Top 54 Concrete Cost Estimating Software (Feb 2023)

2023's Best 55 Concrete Cost Estimating Systems

Shlomi LaviShlomi Lavi / Feb 03, 2023

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1. Procore

  • Best for: Small, medium and large size businesses
  • Price: starts at $667 per month
  • Jan 01, 2023
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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. PlanSwift construction

  • Best for: Small, medium and large size businesses
  • Price: starts at $1,595 per license
  • Mar 08, 2022
Compare PlanSwift construction Vs. Procore

PlanSwift construction is an on-premise construction estimation and take-off software. With the on-screen digitizing feature, users can drag and drop various entities of the construction to the visual point-and-click interface and assemble them together so as to gather quantity takeoffs and commence...


3. ComputerEase

  • Best for: SMBs
  • Price: Has a free version
  • Mar 09, 2022
Compare ComputerEase Vs. Procore

Construction firms and contractors need a construction software solution that takes on challenges specific to their industry. Every contractor knows that the construction industry presents numerous unique accounting problems. In our Industry Solution section, you can learn how ComputerEase addresses...


4. Foundation

  • Best for: SMBs
  • Price:
  • Mar 11, 2022
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FOUNDATION software is construction accounting that incorporates job costing, scheduling, and project management tools and that is deployed through on-premise or through the cloud. This platform provides numerous automatic job costing formats & reports, as well as the capability to build custom repo...


5. Knowify for Contractors

  • Best for: SMBs
  • Price: starts at $68 per month
  • Mar 14, 2022
Compare Knowify for Contractors Vs. Procore

Knowify for Contractors is a cloud-based construction management solution that is developed to be used by businesses that are in the construction businesses as well as individuals that are doing construction work such as subcontractors and contractors.


6. RSMeans Online

  • Best for: SMBs
  • Price: starts at $265 per year
  • Mar 22, 2022
Compare RSMeans Online Vs. Procore

RSMeans Online is a cloud-based tool for cost estimation for facility management, construction and design. It boasts of the latest pricing for more than 85,000 construction items. The database includes unit costs, assemblies and building models which can be adjusted for any location in the United St...


7. Sage Estimating

  • Best for: Small, medium and large size businesses
  • Price: starts at $3,500 per license
  • Mar 24, 2022
Compare Sage Estimating Vs. Procore

Sage Estimating is a construction estimating software solution. The software supports proposal generation, and conceptual estimating. The software also offers integration with RS systems and MS Excel. Sage Estimating features a standard version, and an extended version that features built-in estimat...


8. STACK Estimating

  • Best for: Small, medium and large size businesses
  • Price: starts at $1,999 per user/year
  • May 17, 2022
Compare STACK Estimating Vs. Procore

STACK Estimating is a construction software that helps construction firms, manufacturers, and private contractors to speed the process of their businesses, enhance the outcome of construction projects through estimations, and make their business profitable.


9. ProEst

  • Best for: Small, medium and large size businesses
  • Price: starts at $5,000 per year
  • May 22, 2022
Compare ProEst Vs. Procore

ProEst Estimating is a cloud-based construction estimating software that is designed for the general contractors as well as subcontractors. The software allows the user create estimates, monitor and manage those estimates, and perform takeoffs, in addition, the software can also be used for contract...


10. Sage 100 Contractor

  • Best for: Small businesses and start ups
  • Price: starts at $115 per user/month
  • Jun 11, 2022
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Sage 100 Contractor (formerly Sage Master Builder) provides small to mid-sized contractors with the easiest access to critical, end-to-end business and project information. You will be able to make better decisions and manage operations more effectively than when using off-the-shelf accounting softw...


Pricing Guide - Concrete Cost Estimating Software:

Construction Software Price Range

Most construction software in the market are priced on a per-user, per-month basis, although the terms are flexible, depending on the need of an organization. The price points for construction software can be divided into three tiers, and the price ranges for each respective tier are $0 to $20, $20 to $100, and $100 above. For instance, FINALCAD pricing starts from $55 per user monthly, EZOfficeInventory pricing from $35 per user monthly, and Adoddle costs about $25 per user monthly.

Meanwhile, some construction software are priced per year, while others have perpetual licenses that can be bought with a one-time fee. For example, ConstructionOnline is priced at $2,400 per year and Contactors Office cost price is around $700 per year.

In addition, construction software vendors adjust their prices to fit different business sizes, while others specifically serve some business sizes.

  • Small Businesses can expect to pay between $5 to $15 for a construction software product. This price range is for the entry-level offerings for small businesses as found on some vendors websites. For example, OpenProject BIM Edition pricing starts from around $5 per user monthly, Site Diary from $10 per user monthly, and PayPanter from $29 per month for two user accounts.
  • Medium Businesses can expect to pay prices that fall between $20 to $45 for a business software. The number of users on each given package can also influence the price of this software. For example, Praesto AE pricing starts from $35 per month, BrickControl from $29 per user monthly, and Pruvan cost price falls around $35 per month.
  • Large Businesses can expect to pay between $120 to $350 and $350 to $1,500 for a construction software per month, although many vendors do not disclose their pricing and would rather have an understanding of the need of a large organization to conclude on pricing. Sometimes, the offering for large businesses usually includes more than one user account. For example, ImproveIt 360 cost price starts from around $150 per month, Onware pricing sits around $500 per month and Aidi from $1,200 per month for unlimited users and projects.

Construction software best of breeds and their price ranges are as follows:

  • Construction CRM Software The pricing for most construction CRM software in the market are set on a per user, per month basis. The price ranges are between $12 and $50 upwards. For instance, Projul pricing starts from around $50 per month, JobNimbus from $25 per user monthly, and Project SaleArchiver from around $47 per month. These price ranges correlate mostly with the starting offerings from each vendor; thus, premium or enterprise plans with more features will cost more, depending on the number of users.
  • Architecture Software The price ranges for architecture software in the market usually fall between the range of $100 to $500, $500 to $2500, and $2,500 upwards and they are set on a per-user, per-month basis. For example, SketchUp pricing starts from around $300 per user yearly, Revit from $3,000 per user yearly, and nanoCAD costs about $150 per user, per year.
  • Construction Accounting Software Most construction accounting products have perpetual licenses that can be bought with one-time fees. However, there are others with monthly plans. The price ranges for perpetual licences are $3,000 to $6,000 and $6,000 to $35,000. For example, STRUCTURE costs around $17,000, Jonas Enterprise around $30,000, and Ventus cost price is up to $5,000. On the other hand, CoreCon, for example, is a construction accounting software which costs $60 per month.
  • Construction Estimating Software Construction companies can expect to pay within the price ranges of $80 to $180, $180 to $1,200, and $1,200 above for a construction estimating software. Most products are priced per year. For example, RsMeans Data Online pricing starts from $240 per year, ProEst from $5,000 per year, and Square Takeoff from $800 per user yearly.
  • Home Builder Software Most home builder products in the market are priced on a per user, per month basis. The price ranges are $25 to $60, $60 to $150, and $150 above per month. For example, Cedreo pricing starts from $79 per user monthly, Contactor Foreman from $50 per user monthly, and BuildTools from $200 per month for three user accounts.

11. Sigma Estimates

  • Best for: Small, medium and large size businesses
  • Price: starts at $175 per user/month
  • Jun 16, 2022
Compare Sigma Estimates Vs. Procore

Sigma Estimates is an estimating software designed to help construction companies create estimates. Designed to work like Excel, Sigma Estimates has a customizable breakdown structure that allows adjustment based on project type and estimates format needed.


12. Vista by Viewpoint

  • Best for: Small, medium and large size businesses
  • Price: starts at $10,000 per license
  • Aug 26, 2022
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Vista by Viewpoint is a construction management solution for businesses of all sizes. It offers such capabilities as project collaboration, field management, resource management, and others. The software was designed and launched by Viewpoint Inc headquartered in Oregon, United States.


13. B2W Estimate

  • Best for: Small, medium and large size businesses
  • Price: starts at $5,500 per license
  • Apr 27, 2022
Compare B2W Estimate Vs. Procore

B2W Estimate is designed to manage your entire estimating and bidding process. Despite its power and feature-rich functionality, it is intuitive and easy to learn. Estimators can be up and running in days, not weeks or months. By spending more time estimating rather than entering data, you can accom...


14. JOBPOWER

  • Best for: Small, medium and large size businesses
  • Price: starts at $3,000 per license
  • Apr 27, 2022
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Job cost software is essential for today's successful contractor. With JOBPOWER construction accounting software, gathering accurate job cost information is simple. While JOBPOWER provides contractors with comprehensive construction accounting and document management software emphasizing job cost ma...


15. SiteSense

  • Best for: Small, medium and large size businesses
  • Price: starts at $75 per month
  • May 15, 2022
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SiteSense is a cloud-based project-site field tool used to augment materials management processes for digital receipts, storage locations, and inventory levels. It is suitable for large and midsize companies handling industrial, civil and commercial building projects.


16. PENTA Construction ERP

  • Best for: Start up, Small business, Medium business, Large business
  • Price:
  • May 18, 2022
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PENTA helps you manage operations with less effort, consistently execute best practices, and improve productivity by continually analyzing your performance. In the office and in the field, North American construction firms trust PENTA software every day. Construction document management software PEN...


17. 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.


18. 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...


19. Rapid eManage

  • Best for: SMBs
  • Price:
  • Dec 14, 2022
Compare Rapid eManage Vs. Procore

Rapid eManage is a fast growing cloud-based Construction software, it is designed to support small and medium size construction business. Rapid eManage received a rating of 2.5 from ITQlick team. The software cost is considered affordable (1.2/5) when compared to alternative solutions.


20. JobFLEX

  • Best for: SMBs
  • Price: starts at $8 per month
  • Jun 18, 2022
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JobFLEX is a cloud-hosted construction estimation software solution modeled to allow small and medium-sized businesses to generate on-site professional quotes while in the field. Users are given capabilities to tailor the quotes and include photos, logos, drop-down menus, and marketing collaterals.


21. B2W Maintain

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 24, 2022
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B2W Maintain is a construction equipment management software designed to help users keep equipment on the job. The software can help users to optimize production and minimize unplanned downtime by facilitating communication about equipment management between the field and shop. It can help users to ...


22. ePROMIS HCM

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 25, 2022
Compare ePROMIS HCM Vs. Procore

ePROMIS HCM is a human resource management solution for businesses of all sizes. It offers such capabilities as career development planning, training management, vacation and leave tracking, and others. The software was designed and launched by ePROMIS Solutions headquartered in Texas, United States...


23. 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...


24. 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...


25. Maestro

  • Best for: Medium and large size businesses
  • Price: starts at $360 per license
  • Jul 06, 2022
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Maestro PMS is a cloud based property management solution for businesses of all sizes. It features such services as marketing management, reservations management, maintenance management, and others. The software was designed and launched by Maestro Property Management System headquartered in Ontario...


26. JobView

  • Best for: SMBs
  • Price: starts at $249 per license
  • Jul 23, 2022
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Jobview is a construction accounting software for contractors to save time on job costing by automatically distributing data to other areas. The software also carries out auditing functions with strict accounting controls and analyzes job costing reports on profitability, cost of material, and wages...


27. Spectrum Construction Software

  • Best for: Medium and large size businesses
  • Price:
  • Jul 26, 2022
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Spectrum® Construction Software is a system designed with several integrated modules to help the a business keep track of both accounting and project management for professionals involved in construction, mechanical and HVAC, utilities, material management and even specialty contracting. Some of the...


28. Construction Partner

  • Best for: SMBs
  • Price: starts at $5,995 per license
  • Jul 28, 2022
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Construction Partner is a construction accounting software designed to track costs on materials, labor, and equipment automatically. It also allows users to simplify payroll processing by automating complex calculations.


29. BHOOMI

  • Best for: SMBs
  • Price:
  • Sep 24, 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.


30. Jobpac Connect by Viewpoint

  • Best for: Small, medium and large size businesses
  • Price: starts at $1,000 per month
  • Sep 29, 2022
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Jobpac Connect by Viewpoint is a fully integrated and cloud-deployed piece of software. It is a highly-advanced payroll module that compiles a company’s real-time financials, payroll data, as well as plant and equipment payroll into one large, comprehensive system. It offers companies the ability to...


31. eCMS

  • Best for: Small, medium and large size businesses
  • Price: starts at $10,000 per year
  • Sep 24, 2022
Compare eCMS Vs. Procore

eCMS is an award-winning cloud-based Construction software, it is designed to support small, medium and large size construction business. eCMS received a rating of 3.9 from ITQlick team. The software cost is considered a bit pricey (4.5/5) vs their competitors.


32. Hard Dollar

  • Best for: Small, medium and large size businesses
  • Price:
  • Oct 05, 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...


33. B2W Track

  • Best for: Small, medium and large size businesses
  • Price:
  • Oct 05, 2022
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B2W Track allows you to compare estimated costs from your bid, to costs reported from the job site—so you can better understand and remain in control of real costs every day, not weeks or months later. Using a laptop or tablet, executives, project managers, engineers and foremen can view, enter and ...


34. Visual Planning

  • Best for: Small, medium and large size businesses
  • Price: starts at $15 per user/month
  • Oct 03, 2022
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Visual Planning is an enterprise resource planning solution for businesses of all sizes. Its capabilities include HR, inventory management, supply chain management, manufacturing, and others. The software was designed and launched by Stilog IST headquartered in France.


35. COINS Construction Software

  • Best for: Small, medium and large size businesses
  • Price:
  • Oct 06, 2022
Compare COINS Construction Software Vs. Procore

COINS provides commercial and engineering contractors with a single, fully integrated platform to manage the entire lifecycle of your projects. Designed to support the core business processes of ‘winning’ and ‘performing’ projects, opportunities are tracked from initial lead tender to contract aw...


36. Easy Price Pro

  • Best for: SMBs
  • Price: starts at $527.29 per provider
  • Mar 07, 2022
Compare Easy Price Pro Vs. Procore

Easy Price Pro is a fast growing cloud-based Construction software, it is designed to support small and medium size construction business. Easy Price Pro received a rating of 4.5 from ITQlick team. The software cost is considered affordable (2.5/5) when compared to alternative solutions.


37. LEVESYS

  • Best for: SMBs
  • Price:
  • Feb 03, 2023
Compare LEVESYS Vs. Procore

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.


38. BuilderStorm

  • Best for: Small, medium and large size businesses
  • Price: starts at $1486.16 per year
  • Feb 02, 2023
Compare BuilderStorm Vs. Procore

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...


39. Microsoft Dynamics SL

  • Best for: Small, medium and large size businesses
  • Price: starts at $2,250 per license
  • Jan 30, 2023
Compare Microsoft Dynamics SL Vs. Procore

Microsoft Dynamics SL is a web-based and on premise software solution developed to help companies manage complex project accounting. It is one of Microsoft’s enterprise resource planning applications  and part of the product family referred to as Microsoft Dynamics.   Microsoft Dynamics SL (origin...


40. 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.


41. e4Clicks Project Estimator

  • Best for: Large business
  • Price: starts at $550 per year
  • Feb 09, 2022
Compare e4Clicks Project Estimator Vs. Procore

e4Clicks Project Estimator is an award-winning cloud-based Construction software, it is designed to support large size construction business. e4Clicks Project Estimator received a rating of 4.5 from ITQlick team. The software cost is considered affordable (1/5) when compared to alternative solution...


42. BaseStone

  • Best for: Small, medium and large size businesses
  • Price: starts at $21 per user/month
  • Feb 11, 2022
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BaseStone is a platform that is used in the construction industry to make the process of sharing, and communicating of information quicker and easier. Everyone in the team will be able to communicate wherever they are and have access to the latest information that they require.


43. On-Screen Takeoff

  • Best for: SMBs
  • Price:
  • Feb 14, 2022
Compare On-Screen Takeoff Vs. Procore

On Center Software’s On-Screen Takeoff® (OST) started the industry in 1994. OST effectively scales to support small contractors and global construction enterprises. From plan viewing to quantity measurements to estimating to project management—it all starts with OST.Make estimators more efficient an...


44. Smart Contractor

  • Best for: SMBs
  • Price: starts at $99 per user/year
  • Feb 15, 2022
Compare Smart Contractor Vs. Procore

Smart Contractor is a fast growing cloud-based Construction software, it is designed to support small and medium size construction business. Smart Contractor received a rating of 4.4 from ITQlick team. The software cost is considered affordable (1.3/5) when compared to alternative solutions.


45. 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.


46. ProfitTool

  • Best for: Small, medium and large size businesses
  • Price: starts at $1,000 per license
  • Mar 14, 2022
Compare ProfitTool Vs. Procore

ProfitTool is a fast growing cloud-based ERP software, it is designed to support small, medium and large size business. ProfitTool received a rating of 3 from ITQlick team. The software cost is considered a bit pricey (4.6/5) vs their competitors.


47. 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.


48. ProContractor™

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 25, 2022
Compare ProContractor™ Vs. Procore

ProContractor is a cloud-based solution that is designed to support companies that intend to reduce risk, maximize profit, saves time while improving quality and productivity.


49. CompuTool Connect

  • Best for: SMBs
  • Price: starts at $50 per month
  • Oct 23, 2022
Compare CompuTool Connect Vs. Procore

CompuTool Connect is a growing cloud-based Construction software, it is designed to support small and medium size construction business. CompuTool Connect received a rating of 5 from ITQlick team. The software cost is considered average (2.6/5) when compared to other solutions in their category.


50. eeedo

  • Best for: Medium and large size businesses
  • Price: starts at $1 per month
  • Mar 15, 2022
Compare eeedo Vs. Procore

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


51. Explorer Eclipse

  • Best for: SMBs
  • Price: starts at $19,000 per license
  • Feb 22, 2022
Compare Explorer Eclipse Vs. Procore

Explorer Eclipse is a construction management solution for businesses of all sizes. It offers such services as project management, HR management, materials handling, document management, and others. The software was designed and launched by Explorer Software Inc headquartered in British C...


52. Cubit

  • Best for: SMBs
  • Price: starts at $2,995 per license
  • Mar 02, 2022
Compare Cubit Vs. Procore

Cubit is a growing cloud-based Construction software, it is designed to support small and medium size construction business. Cubit received a rating of 2.5 from ITQlick team. The software cost is considered affordable (1.5/5) when compared to alternative solutions.


53. Blue Collar Software

  • Best for: SMBs
  • Price: starts at $49 per month
  • Jan 02, 2022
Compare Blue Collar Software Vs. Procore

Blue Collar Software is a web based construction management solution designed for small construction businesses. It offers such capabilities as quote management, accounting, task management, and others. The software was designed and launched by Blue Collar Software headquartered in Ontario, Canada. ...


54. 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.



A Buyer's Guide to Business Software Solutions

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

Finding the right business software for your business
Proper business software selections are the precursor to successful deployment and business growth. Finding the right solutions doesnít have to be complicated, and it doesnít have to take days or weeks of your time.

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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.