Top 54 Case Management Software (Jan 2023)

2023's Best 55 Case Management Systems

Shlomi LaviShlomi Lavi / Jan 01, 2023

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1. Salesforce

  • Best for: Small, medium and large size businesses
  • Price: starts at $25 per user/month
  • Dec 29, 2022
Compare Salesforce Vs. Salesforce

Salesforce is a cloud-hosted customer relationship management (CRM) software suite that offer solutions for small, mid-level and enterprise organizations focusing mainly on sales and support. The software offers various solutions that include sales, marketing, service, commerce, engagement, integrat...


2. Filevine

  • Best for: Small, medium and large size businesses
  • Price:
  • Dec 27, 2022
Compare Filevine Vs. Salesforce

Filevine is a cloud-based Legal Management software that allows its users to keep track of the source of clients leads, set out intake scripting for new lead arrivals, and assess marketing expenditure.


3. MyCase

  • Best for: SMBs
  • Price: starts at $49 per user/month
  • Dec 07, 2022
Compare MyCase Vs. Salesforce

MyCase is a legal management solution built for attorneys and small to medium law firms. Its key features include document, legal practice, and contacts management, time and expense tracking, client portal, payment scheduling, case workflow management, and invoicing and billing.


4. Xero

  • Best for: Small businesses and start ups
  • Price: starts at $12 per month
  • Mar 09, 2022
Compare Xero Vs. Salesforce

Xero is a cloud-based accounting and finance software for small, start-up, and growing enterprises. It has invoice management, purchasing, bank reconciliation, and bookkeeping features which help businesses boost their cash flow.


5. Zola Suite

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

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...


6. Logikcull

  • Best for: Small, medium and large size businesses
  • Price: starts at $395 per matter/month
  • Mar 21, 2022
Compare Logikcull Vs. Salesforce

Logikcull is a cloud-based legal management software for small to large law practice related companies. Its key include drag and drop upload, automatic OCR (using ABBYY), privileged detection, and rendering to PDF, custom slip-sheets, bulk tag or even cull in a single click, and more.


7. TheraNest

  • Best for: Small businesses and start ups
  • Price: starts at $39 per month
  • Dec 21, 2022
Compare TheraNest Vs. Salesforce

TheraNest is a HIPAA compliant web-based mental health software that is designed for use by solo practitioners, large mental health practices, and nonprofit organizations.


8. CosmoLex

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

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...


9. TherapyNotes

  • Best for: SMBs
  • Price: starts at $49 per user/month
  • Dec 21, 2022
Compare TherapyNotes Vs. Salesforce

TherapyNotes is a cloud-based electronic health record solution also used a medical billing solution. The solution can be used in all non-medical practices in the hospitals as well as the medical practice.


10. WebMerge

  • Best for: Small businesses and start ups
  • Price: starts at $50 per month
  • Apr 13, 2022
Compare WebMerge Vs. Salesforce

WebMerge is a web based document management solution for businesses of all sizes. Its features include document customization, centralized storage, support for multiple formats, and others. The software was designed and launched by WebMerge Software Inc headquartered in California, Unite...


Pricing Guide - Case Management Software:

Legal Software Pricing

Most cloud-based legal software tools in the market are priced on a per lawyer per month basis, and their prices fall between the ranges of $20 to $50 and $50 to $80 per user monthly. For example, App4Legal pricing starts from $19 per user month, with an option for Standard and Premium plans, which cost $29 and $39 respectively per month. Amberlo pricing for each of their 3 plans is $25, $35, and $55. Also, some products are priced per case per month. For example, CasePacer costs $5 per case monthly.

In addition, most legal software have different price points based on the size of a law firm or an agency; hence, price points may differ.

  • Small Business: Solo lawyers, attorneys, or legal clinics can expect to pay within the range of $35 to $60 per user monthly. For example, CasePeer cost price starts from $55 per user monthly, MerusCase from $49 per user monthly, and Amicus Attorney pricing goes for $49 per user monthly.
  • Medium Businesses: Law agencies with two or more legal practitioners can expect to pay within the range of $60 to $100 per user monthly for legal software. For instance, CoCounselor pricing starts from $80 per user monthly, CloudLex costs $65 per user monthly, and SmartAdvocate pricing from around $90 per user a month.
  • Large Businesses: law firms with a large workforce can expect prices that fall between $60 to $100 per month for legal software. However, prices are based on the number of active users; hence, firms with a large workforce can expect discounts. For example, Zola Suites pricing starts from around $60 for a single user but costs around $50 for up to 10 users each.

Furthermore, Legal software best of breeds and their respective price ranges are as follows:

  • Legal Case Management Software Most Legal case management software have prices that fall between $15 and $59 upwards. Also, most products are priced on a per-user, per-month basis. For example, ServeManager pricing starts from $39 per user monthly, LawCus pricing from around $34 per user monthly, and Perfect Practice from around $45 per user per month.
  • Family Law Software Law agencies can expect to pay prices that fall between the ranges of $15 to $60 and $60 to $150 for family Law Software. Also, most products are priced per user and on a monthly basis. For example, Dibcase pricing starts from $39 per user monthly, LawGro costs $34 per user monthly, and Osprey Approach from $130 per user monthly.
  • Legal Calendaring & Docketing Software The price points for most calendaring & docketing software fall within $30 and $80. For example, Law Toolbox costs $36 per user monthly, DocketTrac pricing goes for $75 per user monthly, and DSWings costs around $65 per user a month.
  • Legal Billing Software Most legal billing software have perpetual licenses that can be bought with a one-time fee and this ranges from $90 to $500. However, there are others with monthly price tags that cost between $15 to $70. For example, HyperLogs pricing starts from $19 per user monthly, while TimeNet Law costs a one-time fee of $249. Also, RTG Bills have a one-time fee of $96.
  • Legal Document Management Software Most Legal Document Management software pricing lies between $30 to $80 per user, per month. However, a few with more robust features can cost as high as $1,000 per month. For example, PDFelemet pricing starts from $70 per month, and Bigle Legal costs $49 per month. Meanwhile, Closing Folders costs $1,000 per month.
  • Law Practice Management Software The prices for law practice management software can be broken into three tiers, from $8 to $39, $39 to $65, and above $65 on a monthly basis. For example, ROSS pricing starts from $70 per user monthly, Continux pricing goes for $60 per user a month, and EveryClient Legal pricing from $25 per user monthly.
  • Trust Accounting Software This software has price points that sit below or above $150 per-user per-month. For instance, TrustBooks cost price starts from $25 per user monthly, Trust Accountant pricing begins at $100 per month, and Brief Accounting costs around $25 per user monthly.

11. Needles Case Management

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $85 per user/month
  • May 14, 2022
Compare Needles Case Management Vs. Salesforce

Needles Case Management is a legal management software designed to help law firms and professionals deliver outcomes with clients cases.


12. PLEXIS Payer Platforms

  • Best for: Small, medium and large size businesses
  • Price:
  • May 21, 2022
Compare PLEXIS Payer Platforms Vs. Salesforce

PLEXIS Payers is a cloud-based Claims Management software that assists Healthcare workers in processing claims and handling administration as it affects ROI.


13. Aderant

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

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


14. ReconArt

  • Best for: SMBs
  • Price: starts at $1,500 per 5 users/month
  • May 21, 2022
Compare ReconArt Vs. Salesforce

ReconArt is a core accounting software that helps businesses to automate data import, reporting, and matching.


15. BILL4TIME

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

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...


16. Lessons Learned Database

  • Best for: Small businesses and start ups
  • Price: starts at $8 per user/month
  • May 23, 2022
Compare Lessons Learned Database Vs. Salesforce

Lessons Learned Database is a Help Desk software created for small companies. Its key features include data management, collaboration tools, event management, lesson categorizing, forms management, training management, event calendar, and notification management.


17. CloudLex

  • Best for: Small, medium and large size businesses
  • Price: starts at $75 per user/month
  • May 30, 2022
Compare CloudLex Vs. Salesforce

CloudLex is a cloud-based Legal Management software that enables personal injury practitioners to centrally manage their practice and share information with clients and colleagues through email correspondence and discussion boards.


18. ActionStep

  • Best for: SMBs
  • Price: starts at $89 per user/month
  • Dec 06, 2022
Compare ActionStep Vs. Salesforce

ActionStep is a web based practice management solution for small and medium businesses. It offers automation of business processes and management of projects and clients from anywhere. The software was designed and launched by Actionstep Software Company headquartered in Auckland, New Ze...


19. bestPTsystem

  • Best for: SMBs
  • Price:
  • Jun 18, 2022
Compare bestPTsystem Vs. Salesforce

bestPT is a web-based EHR and practice management solution designed for physical therapy clinics and practice of all sizes. It has a number of features including a physical therapy office billing solution that allows users to process and collect payments faster.


20. LeanLaw Software

  • Best for: SMBs
  • Price: starts at $40 per user/month
  • Jun 22, 2022
Compare LeanLaw Software Vs. Salesforce

LeanLaw is a legal management software with a ton of automated tools to help legal teams present their value and professionalism to clients.


21. 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. Salesforce

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


22. Waystar Revenue Cycle Technology

  • Best for: Small, medium and large size businesses
  • Price: starts at $100 per user/month
  • Jul 02, 2022
Compare Waystar Revenue Cycle Technology Vs. Salesforce

Waystar is a cloud-based health software that helps healthcare systems to manage their administrative as well as clinical processes. The software uses its algorithms to predict claim denials as well as revenue leakages; upon the prediction of these claim denials, it automatically sends workable deni...


23. OneOps Software

  • Best for: Small, medium and large size businesses
  • Price: Has a free version
  • Dec 19, 2022
Compare OneOps Software Vs. Salesforce

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...


24. Rocket Matter

  • Best for: SMBs
  • Price: starts at $39 per user/month
  • Dec 06, 2022
Compare Rocket Matter Vs. Salesforce

Rocket Matter is a web based law practice management solution for businesses of all sizes. It offers such capabilities as billing and invoicing, expense tracking, trust accounting, and others. The software was designed and launched by Rocket Matter LLC headquartered in Florida, United States.


25. Case Manager Pro

  • Best for: Small business, Medium business, Large business, Private use
  • Price: starts at $69 per month
  • May 27, 2022
Compare Case Manager Pro Vs. Salesforce

CaseManagerPro legal case management software brings every element of your cases and matters into a centralized, well-organized system that is adapted to match your specific practice needs. Every person and company, document and note, deadline and issue can be captured, managed, reported, linked and...


26. CaseManager

  • Best for: Private use, Small Practice
  • Price: starts at $10 per license
  • May 27, 2022
Compare CaseManager Vs. Salesforce

Whether you are a psychologist, psychiatrist, chiropractor, masseuse, physical therapist, home-care nurse, speech therapist, or any other kind of therapist, CaseManager can give you more organization for little cost.


27. Casengine App

  • Best for: Private use, Small Practice, Medium Practice
  • Price: starts at $19 per user/month
  • May 27, 2022
Compare Casengine App Vs. Salesforce

Our workflow automation software for law firm unifies your legal tasks, data and case files allowing your law-firm teams to spend more time on the legal work and less time on the mundane process.


28. CaseWizard

  • Best for: Small, medium and large size businesses
  • Price: starts at $40 per user/month
  • May 28, 2022
Compare CaseWizard Vs. Salesforce

With CaseWizard you can manage documents you have created, received, or scanned. Then quickly sort, filter, and categorize documents based on case specific criteria. You can also create new documents based on templates.


29. CICERO LawPack

  • Best for: Small, medium and large size businesses
  • Price: starts at $39 per user/month
  • May 28, 2022
Compare CICERO LawPack Vs. Salesforce

We have developed CICERO LawPack (v10) ourselves, based on years of experience and feedback from clients. The software is web-based and allows you to work on different devices, wherever you are and whenever you want. The package has a very logical structure and consists of a number of interconnected...


30. CompleteLAW

  • Best for: Small, medium and large size businesses
  • Price: starts at $49 per feature/month
  • May 29, 2022
Compare CompleteLAW Vs. Salesforce

CompleteDATA is the last and only legal software vendor you will ever need. Our product, when integrated with word processing and e-mail, provides a COMPLETE solution to manage your firm and your clients. Our development team works constantly to ensure that our solution is stable, robust, and full o...


31. CSM-LAW

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $2,500 per license
  • May 29, 2022
Compare CSM-LAW Vs. Salesforce

At AdvanTec we solve this dilemma by providing the best of both worlds. We build our solutions with Commercial off-the-Shelf (COTS) products customized where the strategic benefits warrant. Our years of efforts have resulted in a vast library of customized modules that enable us to deliver these “ta...


32. Dibcase Legal Case Management

  • Best for: Small business, Medium business, Private use
  • Price: starts at $20 per user/month
  • May 29, 2022
Compare Dibcase Legal Case Management Vs. Salesforce

Create folders, navigate, and open Dropbox and GDrive files from Dibcase Exchange files and messages securely through the Dropbox desktop or mobile app with clients.


33. DSWings

  • Best for: Small, medium and large size businesses
  • Price: starts at $65 per user/year
  • May 29, 2022
Compare DSWings Vs. Salesforce

Wings Legal Disability Case Management software in the Cloud is a nationally recognized secure Cloud-based software that is a platform for law firms of all sizes to store, manage and protect their clients disability case files and offers unparalleled automation for the practice of law, especially in...


34. EveryClient (Legal)

  • Best for: Start up, Small business
  • Price: starts at $30 per user/month
  • May 30, 2022
Compare EveryClient (Legal) Vs. Salesforce

Quality and reliable software that securely stores your data in the widely trusted Microsoft SQL Server database. Easy to use - EveryClient (Legal) Software has all the functionality that you would expect to find in a top-end system, yet ease of use is the primary design objective.


35. GOOD LAW SOFTWARE

  • Best for: Small, medium and large size businesses
  • Price: starts at $60 per month
  • May 30, 2022
Compare GOOD LAW SOFTWARE Vs. Salesforce

GLS is an all-in-one legal practice management system that provides law firms from the small one-man start up to the seasoned-thirty-years-going firm with all the features necessary to efficiently run a law firm and equipping them with tools they did not even know they wanted.


36. Insight Legal

  • Best for: Small, medium and large size businesses
  • Price: starts at $31 per month
  • May 31, 2022
Compare Insight Legal Vs. Salesforce

Insight Legal is a Cloud Based Legal Accounts, Practice Management and Case Management software solution. Our legal software saves firms time and increases their efficiency.


37. Jubilee

  • Best for: Small, medium and large size businesses
  • Price: starts at $20 per 2 users/month
  • May 31, 2022
Compare Jubilee Vs. Salesforce

Jubilee is the online bankruptcy petition preparation software from LegalPRO Systems. Jubilee walks you through the bankruptcy filing process, generating PDF files of official bankruptcy schedules and filing them electronically with the ECF Wizard.


38. Jusnote

  • Best for: Small, medium and large size businesses
  • Price: starts at $6 per user/month
  • May 31, 2022
Compare Jusnote Vs. Salesforce

Jusnote allows lawyers to keep cases on track with centralized storage, tasks management, calendaring, invoicing, streamlined processes, and various in-depth reports. The system keeps your team in sync from anywhere.


39. Lawcadia

  • Best for: Small, medium and large size businesses
  • Price: starts at $500 per month
  • May 31, 2022
Compare Lawcadia Vs. Salesforce

Transform your legal operations with the intelligent matter and spend management system built for in-house legal teams and their law firms with intake & triage, workflow automation, document automation, collaboration workspaces and BI reporting.


40. Lawcus

  • Best for: Small, medium and large size businesses
  • Price: starts at $34 per user/month
  • May 31, 2022
Compare Lawcus Vs. Salesforce

Lawcus streamlines Legal Practice Management, CRM, Client Intake, and no-code automation so you can focus on what truly matters: your clients!


41. Lawman

  • Best for: SMBs
  • Price: starts at $950 per license
  • May 31, 2022
Compare Lawman Vs. Salesforce

Lawman Legal Practice Management Software is now available as a fully Cloud Hosted Legal Practice Management System or more conventional Local In-House System. Lawman Legal Practice Management Systems are designed from the ground up integrating SQL Server, Microsoft Office and the latest Windows de...


42. LawToolBox

  • Best for: Small, medium and large size businesses
  • Price: starts at $16 per month
  • Jun 03, 2022
Compare LawToolBox Vs. Salesforce

Save time with a court date calculator, instant deadline calendaring, and matter management in Microsoft Outlook, Teams, and SharePoint.


43. Lawyer Stage

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 03, 2022
Compare Lawyer Stage Vs. Salesforce

A complete management tool for lawyers and studios. Lawyer Stage is a powerful and fast management tool, whether you are independent or work within a large studio, Lawyer Stage allows you to track and invoice files very easily.


44. Legal Office

  • Best for: Small, medium and large size businesses
  • Price: starts at $5 per month
  • Jun 03, 2022
Compare Legal Office Vs. Salesforce

Legal Case Management allows lawyers and law firms to keep cases under control with centralized information storage, task management, calendar, billing and various detailed reports. ill help you manage all the steps in an organized way. Easily access all important information.


45. Legal Sale Pro

  • Best for: Small, medium and large size businesses
  • Price: starts at $99 per user/month
  • Jun 09, 2022
Compare Legal Sale Pro Vs. Salesforce

LegalSale Pro offers everything you need to run your practice. From intake to invoicing, we have built industry leading tools to manage your cases, accounting, documents, tasks, compliance and more.


46. Legalmaster

  • Best for: Small, medium and large size businesses
  • Price: starts at $695 per license
  • Jun 09, 2022
Compare Legalmaster Vs. Salesforce

We designed Legalmaster for the firm that wants to combine powerful management tools with simplicity of use. Legalmaster lets you integrate your "back office" financial record-keeping requirements with your "front office" case management needs. Legalmaster is "modular," letting you automate whatever...


47. LEX247

  • Best for: Small, medium and large size businesses
  • Price: starts at $49 per feature/month
  • Jun 09, 2022
Compare LEX247 Vs. Salesforce

As a legal practitioner, there is nothing more important in your workflow than maximizing the efficiency of your time. Our mission is to help you make the most of it by streamlining your workflow and enabling you to collaborate and communicate with your team and clients from anywhere. LEX247 works o...


48. Lexicon

  • Best for: Small, medium and large size businesses
  • Price: starts at $63 per user/month
  • Jun 09, 2022
Compare Lexicon Vs. Salesforce

Lexicon provides a holistic approach to practice management, offering a wide range of legal support services that integrate seamlessly into our robust, all-in-one practice management software suite.


49. Maatdesk

  • Best for: Small business, Medium business, Large business, Private use
  • Price: starts at $29 per user/month
  • Jun 09, 2022
Compare Maatdesk Vs. Salesforce

Legal case management just became much easier. Maatdesk user-friendly design offers practical navigation of various legal case management solutions in one place.


50. Matter365

  • Best for: Small, medium and large size businesses
  • Price: starts at $29.99 per user/month
  • Jun 09, 2022
Compare Matter365 Vs. Salesforce

Streamline document and task management with a matter-centric approach that will help you manage your firm without having to jump in and out of various disparate applications.


51. mattero

  • Best for: Start up, Small business, Private use
  • Price: starts at $30 per user/month
  • Jan 01, 2023
Compare mattero Vs. Salesforce

It is quick and easy to add documents to a matter or contact. Matter and contact information seamlessly merge into a pre-defined document template saving you time usually spent on administrative tasks. mattero drag and drop feature saves documents and emails directly into the document folder.


52. Matters.Cloud

  • Best for: Small business, Private use
  • Price: starts at $25 per user/month
  • Jun 11, 2022
Compare Matters.Cloud Vs. Salesforce

Cintelli provides strategic advice, project management, implementation consulting and technical services to the legal industry.


53. mykase

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $17.03 per month
  • Jun 11, 2022
Compare mykase Vs. Salesforce

Find the right document at the right time. No more jumping from email boxes, multiple desktops, files and folders to look for the relevant document. A central repository that can be retrieved from anywhere; organized by matter, indexed, and searchable enabling easy and fast retrieval.


54. NextCounsel

  • Best for: Small, medium and large size businesses
  • Price: starts at $45 per user/month
  • Jun 11, 2022
Compare NextCounsel Vs. Salesforce

NextCounsel is a leading provider of innovative, data-driven, end-to-end technology solutions that eliminates the inefficiencies across the legal sector.



A Buyer's Guide to Business Software Solutions

How to Evaluate and Buy Business Software
 
If you’re somehow puzzled if this article is only for a specific size of business, no, it’s not. This is for you SMEs, MNEs and start-ups software buyers. Also, we’re not talking about a specific software solution here. Whether the software solution that you’re planning to buy is for Accounting, Business Intelligence, ERP, CRM, Help Desk, Maintenance Management or other types of application, one thing is for sure; with the help of this article, you will be able to know the right process in evaluating and buying a business software solution.
 
We’ve been into the software business for years and we’re seeing a lot of nitty-gritty things that often bring confusions and hesitations to many companies looking for better software solutions. Some companies can’t afford to let go their legacy systems while a few is encountering technological snags once the new system is in place. While this is the underlying truth behind software acquisition and implementation, what’s exciting about buying a business software solution is that there is a clear and obvious proof that thousands of companies and corporations today are happy with the benefits this technology is bringing into their respective businesses.  There is a significant increase in their revenue and the growth is on-going. And it’s easy to say; many from the Fortune 500 companies are making a lot of money because of their smartly-acquired business software.
 
So, let’s get straight to the point. What should you do in order to acquire that business software that could make your organization achieve its goals? The answer to this is pretty straightforward: evaluate and buy that right business software. Yes, that’s what you need to do and here’s the best manual from ITQlick.com that could certainly help you in doing that strategically.
 
Consider the Needs of Your Organization
Let’s assume that at this point, the entire management team agreed that you are ready to invest on a certain software application. The budget has been compromised and the key persons who will be involved in the acquisition process were already identified. Therefore, it’s time to approach things the project management way.
 
Define the Project
Every business software solution is categorized base on application type, features, deployment model, market size and pricing model. Remember that our objective here is to evaluate and buy a business software product that will fit into the size and present needs of your business. So what the project management team should try to deal with first is to define the real requirements of your business exactly base on the categories set by the software industry. Moreover, by doing this activity, you are already narrowing down your search for the right solution. Now, consider bringing this list of FAQs to the project management and aim to come up with clear-cut answers.
 
  1. What type of software is needed? Is it Integrated-Suite, Best-of-Breed or Industry-Specific? Ask your CEO’s main agenda and find the perfect match from these available options.
  2. What are the core and secondary features? Are you looking for basic, advanced or hi-end features? List down the specific features per category and allow the department managers and supervisors to give their insights on this list.
  3. How are you going to deploy the system? Would it be on-premise, cloud-based, hosted, or mobile-based? Weigh these options with the help of your CIO.
  4. Are you going for Tier 1, Tier 2 or Tier 3 vendors? Their offered solutions are base on the size of their target market - SMEs, MNEs or start-ups. Seek your CFO’s advice as it is important to match your financial capacity against the cost of the solution that the providers have for you.
  5. Are you willing to pay for the perpetuity software license or a subscription-based solution is way better? How many users are there and what would be their roles in using the system? Solicit feedbacks from future end users for they know better what challenges and risks might possibly come along their way when they’re using the system.
 
Finalize the BOM or List of Requirements
After providing definite answers on the above questions, we can say that the project has already been defined. Your procurement team is now ready to do their role in the acquisition process of this solution. However, in order for them to execute their job properly, they must have the complete list of requirements - features, specifications, hardware, and the software product. In other words, the Bill-of-Materials (BOM) that is final, complete and well-prepared must be handed over to the procurement director. Needless to say, it is very important that everybody is following the company purchasing and procurement protocols at all times.  
 
Request for Proposal (RFP)
The RFP process will bring everything into formality. Since you’re more likely in a line of business that doesn’t regularly buy software products, it is of critical importance that your RFP is well-structured before you send it to your prospect solution providers.
 
Draft the RFP
An RFP that contains all the relevant information as discussed during the project management meetings will enable the providers to return back to you their proposal that is complete and substantial. Therefore, your RFP should basically contain the following:
 
Brief Introduction
  • Company Name
  • Mission and Goals
  • Purpose of the RFP (or the need for software solution)
Business Background
  • Organizational Structure
  • Current Situation (IT infrastructure, system currently in-use, system issues and desired solutions, etc.)
  • Major Objectives of the Software Purchase
Request for Specific Requirements
  • Solution Functionality
  • System Specifications
  • Vendor Company Information
  • Price Model, Service Plans, Package Options
Other Important Inquiries (if necessary)
 
Send the RFP
Well-structured RFP will bring a lot of advantages especially when the proposals from various providers are received and then subjected for review and analysis. Send your RFP to at least three to five providers (or prospects which you have already shortlisted during the project definition phase). Depending on the complexity of the solution, most vendors will send their proposal in a matter of time, which could be around 4 to 6 weeks for Integrated-Suite solution.
 
Why still send RFP?
Is there really a need for RFP if your preferred solution (like cloud-based) and the service plans or packages are already displayed on the vendor’s website? Well, yes, you still need to undergo the RFP process. For most sales people, they certainly know that those figures appearing in the vendor’s website are usually the “list price” and not the “actual price”. More importantly, the vendor’s proposal (response to RFP) will serve as your main basis for the negotiation. Therefore, sending an RFP is a strict requirement.
 
Follow up questions relevant to RFP
More often than not, questions and concerns will be raised by the vendors to whom you send the RFP. You have to entertain them with utmost professionalism. Solution providers who are seeking further clarifications relevant to the RFP are consisting of professional software experts who wants to help your organization as much as they can. Entertain them but at the same time, always be cautious when providing additional information which you know is confidential or proprietary.
 
Evaluate the Proposals
Always refer to your finalized BOM when tabulating the contents of each proposal. Part of this process is to check the features that are available from this certain vendor and to cross out those that are not. While using spreadsheet aids the tabulation process, laying down the document proposals on the table and allowing your project management team to review them one by one should always be conducted. Evaluating the proposals in full force can help strengthen your decision-making process. Have another round of brain-storming session and come with the name of your preferred solution provider.
 
When selecting the final vendor, always promote the best interest of your organization. Consider answering these questions with full sincerity.
 
  1. Which vendor can provide the long-term benefits to your organization?
  2. Which vendor can provide the best and honest service from acquisition to full implementation?
  3. Which vendor is willing to devote most of its time in better serving its client?
 
Contact this solution provider and in your own strategic approach, try to get the answers to those three important questions above. In most cases, vendor who really wants to prove its craft will offer product demos on a higher level. Others will even invite you to check their already deployed and working systems. Feel free to connect with this type of vendor. Conduct simulation and testing, be it a cloud-based or on-premise solution. Examine all aspects and angles especially those that your project management team want to really know in-depth. For as long as it could help you arrive at a better decision, consider doing all the options available – for the interest of the organization.
 
Enter the Negotiation Process
Most solutions providers can be flexible in terms of pricing. Although the final say is oftentimes on the mouth of the sales person from the vendor’s side, a good negotiation process can always deliver a win-win situation to both parties involve. While negotiation sometimes cannot be settled in one sitting session, always be honest with your intentions whenever negotiating with your provider. If it’s about your budget, justify it with clarity. If it’s about their service plans, tell them what’s lacking or missing on their solution. At the end of the day, the most important event that should happen is that both of you are shaking hands because of a well done negotiation process.
 
Seal the Contract
So what are you going to do on a contract that involves a significant amount of investment? There are three project management approaches for this.
 
  1. Pass the ball to you legal team. They know what to do and more or less they will tell you if there is something wrong with the contract. Give them enough time to review before they affix their signature and then finally seal the contract.
  2. Hire a consultant base on the technical aspect that you want to clarify in the contract. If it’s the Scope of Work (SOW), a software implementation expert is the right person. If it is related to complex legal terms and conditions, a lawyer can help. If it has something to do with money, invite an accountant to conduct a thorough review and computation if necessary.
  3. Always consider consulting your project management team. Remember that the CIO, CFO and CEO are all team members. They will be the signatories and they know what’s best for the interest of the company when signing a contract agreement.
 
From evaluation to buying stage, it is important that the project manager must take full responsibility of monitoring all the works identified and distributed among team members. This is why delegating the right project manager is also an important consideration when buying a business software solution. And again, ITQlick.com wants to emphasize that whatever the size of your company is, using the project management approach will always lead you into a better outcome – that is getting what you paid for the right business software solution. 

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Auditor - Shlomi Lavi

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Shlomi Lavi is an entrepreneur and founder of ITQlick.com. He holds a Bachelor of Science (B.Sc.) in Information Systems Engineering from Ben Gurion University in Israel. Shlomi brings 17 years of global IT and IS management experience as a consultant and implementation expert for small, medium and large-sized (global) companies. Shlomi’s goal is to share the best knowledge and news about information systems so you can make smarter buying decisions for your business.