Top 54 CM Reporting & Analytics Software (Jan 2024)

2023's Best 55 CM Reporting & Analytics Systems

Shlomi LaviShlomi Lavi / Jan 21, 2024

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1. RUN Powered by ADP

  • Best for: Small businesses and start ups
  • Price: starts at $59 per employee/month + $4 per employee
  • Mar 09, 2022
Compare RUN Powered by ADP Vs. RUN Powered by ADP

Run Payroll is a web based payroll management solution for small and medium businesses. It also facilitates management of federal and state taxes in addition to other capabilities. The software was designed and launched by ADP LLC headquartered in New Jersey, United States.


2. Membermouse

  • Best for: Small, medium and large size businesses
  • Price: starts at $29 per month
  • Mar 12, 2022
Compare Membermouse Vs. RUN Powered by ADP

Membermouse is a cloud-based membership management solution designed to allow online store owners to promote or sell their products to the site members. The platform is in the form of a plugin for Wordpress users.


3. IntelligenceBank - Digital Asset Management

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $9 per user/month
  • Mar 23, 2022
Compare IntelligenceBank - Digital Asset Management Vs. RUN Powered by ADP

IntelligenceBank DAM is a digital asset management solution for small and medium businesses. It also offers workflow management, custom branding, planning, and other capabilities. The software was designed and launched by IntelligenceBank Pty Ltd headquartered in Australia.


4. TheraNest

  • Best for: Small businesses and start ups
  • Price: starts at $39 per month
  • Feb 27, 2023
Compare TheraNest Vs. RUN Powered by ADP

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.


5. Omnisend

  • Best for: Small businesses and start ups
  • Price: starts at $16 per month
  • Mar 25, 2022
Compare Omnisend Vs. RUN Powered by ADP

Omnisend is a growing cloud-based Marketing software, it is designed to support small and medium size business. Omnisend received a rating of 4.8 from ITQlick team. The software cost is considered affordable (1/5) when compared to alternative solutions.


6. MailerLite

  • Best for: Small, medium and large size businesses
  • Price: starts at $9 per month
  • Apr 13, 2022
Compare MailerLite Vs. RUN Powered by ADP

MailerLite is an email marketing software designed to help people of all skill levels create professional and personalized marketing campaigns that keep them engaged with their audience.


7. Robly

  • Best for: SMBs
  • Price: starts at $19 per month
  • Apr 18, 2022
Compare Robly Vs. RUN Powered by ADP

Robly is a cloud-based email marketing software solution that targets to grow the audience and business customers as well as with the integrated AI technologies. Some of the core features of Robly include retargeting campaigns, reporting, pop-ups, and testing.


8. AnesthesiaOS

  • Best for: SMBs
  • Price:
  • Apr 17, 2022
Compare AnesthesiaOS Vs. RUN Powered by ADP

AnesthesiaOS is a cloud-based as well as on-premise information management system for hospitals that can serve as an electronic medical recording system or easily integrate with any electronic health record.


9. Fishbowl Inventory

  • Best for: Small businesses and start ups
  • Price: starts at $4,395 per license
  • Oct 10, 2022
Compare Fishbowl Inventory Vs. RUN Powered by ADP

Fishbowl Inventory software is a cloud-based and on-premise Manufacturing & Inventory Management platform for QuickBooks. The software helps to streamline business operations in any company in all industries.


10. Delivra

  • Best for: SMBs
  • Price: starts at $75 per month
  • May 17, 2022
Compare Delivra Vs. RUN Powered by ADP

Delivra is a growing cloud-based Email Marketing software, it is designed to support small and medium size business. Delivra received a rating of 4.5 from ITQlick team. The software cost is considered affordable (1/5) when compared to alternative solutions.


Pricing Guide - CM Reporting & Analytics Software:

Document Management Software Price Ranges

Organizations would generally have to pay between $0 and more than $15 a month for base subscriptions of Document Management Software. The price could include extra features such as OCR (Optical Character Reader) Integrations, Versioning, and Document Scanning. Users can also procure Document Management Software products based on the size of the workforce, mode of deployment, and the number of free features they have.

  • Small businesses can expect to pay between $5 and $21 a month. XpertDoc Business pricing, for example, starts at $9 a month, with a Premium plan which goes for $21 a month; iLovePDF Premium Pro cost price goes for $9 monthly. Drive pricing starts at $2 a month, and OneDrive pricing goes for $2 a month as well. Additionally, Bitrix24 costs about $12 a month, ONLYOFFICE at $5 a month, and Zoho Docs at $5 monthly.
  • Mid-sized companies would generally have to pay between $60 and $375 a month for Document Management Software. For instance. eFileCabinet pricing begins at $199 per month, FirmRoom at $250 per month, FormStack at $360 a month, and Adoddle at $375 monthly. Furthermore, Domkee costs up to $279 a month for each user, Clustdoc at $70 per month, and Laserfiche at $60 monthly.
  • Large corporations can expect to pay up to $47000 for Document Management Software products. As examples, OnBase charges a one-time fee of $25000, Nuxeo has an asking price of $47000 annually, and KRYSTAL Document Management costs $1500 outright. Furthermore, Widen Collective has a perpetual license which costs $20000 a year, DocuShare has a starting price of $2000 a year, and Dirico.io pricing starts at $840 monthly.
  • Additionally, users can acquire free Document Management Software for example, KimiosDMS is an open-source Document Management Software free of charge, Notion Personal is free, and its user can pay for more of its features, starting from $4 a month. Furthermore, other free and open-source document management software include OpenDocMan, OpenKM, and VIENNA Advantage.
  • Document Management Software for Windows generally has price points within $5 and $289 a month. For example, Worldox charges $88 a month for license maintenance, Doccept pricing starts at $289 a month, and Tabbles at $20 monthly. StepShot Guides pricing begins at $12 a month, Sejda PDF at an outright price of $5.
  • MacOS users can expect to pay between $7 and $20 a month for Document Management Software. For example, PandaDoc cost price starts at $15 a month, PinPoint at $14 per month, and Backlog at $20 monthly. Also, PDFfillers and Samepage have cost prices of $7 and $15 a month, respectively.
  • Android-based Document Management software has a price range of $5 to $60 a month. For illustration, Atlassian Confluence pricing starts at $10 a month, Glasscubes at $5 per month, and Contract Insight costs up to $60 monthly.
  • Lastly, Web-based DMS generally have price points within $12 and $575 a month. For instance, Suralink pricing starts at $20 a month, Process Street at $12 per month, and Bloomfire at $575 monthly. Also, Canopy pricing goes for $99 a month, and FileInvite goes for $12 per month.

11. TrackMyLeads

  • Best for: Small, medium and large size businesses
  • Price: starts at $99 per month
  • Jun 07, 2022
Compare TrackMyLeads Vs. RUN Powered by ADP

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


12. Dixa

  • Best for: Small, medium and large size businesses
  • Price: starts at $99 per feature/month
  • Jun 23, 2022
Compare Dixa Vs. RUN Powered by ADP

Dixa is a telephony software designed to help businesses grow their brand with customer service. The software has many tools that can be accessed on one platform for more capacity and optimal efficiency.


13. ManageEngine ADAudit Plus

  • Best for: Small, medium and large size businesses
  • Price: starts at $595 per year
  • Jun 24, 2022
Compare ManageEngine ADAudit Plus Vs. RUN Powered by ADP

ManageEngine ADAudit Plus is a real time Active Directory auditing solution for businesses of all sizes. It also offers file server auditing, Windows server auditing, compliance audit reports, and other services. The software was designed and launched by ManageEngine headquartered in Cal...


14. AnyMap

  • Best for: Small, medium and large size businesses
  • Price: starts at $49 per license
  • May 04, 2023
Compare AnyMap Vs. RUN Powered by ADP

AnyMap is a flexible and customizable JavaScript-based mapping solution created by AnyChart. It allows users to create interactive maps that can be used for a wide range of applications, including data visualization, business intelligence, and geographic analysis.


15. Pinpointe

  • Best for: Small, medium and large size businesses
  • Price: starts at $99 per month
  • Jul 05, 2022
Compare Pinpointe Vs. RUN Powered by ADP

Pinpointe is a marketing software that differentiates itself through the use of cloud-based storage in analyzing and storing software. It is designed to efficiently analyze new marketing data, and then send your offers to the most viable leads. Pinpointe was established in 2008 and is located i...


16. Epicor Kinetic

  • Best for: Small, medium and large size businesses
  • Price: starts at $175 per user/month
  • Dec 18, 2022
Compare Epicor Kinetic Vs. RUN Powered by ADP

Future-proof your manufacturing operations with the know-how you need to accelerate business momentum and growth. Integrate social-network-style communication. Empower teams to master content workflow, streamline routine tasks with voice recognition, ease adoption with a modern design interface.


17. RIB Candy

  • Best for: Small, medium and large size businesses
  • Price:
  • May 12, 2023
Compare RIB Candy Vs. RUN Powered by ADP

RIB Candy, created by RIB Software, is a comprehensive construction management software designed to streamline project management processes. It is a versatile platform that caters to the needs of everyone involved in construction projects, including contractors, architects, engineers, and project ow...


18. 3PL Warehouse Manager

  • Best for: Small, medium and large size businesses
  • Price: starts at $625 per license
  • Jul 04, 2022
Compare 3PL Warehouse Manager Vs. RUN Powered by ADP

3PL warehouse manager software is a cloud-hosted warehouse management system that is ideal for small and midsize businesses. The system is designed to assist third-party logistics companies in managing multiple customers, billing schedules and processes.


19. SENDER

  • Best for: Small, medium and large size businesses
  • Price: starts at $8.25 per month
  • Jul 14, 2022
Compare SENDER Vs. RUN Powered by ADP

SENDER is a growing cloud-based Email Marketing software, it is designed to support small, medium and large size business. SENDER received a rating of 4.5 from ITQlick team. The software cost is considered affordable (1/5) when compared to alternative solutions.


20. HiringBoss

  • Best for: Medium and large size businesses
  • Price: starts at $50 per user/month
  • Jul 06, 2022
Compare HiringBoss Vs. RUN Powered by ADP

HiringBoss is a web based applicant tracking solution for businesses of all sizes. It offers such capabilities as candidate database, referral management, applicant scoring system, and others. The software was designed and launched by HRBoss Pte Ltd headquartered in Singapore.


21. FileHold Document Management

  • Best for: Small, medium and large size businesses
  • Price: starts at $25 per month
  • Jul 04, 2022
Compare FileHold Document Management Vs. RUN Powered by ADP

FileHold is a document management solution for businesses of all sizes. Its capabilities include document capturing, archiving and retention, collaboration, metadata management, and others. The software was designed and launched by FileHold Systems Inc headquartered in British Columbia, ...


22. Hajiri App

  • Best for: Small, medium and large size businesses
  • Price:
  • May 24, 2023
Compare Hajiri App Vs. RUN Powered by ADP

Hajiri is an attendance management app developed by Aasaan Services. It is designed to help businesses and organizations keep track of employee attendance using a digital platform.


23. GE Healthcare

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 22, 2022
Compare GE Healthcare Vs. RUN Powered by ADP

As a leading global medical technology, pharmaceutical diagnostics, and digital solutions innovator, GE Healthcare enables clinicians to make faster, more informed decisions through intelligent devices, data analytics, applications and services, supported by its Edison intelligence platform. We are ...


24. InterSystems HealthShare

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 21, 2022
Compare InterSystems HealthShare Vs. RUN Powered by ADP

InterSystems technology and solutions power intelligent clinical workflows and real-time decision support wherever care decisions are made. They provide the analytics to manage an organization – or the health of a population. They are built to mine the largest data lakes through machine learning and...


25. Medsphere Systems

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 22, 2022
Compare Medsphere Systems Vs. RUN Powered by ADP

Comprehensive EHR and RCM solutions for inpatient and ambulatory facilities with outsourced managed IT services and supply chain management to improve overall patient care.


26. CaseXellence

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 21, 2024
Compare CaseXellence Vs. RUN Powered by ADP

CaseXellence is a comprehensive case management software suite designed to streamline business processes and transform the way you work. It is a low-code intelligent process automation platform that enables public sector enterprises to modernize and transform their legacy infrastructure.


27. SendX

  • Best for: Small businesses and start ups
  • Price: starts at $7.49 per month
  • Jul 24, 2022
Compare SendX Vs. RUN Powered by ADP

SendX is a growing cloud-based Email Marketing software, it is designed to support small and medium size business. SendX received a rating of 4.9 from ITQlick team. The software cost is considered affordable (1/5) when compared to alternative solutions.


28. Process Donation

  • Best for: Small, medium and large size businesses
  • Price: starts at $14.99 per month
  • Jul 29, 2022
Compare Process Donation Vs. RUN Powered by ADP

Process Donation is a non-profit software designed to help charities and non-profit organizations organize fundraising campaigns and create avenues to reach out to donors and members.


29. QZZR

  • Best for: Small, medium and large size businesses
  • Price: starts at $24.99 per month
  • Jul 31, 2022
Compare QZZR Vs. RUN Powered by ADP

QZZR is a growing cloud-based Email Marketing software, it is designed to support small, medium and large size business. QZZR received a rating of 4.2 from ITQlick team. The software cost is considered affordable (2/5) when compared to alternative solutions.


30. Livestorm

  • Best for: Small, medium and large size businesses
  • Price: starts at $88 per month
  • Jul 31, 2022
Compare Livestorm Vs. RUN Powered by ADP

Livestorm is a webinar software designed to help businesses engage their audience with its video communication tool. The software helps plan events, build registration pages, and send invites to the audience.


31. Abila Elevate™

  • Best for: Small, medium and large size businesses
  • Price:
  • Aug 05, 2022
Compare Abila Elevate™ Vs. RUN Powered by ADP

Abila is a non-profit software designed as an association management platform where users can grow and empower their organizations. The software generates data and personal insights that they can harness to ameliorate financial and strategic decision making.


32. IntelligenceBank Knowledge Management

  • Best for: Small, medium and large size businesses
  • Price: starts at $15 per feature/month
  • Oct 05, 2022
Compare IntelligenceBank Knowledge Management Vs. RUN Powered by ADP

IntelligenceBank Knowledge Management is a document management solution for businesses of all sizes. Its key capabilities include online document management, workflow management, database customization, and others. The software was designed and launched by IntelligenceBank Pty Ltd headqu...


33. dotMailer

  • Best for: Small, medium and large size businesses
  • Price: starts at $150 per month
  • Jan 31, 2023
Compare dotMailer Vs. RUN Powered by ADP

DotMailer software is a cloud based marketing automation platform which features email marketing as its core functionality. It is designed to cater to small businesses, medium sized and large enterprise.


34. OnPay

  • Best for: Small businesses and start ups
  • Price: starts at $40 per user/month
  • Feb 12, 2022
Compare OnPay Vs. RUN Powered by ADP

OnPay software is a cloud based payroll and HR solution that assists small businesses and growing businesses to automate filling of tax and compensation workflows. The primary functionalities of OnPay software include new hire reporting, employee self onboarding, automated payroll Benefits Managemen...


35. AccuPoint

  • Best for: Medium and large size businesses
  • Price:
  • Jan 07, 2022
Compare AccuPoint Vs. RUN Powered by ADP

AccuPoint is a cloud-based electronic health record solution that is suitable for use in mental health practices and all other types of therapy and behavioral therapy practices. the solution can be sued in various types of practices that involve rehabilitation either of the body or the behavior or a...


36. PolicyTech

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 07, 2022
Compare PolicyTech Vs. RUN Powered by ADP

PolicyTech is a policy and compliance management solution for businesses of all sizes. The services offered by it include document authoring and distribution management, policy management, automation, and others. The software was designed and launched by NAVEX Global headquartered in Nor...


37. WoundExpert

  • Best for: SMBs
  • Price: starts at $20,000 per month
  • Feb 09, 2022
Compare WoundExpert Vs. RUN Powered by ADP

WoundExpert is a cloud-based electronic health record solution that can also be sued as a practices management solution suitable for use in hospitals and clinics of all sizes.


38. Webinato

  • Best for: Small, medium and large size businesses
  • Price: starts at $170 per month
  • Feb 12, 2022
Compare Webinato Vs. RUN Powered by ADP

Webinato is an award-winning cloud-based Video Conferencing software, it is designed to support small, medium and large size business. Webinato received a rating of 4.8 from ITQlick team. The software cost is considered a bit pricey (5/5) vs their competitors.


39. Klaviyo

  • Best for: Small, medium and large size businesses
  • Price: starts at $20 per feature/month
  • Feb 21, 2022
Compare Klaviyo Vs. RUN Powered by ADP

Klaviyo is a leading cloud-based Email Marketing software, it is designed to support small, medium and large size business. Klaviyo received a rating of 4.8 from ITQlick team. The software cost is considered affordable (1/5) when compared to alternative solutions.


40. WebinarJam

  • Best for: Small, medium and large size businesses
  • Price: starts at $49 per month
  • Feb 26, 2022
Compare WebinarJam Vs. RUN Powered by ADP

WebinarJam is a growing cloud-based Video Conferencing software, it is designed to support small, medium and large size business. WebinarJam received a rating of 4.3 from ITQlick team. The software cost is considered affordable (4/5) when compared to alternative solutions.


41. Real Magnet

  • Best for: Small, medium and large size businesses
  • Price: starts at $199 per month
  • Mar 01, 2022
Compare Real Magnet Vs. RUN Powered by ADP

Real Magnet is a growing cloud-based Marketing Automation software, it is designed to support small, medium and large size business. Real Magnet received a rating of 4.6 from ITQlick team. The software cost is considered a bit pricey (5/5) vs their competitors.


42. Onstream Meetings

  • Best for: Small, medium and large size businesses
  • Price: starts at $49 per user/month
  • Feb 28, 2022
Compare Onstream Meetings Vs. RUN Powered by ADP

Onstream Meetings is a web conferencing and collaboration solution for businesses of all sizes. It also offers assistance for priority meetings, collaborative meetings, and sales calls etc. The software was designed and launched by Onstream Media Corporation headquartered in Florida, Uni...


43. SendHub

  • Best for: SMBs
  • Price: starts at $7 per month
  • Feb 28, 2022
Compare SendHub Vs. RUN Powered by ADP

SendHub is a business phone management system for small and medium businesses. Its capabilities include messaging, voice call management, conferencing, file management, and others. The software was designed and launched by SendHub headquartered in California, United States.


44. vCita LiveSite

  • Best for: SMBs
  • Price: starts at $19 per month
  • Mar 01, 2022
Compare vCita LiveSite Vs. RUN Powered by ADP

vCita LiveSite Medical is a cloud-based business management software that offers billing, scheduling, customer relationship management and email marketing solutions for small businesses.


45. USATestprep

  • Best for: Small, medium and large size businesses
  • Price: starts at $3,350 per year
  • Mar 05, 2022
Compare USATestprep Vs. RUN Powered by ADP

USAtestprep is a cloud-based learning management systems tool that is built to help teachers in the preparation of optimized learning resources in classrooms. The tool is also useful in the management of student performance.


46. CloudCherry

  • Best for: Small, medium and large size businesses
  • Price:
  • Oct 27, 2022
Compare CloudCherry Vs. RUN Powered by ADP

Cisco Webex Experience Management is a fast growing cloud-based Customer Experience Management software, it is designed to support small, medium and large size business. Cisco Webex Experience Management received a rating of 4 from ITQlick team. The software cost is considered average (2.7/5) when ...


47. Astute Social

  • Best for: SMBs
  • Price:
  • Mar 05, 2022
Compare Astute Social Vs. RUN Powered by ADP

Astute Social is an award-winning cloud-based Social Media Management software, it is designed to support small and medium size business. Astute Social received a rating of 2.5 from ITQlick team. The software cost is considered affordable (1/5) when compared to alternative solutions.


48. Evercondo

  • Best for: Medium business
  • Price:
  • Oct 28, 2022
Compare Evercondo Vs. RUN Powered by ADP

Frontsteps is a fast growing cloud-based Property Management software, it is designed to support small and medium size property management companies. Frontsteps received a rating of 2.5 from ITQlick team. The software cost is considered affordable (1.1/5) when compared to alternative solutions.


49. Pilot ERP

  • Best for: Small businesses and start ups
  • Price: starts at $99 per month
  • Mar 08, 2022
Compare Pilot ERP Vs. RUN Powered by ADP

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


50. Emma

  • Best for: SMBs
  • Price: starts at $99 per month
  • Mar 23, 2022
Compare Emma Vs. RUN Powered by ADP

Emma is a growing cloud-based Email Marketing software, it is designed to support small and medium size business. Emma received a rating of 4.2 from ITQlick team. The software cost is considered average (3/5) when compared to other solutions in their category.


51. ReviewPush

  • Best for: SMBs
  • Price: starts at $89 per location/month
  • Mar 25, 2022
Compare ReviewPush Vs. RUN Powered by ADP

ReviewPush is a cloud-based reputation management and review monitoring and management solution. It is an online review monitoring program that enables review responding and soliciting for big brands as well as large businesses.


52. Uneartha

  • Best for: Medium and large size businesses
  • Price: starts at $3,000 per license
  • Nov 01, 2022
Compare Uneartha Vs. RUN Powered by ADP

Uneartha is a leading cloud-based BI software, it is designed to support medium and large size business. Uneartha received a rating of 4.4 from ITQlick team. The software cost is considered affordable (1.5/5) when compared to alternative solutions.


53. Heymarket

  • Best for: Start up, Small business
  • Price: starts at $49 per month
  • Apr 06, 2022
Compare Heymarket Vs. RUN Powered by ADP

Your team gets powerful shared inboxes to message from award winning mobile apps and their computer. Customers, contractors, and partners never have to install an app and get text and Facebook messages. Your team will stay productive while your company maintains full control. Increase customer sa...


54. MasterControl Risk Analysis

  • Best for: Small, medium and large size businesses
  • Price: starts at $25,000 per year
  • Apr 11, 2022
Compare MasterControl Risk Analysis Vs. RUN Powered by ADP

MasterControl Risk Analysis is a cloud based solution that helps businesses automate the risk analysis process. The solution identifies and evaluates risk scenarios such as non conformance, Corrective Action Preventive Action or deviations.



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.