses of all sizes. Other than project management, it offers estimating, accounting, and integration services. The software was designed and launched by E-Builder Inc headquartered in Florida, United States.


4. CoreconLink

  • Best for: SMBs
  • Price: starts at $25 per user/month
  • Mar 22, 2022
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CoreconLink is a cloud-based Team Collaboration software that allows users to organize communication and documentation on an ongoing project at a central point.


5. Primavera P6 Enterprise Project Portfolio Management

  • Best for: Small, medium and large size businesses
  • Price: starts at $3,904 per license
  • Jul 13, 2022
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Primavera P6 Enterprise Project Portfolio Management is a cloud and on-premise construction software that is aimed at project portfolio management. The software helps in planning, managing, and delivering successful projects as well as bringing in all the participants of the construction project onb...


6. Projectteam.com

  • Best for: SMBs
  • Price: starts at $700 per user/year
  • Jul 14, 2022
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Projectteam.com is an online tool for project documentation. Residing in the cloud, the app allows easy access to team members via the desktop or any mobile device. This is a full-featured documentation tool with a high return on investment. It is used in construction project management by owners, a...


7. FACS Project Controller

  • Best for: Start up, Small business, Medium business, Large business
  • Price:
  • Apr 13, 2022
Compare FACS Project Controller Vs. Procore

FACS (Field Automated Communication Systems) Project Controller is a cloud-based construction management software that is designed to eliminate the communication breakdown and delayed information as well as redundant work endured within the construction projects.


8. Adaptive Discovery

  • Best for: Small, medium and large size businesses
  • Price: starts at $15,000 per license
  • Apr 18, 2022
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The Adaptive Discoveryis a business intelligence/BI software offering users with corporate performance in terms of data management with their data analytics, reporting and dashboards


9. Tagetik 4-0

  • Best for: Medium and large size businesses
  • Price: starts at $50,000 per feature
  • Apr 26, 2022
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Tagetik is a trusted provider of Corporate Performance Management and Business Intelligence software for budgeting, forecasting, financial consolidation, close, reporting, disclosure and more. Tagetik is one of the fastest growing global software companies in the Performance Management software indu...


10. Paskr Project Management Suite

  • Best for: SMBs
  • Price: starts at $425 per month
  • Apr 26, 2022
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Paskr is a construction and project management solution for small and medium construction businesses. It offers a variety of project management, estimating, and accounting services for construction purposes. The software was designed and launched by Paskr Inc., headquartered in Tennessee, United Sta...


11. Dovico Project Planning

  • Best for: SMBs
  • Price: starts at $8 per user/month
  • Apr 27, 2022
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DOVICO Timesheet and Project Planning software is a timesheet project tracking and time management system that can help users to monitor projects, tasks, time sheets and expenses. The software is very easy to use and can be installed quickly. The project planning part can be added as a module with t...


12. ReadySet

  • Best for: Large business
  • Price:
  • Apr 25, 2022
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ReadySet is a cloud-based occupational health and safety software solution. It offers a number of features that include an employee portal which helps employees update their health information, print records, and self-report incident.


13. Digital Time Capture

  • Best for: Small, medium and large size businesses
  • Price: starts at $25,000 per license
  • May 18, 2022
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Digital Time Capture is a construction timesheet management software that can help users to capture invoicing and payroll data directly from the field. The software can automate all necessary calculations and integrate the captured data with any ERP or payroll system. Users don’t have to use separat...


14. PM Vitals

  • Best for: Small, medium and large size businesses
  • Price: starts at $600 per month
  • Jun 07, 2022
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PM Vitals is a contracting management software for contracting companies to manage multiple Capex projects, get a view over projects, automate administrative tasks, and streamline communication processes.


15. PMWeb

  • Best for: Small, medium and large size businesses
  • Price:
  • May 25, 2022
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PMWeb is a web-based software solution that is used in project management. The software is built to work with Microsoft .NET technology. The software can be accessed through a web client as long as there is an internet access. This access can help with construction contractors to stay updated with t...


16. HIKUU Cloud

  • Best for: Small, medium and large size businesses
  • Price: starts at $99 per license
  • May 25, 2022
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HIKUU Cloud is cloud-based construction accounting software that helps construction companies organize and monitor their construction costs in a simple way. HIKUU Cloud is designed to help all the professionals in the construction team such as architects, designers, engineers and builders across all...


17. HeadsUp

  • Best for: Small, medium and large size businesses
  • Price:
  • May 24, 2022
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HeadsUp is a cloud-based project management software that enables team leaders to consolidate their daily tasks through sharing, control, and delegation.


18. MeisterTask

  • Best for: Medium and large size businesses
  • Price: starts at $4.19 per month
  • Jun 07, 2022
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MeisterTask is a task management software that helps teams manage and organize their tasks based on category or priority. MeisterTasks offers Kanban boards that enable users to streamline and automate workflows.


19. BudgetPak Software

  • Best for: SMBs
  • Price: starts at $10,000 per license
  • Jun 20, 2022
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BudgetPak is a budgeting & CPM software designed to help organizations manage budgeting, forecasting, and reporting. The software helps organizations engage their teams in their budgeting process.


20. FieldLens

  • Best for: Small, medium and large size businesses
  • Price: starts at $35 per user/month
  • Jun 16, 2022
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FieldLens is a field service management solution for businesses of all sizes. Its capabilities include document management, project scheduling, estimation, and others. The software was designed and launched by FieldLens Inc headquartered in New York, United States.


21. OneOps Software

  • Best for: Small, medium and large size businesses
  • Price: Has a free version
  • May 01, 2022
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OneOps Software is a growing cloud-based ALM: Application Life-cycle Management software, it is designed to support small, medium and large size business. OneOps Software received a rating of 4 from ITQlick team. The software cost is considered affordable (1.5/5) when compared to alternative soluti...


22. Aconex

  • Best for: Small, medium and large size businesses
  • Price: Has a free version
  • Jun 24, 2022
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Aconex is a cloud-based software developed to help in connecting different groups in project management. The software works well in medium-sized companies and large-sized companies majorly dealing with construction, energy, infrastructure and project managers.


23. NoteVault

  • Best for: Small businesses and start ups
  • Price: starts at $29 per month
  • Jun 24, 2022
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NoteVault is a project management solution for businesses of all sizes. It offers such services as document management, resource management, collaboration, and others. The software was designed and launched by NoteVault Inc headquartered in California, United States.


24. DELCON Construction

  • Best for: Small, medium and large size businesses
  • Price: starts at $5 per license
  • Jul 07, 2022
Compare DELCON Construction Vs. Procore

DELCON Construction is a construction software designed to help construction companies manage their operations, finances, and total control over their projects.


25. True Sky

  • Best for: Small, medium and large size businesses
  • Price:
  • Jul 14, 2022
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True Sky is a cloud-based budgeting & CPM Software that enables managers to draw information for decision-making from a central data pool and determine approval flow throughout the hierarchy.


26. AccuBuild

  • Best for: SMBs
  • Price: starts at $200 per user/month
  • Jul 05, 2022
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AccuBuild is a construction management software with accounting, project management and job cost features. The software is built on SQL database which means better customizability, security and is more scalable comparing to other tools. Users can get this software as a part of an integrated suite or...


27. Aduro

  • Best for: Large business
  • Price:
  • Mar 24, 2022
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Aduro is a corporate wellness software designed to help businesses increase employee engagement and unlock potentials by coaching, tracking assessment tools, and improving the mental health and wellness of employees.


28. HCSS HeavyBid

  • Best for: Small, medium and large size businesses
  • Price: starts at $180 per month
  • Jul 12, 2022
Compare HCSS HeavyBid Vs. Procore

HCSS HeavyBid is a bid creation and management software which can create, review and quickly revise bid estimates. Users can quickly analyze contractors and sub-contractors, and supplier quotes while closing the bid. It is used by more than 50,000 estimators of various sizes. It can be used by compa...


29. Dynac Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $10,000 per feature/year
  • Jul 24, 2022
Compare Dynac Software Vs. Procore

Dynac Software is a growing cloud-based Accounting-Finance software, it is designed to support small, medium and large size business. Dynac Software received a rating of 2.5 from ITQlick team. The software cost is considered average (3.4/5) when compared to other solutions in their category.


30. Basepin CONNECT

  • Best for: Small, medium and large size businesses
  • Price:
  • Jul 28, 2022
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Basepin CONNECT is a construction software designed as a centralized point to access building information. With the software, team members at home, in the office, or on-site can work together in real-time and on the go.


31. Riskturn

  • Best for: Small, medium and large size businesses
  • Price: starts at $95 per user/month
  • May 17, 2022
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The Riskturn is a risk-based cash flow planning software enabling users with the generation of forecasts for their financial business investment.


32. Idu-Concept Software

  • Best for: SMBs
  • Price: starts at $50 per user/month
  • Jun 03, 2022
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IDU-Concept is a budgeting & CPM software designed to give businesses empowered financial management that cuts across budgeting, forecasting, and reporting.


33. BHOOMI

  • Best for: SMBs
  • Price:
  • Apr 06, 2022
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Bhoomi CRM is a real estate CRM software that helps streamline and automate business operations in the real estate industry. The software also provides analytics & insights to help real estate professionals collate external information and make more informed decisions.


34. Oracle Financials ERP Cloud

  • Best for: Small, medium and large size businesses
  • Price: starts at $600 per user/month
  • Feb 28, 2022
Compare Oracle Financials ERP Cloud Vs. Procore

The Oracle Financials ERP Cloud is a cloud-based software designed to provide end-to-end business management tool to the users. It is also integrated with financial management solution.


35. Hard Dollar

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 02, 2022
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Hard Dollar is a construction estimating software that allows clients to manage estimates in a faster and a more accurate way. Among the features included in the program are team collaboration, centralized estimate management, detailed earned value reporting, third part cost items, real time cash fl...


36. Construction Pro Manager

  • Best for: SMBs
  • Price: Has a free version
  • Jan 01, 2022
Compare Construction Pro Manager Vs. Procore

Construction Pro Manager is a trending cloud-based Construction software, it is designed to support small and medium size construction business. Construction Pro Manager received a rating of 3 from ITQlick team. The software cost is considered affordable (1.4/5) when compared to alternative solutio...


37. Prolog software

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 17, 2022
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Prolog is a construction management solution for construction businesses of all sizes. Its core modules include project management, estimating, accounting, service management, and integration. The software was designed and launched by Trimble Navigation Limited Inc headquartered in Califo...


38. Proliance

  • Best for: Medium and large size businesses
  • Price:
  • Mar 22, 2022
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Proliance is a cloud-based construction management solution that is designed specifically to help the construction companies to manage the lifecycle of a building since the beginning to the end.


39. PRISMG2

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 12, 2022
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PRISMG2 is a cloud-based construction management software for business practices of any size. The software offers a role-based real-time cost tracking as well as forecasting. With these two features, a user can easily predict capital projects and forecast completion factors for various projects.


40. Newforma Project Center

  • Best for: Small, medium and large size businesses
  • Price: starts at $5,000 per license
  • Apr 21, 2022
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Newforma Project Center is a construction project management solution for businesses of all sizes. Other than project management, it offers accounting, estimating, and service management capabilities. The software was designed and launched by Newforma Inc headquartered in New Hampshire, ...


41. LEVESYS

  • Best for: SMBs
  • Price:
  • Jan 16, 2022
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LEVESYS is an award-winning cloud-based Construction software, it is designed to support small and medium size construction business. LEVESYS received a rating of 2.5 from ITQlick team. The software cost is considered affordable (2/5) when compared to alternative solutions.


42. CMiC xProjects

  • Best for: Medium and large size businesses
  • Price:
  • May 13, 2022
Compare CMiC xProjects Vs. Procore

CMiC xProjects is a trending cloud-based Project Management software, it is designed to support medium and large size business. CMiC xProjects received a rating of 4.2 from ITQlick team. The software cost is considered average (3.1/5) when compared to other solutions in their category.


43. BuilderStorm

  • Best for: Small, medium and large size businesses
  • Price: starts at $5,000 per year
  • Feb 23, 2022
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BuilderStorm is a construction management software built for small to large property development, contractors, and construction companies. Its key features include 2D drawing, document management, scheduling, 3D modeling, budget tracking, job costing, subcontractor management, incident reporting, a...


44. SKYSITE

  • Best for: Small, medium and large size businesses
  • Price: starts at $19 per user/month
  • Apr 19, 2022
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SKYSITE is a Cloud, SaaS and Web-based application that assists in mobile construction document management. It can keep teams in sync by providing access to RFIs O&Ms, Punch Lists and documents across multiple devices. SKYSITE has tools which can aid productivity, reduce risk management as well as m...


45. Bluebook ProEstimator

  • Best for: Small businesses and start ups
  • Price: starts at $50 per month
  • Feb 10, 2022
Compare Bluebook ProEstimator Vs. Procore

Bluebook ProEstimator is a growing cloud-based Construction software, it is designed to support small and medium size construction business. Bluebook ProEstimator received a rating of 4 from ITQlick team. The software cost is considered affordable (1.3/5) when compared to alternative solutions.


46. iAuditor

  • Best for: Small, medium and large size businesses
  • Price: starts at $24 per user/month
  • Feb 11, 2022
Compare iAuditor Vs. Procore

SafetyCulture iAuditor is a cloud-based auditing frontend for SafetyCulture. The app is available on Android and iOS and allows the user to create inspection checklists in mobile-friendly formats. These forms are easily accessed using the iAuditor app. Filling up the inspection forms can be augmente...


47. Infor Construction

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 15, 2022
Compare Infor Construction Vs. Procore

Infor Construction is a growing cloud-based Construction software, it is designed to support small, medium and large size construction business. Infor Construction received a rating of 4 from ITQlick team. The software cost is considered affordable (1.6/5) when compared to alternative solutions.


48. IPM Global

  • Best for: Small, medium and large size businesses
  • Price: starts at $159 per user/month
  • Feb 14, 2022
Compare IPM Global Vs. Procore

IPM Global is a project management software solution for businesses of all sizes. Its services include resource management, contract control, planning and forecasting, and others. The software was designed and launched by IPM Global Software headquartered in Queensland, Australia.


49. Fluid CM

  • Best for: SMBs
  • Price: starts at $30 per user/year
  • Feb 14, 2022
Compare Fluid CM Vs. Procore

Fluid CM is a cloud based project management solution for your construction business. The software allows you track and manage your project related data at one place. It also replaces paperwork with digital processing and offers assistance for accounting and management aspects of business.


50. Viewpoint For Project Collaboration

  • Best for: Small, medium and large size businesses
  • Price: starts at $10,000 per license
  • Feb 14, 2022
Compare Viewpoint For Project Collaboration Vs. Procore

Viewpoint For Project Collaboration is a project management and construction software for small and medium companies. Its key features include building information modeling, estimating, business intelligence and reporting, and construction accounting, document control, equipment management, and fina...


51. Projectmates

  • Best for: SMBs
  • Price:
  • Jan 21, 2022
Compare Projectmates Vs. Procore

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


52. BUILDBINDER

  • Best for: SMBs
  • Price: starts at $500 per month
  • Feb 25, 2022
Compare BUILDBINDER Vs. Procore

BUILDBINDER is a trending cloud-based Construction software, it is designed to support small and medium size construction business. BUILDBINDER received a rating of 2.5 from ITQlick team. The software cost is considered affordable (1.1/5) when compared to alternative solutions.


53. Asite

  • Best for: Small, medium and large size businesses
  • Price: starts at $375 per month
  • Feb 28, 2022
Compare Asite Vs. Procore

Adoddle is a maintenance management solution for small and medium businesses. It offers such services as document management, scheduling, project management, relationship management, and others. The software was designed and launched by Asite headquartered in London, United Kingdom.


54. Budget Cruncher

  • Best for: Small, medium and large size businesses
  • Price: starts at $10 per license
  • Feb 28, 2022
Compare Budget Cruncher Vs. Procore

The process of developing annual budgets or project budgets for businesses or non-profit organizations can be complex and expensive. The Budget Cruncher provides a tool that can take the pain out of both building a budget and monitoring performance against it. Best of all, the basic Budget Cruncher...


55. VPO

  • Best for: Medium and large size businesses
  • Price: starts at $1,250 per month
  • Mar 05, 2022
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VPO is an on-premise and on-cloud construction project management software for construction owners, managers, designers, and contractors. It has bidding, change orders, data management, customization, RFIs features and more.


56. PM Toolbox for Office 365

  • Best for: SMBs
  • Price: starts at $200 per feature/month
  • Mar 05, 2022
Compare PM Toolbox for Office 365 Vs. Procore

PM Toolbox for Office 365 is a growing cloud-based Project Management software, it is designed to support small and medium size business. PM Toolbox for Office 365 received a rating of 2.5 from ITQlick team. The software cost is considered affordable (1.2/5) when compared to alternative solutions.


57. BuildingBlok

  • Best for: Small businesses and start ups
  • Price: starts at $500 per month
  • Mar 04, 2022
Compare BuildingBlok Vs. Procore

BuildingBlok is a construction management solution for businesses of all sizes. Core services of the software include bidding and estimating, scheduling, workflow management, job costing, and others. The software was developed and launched by BuildingBlok LLC headquartered in New York, U...


58. Xactimate

  • Best for: SMBs
  • Price: starts at $270 per month
  • Mar 15, 2022
Compare Xactimate Vs. Procore

Xactimate is a cloud-based as well as an on-premise construction software that is focused on claims estimation for the insurance adjusters. Users can send or receive estimation and valuation assignments using the software.


59. Buzzsaw

  • Best for: Small, medium and large size businesses
  • Price: starts at $80 per license
  • Mar 09, 2022
Compare Buzzsaw Vs. Procore

Buzzsaw is a growing cloud-based Construction software, it is designed to support small, medium and large size construction business. Buzzsaw received a rating of 3.7 from ITQlick team. The software cost is considered average (3.8/5) when compared to other solutions in their category.


60. FASTTAC

  • Best for: Small, medium and large size businesses
  • Price: starts at $49 per user/month
  • Mar 09, 2022
Compare FASTTAC Vs. Procore

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


61. Gate Three

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 09, 2022
Compare Gate Three Vs. Procore

Gate Three is a leading cloud-based Construction software, it is designed to support small, medium and large size construction business. Gate Three received a rating of 2.5 from ITQlick team. The software cost is considered affordable (1/5) when compared to alternative solutions.


62. Relatics

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 24, 2022
Compare Relatics Vs. Procore

Relatics is a web based requirements management solution for businesses of all sizes. Its capabilities include status reporting, collaboration, data drilling, and others. The software was developed and launched by Relatics BV headquartered in Netherlands.


63. Constructware

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 25, 2022
Compare Constructware Vs. Procore

Constructware software is a cloud-based project management system that provides users with tools for managing design during the construction. The solution offers tools to help connect people, information and processes to ensure project completion.


64. Eadoc

  • Best for: Small, medium and large size businesses
  • Price: starts at $500 per month
  • Mar 24, 2022
Compare Eadoc Vs. Procore

EADOC is a web based construction and project management solution for construction businesses of all sizes. It consists of project management, estimating, and accounting modules. The software was designed and launched by EADOC LLC, founded in 2006 and headquartered in California, United States.


65. Sage Construction Project Center

  • Best for: SMBs
  • Price:
  • Mar 25, 2022
Compare Sage Construction Project Center Vs. Procore

Sage Construction Project Center is a cloud-based project management system that offers a secure, and centralized collaboration hub. With this software, project team members can have access to all the documents and transactions they need to review whether from the office, the jobsite, or anywhere th...


66. CMIS

  • Best for: SMBs
  • Price: starts at $3,500 per license
  • Mar 24, 2022
Compare CMIS Vs. Procore

CMIS is cloud-based and on-premise fully integrated enterprise-level construction management software designed by ECL Software for GCs, estimators, subcontractors, home builders, and speciality contractors and more.


67. Spitfire Project Management System

  • Best for: Small, medium and large size businesses
  • Price: starts at $79 per month
  • Mar 28, 2022
Compare Spitfire Project Management System Vs. Procore

Spitfire is a construction project management solution for businesses of all sizes. It offers such capabilities as billing and invoicing, payroll management, cash management, and others. The software was designed and launched by Spitfire Management LLC headquartered in New York, United States.


68. QuickBooks Pro

  • Best for: Small businesses and start ups
  • Price: starts at $349.99 per year
  • Mar 31, 2022
Compare QuickBooks Pro Vs. Procore

QuickBooks Pro 2014 is an accounting software that can help users to organize their business finances easily and track expenses and sales from one place. Users can get complete control over their expenses and create invoices using this software. The software can also help users to gain insights into...


69. ProjectCenter

  • Best for: SMBs
  • Price:
  • May 17, 2022
Compare ProjectCenter Vs. Procore

ProjectCenter gives your project team immediate access to better communication and shared information. There’s no software to load, no hardware to manage. Just click on your project website and begin experiencing the power of instant collaboration.


70. Primavera Facilities Management Software

  • Best for: Small business, Large business
  • Price:
  • May 18, 2022
Compare Primavera Facilities Management Software Vs. Procore

Primavera is a Facility Project Management tool developed by Oracle, and it is aimed at providing capital project management solutions, facility maintenance, and space management.


71. CMiC Professional

  • Best for: Small, medium and large size businesses
  • Price: starts at $90,000 per license
  • Jan 26, 2020
Compare CMiC Professional Vs. Procore

CMiC Professional software is a single database, fully integrated construction solution that can be deployed as on-premise, multi-tenant SaaS or a cloud-based solution. The platform helps to support the whole construction lifecycle by providing various tools for project management, budgeting, financ...



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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Author

Shlomi Lavi

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Shlomi holds a Bachelor of Science (B.Sc.) in Information System Engineering from Ben Gurion University in Israel. Shlomi brings 15 years of global IT and IS management experience as a consultant, and implementation expert for small, medium and large size (global) companies.