Top 54 Content Management Software

2022's Best 54 Content Management Systems

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1. iAnnotate Enterprise

  • Best for: SMBs
  • Price: starts at $9.99 per license
  • Mar 12, 2022
Compare iAnnotate Enterprise Vs. iAnnotate Enterprise

iAnnotate Enterprise is a cloud-based mobile document management software that enables the user to read, annotate, as well as share documents through iPad, iPhone, and iPad Pro. The core features of iAnnotate Enterprise include Annotate, review, clarify, share, work and customize.


2. Box

  • Best for: Small, medium and large size businesses
  • Price: starts at $15 per user/month
  • Mar 11, 2022
Compare Box Vs. iAnnotate Enterprise

Box is a cloud-based file-sharing, collaboration, and storage solution designed for companies of all sizes and used across multiple industry verticals. The primary features of Box include digital asset management, document management, file sharing, and content management and more.


3. SmartFile

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $10 per user/month
  • Mar 12, 2022
Compare SmartFile Vs. iAnnotate Enterprise

SmartFile is a file sharing and FTP hosting solution for businesses of all sizes. It offers such services as file archiving and retention, compliance management, indexing, searching, and others. The software was designed and launched by SmartFile headquartered in Indiana, United States.


4. Scan123

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $349 per month
  • Mar 12, 2022
Compare Scan123 Vs. iAnnotate Enterprise

Scan123 is an electronic document management solution for businesses of all sizes. It offers document storage and retrieval, scanning, compliance management, data security, and other services. The software was designed and launched by Scan123 headquartered in Oregon, United States.


5. GoFileRoom

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $3,950 per year
  • Mar 12, 2022
Compare GoFileRoom Vs. iAnnotate Enterprise

GoFileRoom is a cloud-based document management, file sharing, and storage solution designed for accounting and tax professionals. Designed by Thomson Reuters, the solution allows the user to easily store and manage documents electronically. Also, it helps the user automate scanning processes and wo...


6. Microsoft OneDrive for Business

  • Best for: Small, medium and large size businesses
  • Price: starts at $5 per user/month
  • Mar 28, 2022
Compare Microsoft OneDrive for Business Vs. iAnnotate Enterprise

OneDrive is a cloud-based content management and file sharing solution that helps users collaborates, store and share documents with clients and team clients in real-time. The system helps prevent data loss and cross-platform synchronization.


7. eDoc Organizer

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $10 per user/month
  • Mar 19, 2022
Compare eDoc Organizer Vs. iAnnotate Enterprise

eDoc Organizer is cloud-based and on-premise document management and digital filing solution designed for homes and businesses. The solution offers the users access to the documents from anywhere and using any device.


8. IZEA

  • Best for: Small, medium and large size businesses
  • Price: starts at $149 per month
  • Mar 20, 2022
Compare IZEA Vs. iAnnotate Enterprise

IZEA is a cloud-based Content Management software that allows its users to optimize time on their influencer marketing programs through search tools and manage marketing campaigns by creating and distributing sponsored content.


9. eFileCabinet

  • Best for: Small, medium and large size businesses
  • Price: starts at $15 per user/month
  • Mar 19, 2022
Compare eFileCabinet Vs. iAnnotate Enterprise

eFileCabinet is a document management solution mainly for small and medium businesses. Its capabilities include document indexing, distribution, integration, collaboration, versioning, and others. The software was developed and released by eFileCabinet Inc headquartered in Utah, United S...


10. MarcomCentral

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $2,085 per month
  • Mar 19, 2022
Compare MarcomCentral Vs. iAnnotate Enterprise

MarcomCentral is a brand management software solution for businesses of all sizes. It offers such services as asset management, change management, workflow management, and others. The software was designed and launched by PTI Marketing Technologies headquartered in California, United Sta...


Pricing Guide - Content Management 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. JumpBox for the Alfresco CMS

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $60 per user/month
  • Jan 02, 2022
Compare JumpBox for the Alfresco CMS Vs. iAnnotate Enterprise

JumpBox for the Alfresco CMS is software for businesses project management and collaboration. Its main include basic report generation, data import and export, and online customer support. It is developed by JumpBox which is stationed at Phoenix, Arizona with up to 10 employees.


12. OptiView

  • Best for: Start up, Small business, Medium business, Large business
  • Price:
  • Mar 21, 2022
Compare OptiView Vs. iAnnotate Enterprise

Optiview is a data and document management software fit from startup to large business sizes. It offers different features like indexing, archiving and retention, document tagging, and user access control. It aims to help companies simplify and streamline processes.


13. Adobe Experience Manager

  • Best for: Small, medium and large size businesses
  • Price: starts at $100,000 per license
  • Mar 20, 2022
Compare Adobe Experience Manager Vs. iAnnotate Enterprise

Adobe Experience Manager is adigital asset management solution that can help users to create, optimize and manage digital customer experience across multiple channel including mobile apps, web, communities and digital forms. The software can help users to develop and deploy customer experiences acro...


14. Redact-It

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $295 per license
  • Apr 24, 2022
Compare Redact-It Vs. iAnnotate Enterprise

Redact-It is document management software which serves as redacting and information management systems for PDF and TIFF documents solution for companies of all types and sizes. Its key features to monitor new jobs folder, search for terminologies, match patterns, add reason codes, and secure documen...


15. Perceptive Software Document Management

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $49 per license
  • Mar 22, 2022
Compare Perceptive Software Document Management Vs. iAnnotate Enterprise

Perceptive Software Document Management is a content and process management software for all business size and types. Its key features include document management, records and information management, electronic signature capabilities, and document composition.


16. 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. iAnnotate Enterprise

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.


17. IntelligenceBank Board Portal

  • Best for: Small, medium and large size businesses
  • Price: starts at $95 per user/month
  • Mar 23, 2022
Compare IntelligenceBank Board Portal Vs. iAnnotate Enterprise

IntelligenceBank Board Portal is a board management software for small to large companies. It has digital asset management, board pack management, custom branding, knowledge management, board portals, online document management, governance, risk and compliance, and more features to organize electro...


18. ISNetworld

  • Best for: Small, medium and large size businesses
  • Price: starts at $860 per license
  • Mar 13, 2022
Compare ISNetworld Vs. iAnnotate Enterprise

ISNetWorld is a document management software designed as a supplier and contactor platform with data-driven tools to help companies manage risks and strengthen their relationship with their clients.


19. QPR ProcessAnalyzer

  • Best for: Small, medium and large size businesses
  • Price: starts at $464 per license
  • Mar 03, 2022
Compare QPR ProcessAnalyzer Vs. iAnnotate Enterprise

QPR ProcessAnalyzer is a business process management solution for businesses of all sizes. Its capabilities include process deviation identification, internal process auditing, and others. The software was designed and launched by The QPR Software Group headquartered in Helsinki, Finland.


20. eInfotree

  • Best for: SMBs
  • Price:
  • Mar 25, 2022
Compare eInfotree Vs. iAnnotate Enterprise

eInfotree is an enterprise content and document management solution for businesses of all sizes. It offers comprehensive information lifecycle management for structured and unstructured content. The software was developed and launched by CIMCOM Software Inc headquartered in Massachusetts...


21. WebDocs

  • Best for: SMBs
  • Price:
  • Apr 01, 2022
Compare WebDocs Vs. iAnnotate Enterprise

WebDocs software is a web-based document management software solution that helps the user store all their documents in one central repository for security and easy access by authorized users. The platform allows companies to automate their business & IT processes as well as secure their IT environme...


22. Intelligent Document Managmement System

  • Best for: Start up, Small business
  • Price: starts at $7.99 per user/month
  • Aug 14, 2022
Compare Intelligent Document Managmement System Vs. iAnnotate Enterprise

Athento Document Management System is a document management solution that can help users to manage and get complete control over all documents within their company. All the work is done online using this solution so users can prevent the accidents, loss, viruses and misplacements in document...


23. Adept Document Management

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $19 per user/month
  • Apr 26, 2022
Compare Adept Document Management Vs. iAnnotate Enterprise

Adept Document Management is an engineering and CAD document management solution for businesses of all sizes. It services include collaboration, automation, visualization, integration, and others. The software was designed and launched by Synergis Software headquartered in Pennsylvania, ...


24. ownCloud

  • Best for: Medium and large size businesses
  • Price: starts at $5 per user/month
  • Apr 30, 2022
Compare ownCloud Vs. iAnnotate Enterprise

ownCloud is a cloud-based open source collaboration and file sharing solution designed with password protection, anonymous sharing and link expiration. The solution features include file sync and data sharing, private server and mobile devices deployments options.


25. Sellpoints

  • Best for: Medium and large size businesses
  • Price:
  • Mar 25, 2022
Compare Sellpoints Vs. iAnnotate Enterprise

SellPoints, now acquired by Syndigo, is a content management software that helps its users to create, audit, and distribute digital product content.


26. SDL LiveContent

  • Best for: Start up, Small business, Medium business, Large business
  • Price:
  • Mar 24, 2022
Compare SDL LiveContent Vs. iAnnotate Enterprise

SDL LiveContent is a document and content management solution for businesses of all sizes. It offers customer analytics and helps in the generation of content for specific customer needs. The software was designed and launched by SDL PLC headquartered in United Kingdom.


27. Bosch Business Process Management

  • Best for: Medium and large size businesses
  • Price:
  • Mar 26, 2022
Compare Bosch Business Process Management Vs. iAnnotate Enterprise

inubit is a business process management software by Bosch that can help users to automate most of their business processes and increase productivity. The model-based solution can help users to design and implement processes created by them without any previous programming skills. It can make your bu...


28. SmartSearch by Square 9

  • Best for: SMBs
  • Price:
  • May 15, 2022
Compare SmartSearch by Square 9 Vs. iAnnotate Enterprise

SmartSearch, now Square 9 GlobalSearch is a cloud-based Enterprise Content Management software designed to offer businesses with AP Automation, HR Automation, AR management, contact collaboration and compliance.


29. Azeus Convene Board Portal

  • Best for: Small, medium and large size businesses
  • Price:
  • May 18, 2022
Compare Azeus Convene Board Portal Vs. iAnnotate Enterprise

Azeus Convene Board Portal is a board portal and paperless meeting software designed to give users with advanced and efficient board portal tools that streamlines the entire meeting process.


30. ONLYOFFICE Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $149 per license
  • Jun 24, 2022
Compare ONLYOFFICE Software Vs. iAnnotate Enterprise

ONLYOFFICE software formerly TeamLab is collaborative Open source office suite that is built for business entities of all sizes. The software is available both as cloud-based and on on-premise platforms. ONLYOFFICE software is a product of Ascensio System SIA, a software company that is headquartere...


31. V1 Document Management

  • Best for: Start up, Small business, Medium business, Large business
  • Price:
  • Jun 14, 2022
Compare V1 Document Management Vs. iAnnotate Enterprise

V1 Document Management is a cloud-based document manager that can be used by individuals as well as financial experts and financial businesses. V1 Document Management is suitable for large enterprises, medium-sized businesses, as well as small-scale businesses.


32. Avoka TransactWeb

  • Best for: Medium and large size businesses
  • Price:
  • Apr 02, 2022
Compare Avoka TransactWeb Vs. iAnnotate Enterprise

Avoka TransactWeb is a cloud-based customer management solution that is suitable for businesses of all sizes. It can be used in businesses across various industries such as insurance, manufacturing, and finance.


33. Widen Media Collective

  • Best for: Medium business
  • Price: starts at $29,990 per year
  • Jul 01, 2022
Compare Widen Media Collective Vs. iAnnotate Enterprise

Widen Media Collective software is a cloud-hosted digital asset management platform intended to support the content lifecycle right from creation to distribution. The software offers a central library that helps to manage documents, audio and video files, as well as images in one place.


34. MaxxVault Enterprise

  • Best for: Start up, Small business, Medium business, Large business
  • Price:
  • Jul 06, 2022
Compare MaxxVault Enterprise Vs. iAnnotate Enterprise

Vasion is an on-premise document management system that captures and store the document in a database. Hence the records are available instantly from anywhere via the web or any other application.


35. Intelledox

  • Best for: Start up, Small business, Medium business, Large business
  • Price:
  • Jul 07, 2022
Compare Intelledox Vs. iAnnotate Enterprise

SmartIQ is a cloud-based as well as on-premise document management software that is focused on customer relationship management. The software has a responsive web design such that has incorporated adaptive engagement solutions that assist users in collecting data using guided forms.


36. Drupal

  • Best for: Small, medium and large size businesses
  • Price: starts at $500 per month
  • Apr 07, 2022
Compare Drupal Vs. iAnnotate Enterprise

Drupal is an open source content management system that can help users to create all types of websites and applications starting from personal blogs to large enterprise applications. The content management systems offershundreds of modules to let you extend and customize your site. Drupal Softwa...


37. Contentverse

  • Best for: SMBs
  • Price: starts at $25 per user/month
  • Jul 04, 2022
Compare Contentverse Vs. iAnnotate Enterprise

Contentverse is a document management software designed for any organization that has paperwork and can simplify all your document management needs. People can edit their documents on the go and easily share content with each other using this software. Computhink, the company behind Contentverse...


38. M-Files DMS

  • Best for: Small, medium and large size businesses
  • Price:
  • Sep 05, 2022
Compare M-Files DMS Vs. iAnnotate Enterprise

M-Files DMS is a cloud-based content management solution designed to help the users manage, organize and monitor information and documents. The solution has hybrid deployments and can either be deployed as on-premise or as a cloud-based solution. Its core features include mobile access, permission m...


39. ViewCenter

  • Best for: SMBs
  • Price: starts at $35.99 per user/month
  • Aug 25, 2022
Compare ViewCenter Vs. iAnnotate Enterprise

ViewCenter is a web based document management and storage solution for businesses of all sizes. Its services include workflow management, retention management, revision control, and others. The software was designed and launched by ICM Document Solutions Inc headquartered in Arizona, Uni...


40. MetaViewer

  • Best for: SMBs
  • Price: starts at $4,375 per license
  • Aug 31, 2022
Compare MetaViewer Vs. iAnnotate Enterprise

MetaViewer is a cloud-based as well as on-premise document management software that is designed to help in paperless automation within the office. The software promises to help businesses achieve full-process visibility, built-in OCR, significant ROI, as well as increased efficiency by going paperle...


41. Docuware Cloud

  • Best for: SMBs
  • Price: starts at $300 per month
  • Aug 31, 2022
Compare Docuware Cloud Vs. iAnnotate Enterprise

Docuware Cloud is a cloud-based and on-premise document management and workflow automation software solution. The software provides a digital workflow as it captures, centralizes, and processes information without manual touch.


42. DocumentVision

  • Best for: Small, medium and large size businesses
  • Price: starts at $540 per license
  • Aug 26, 2022
Compare DocumentVision Vs. iAnnotate Enterprise

DocumentVision is an on-premise as well as cloud-based indispensable Project management tool. The software saves companies time and money while still enhancing teamwork, professionalism and efficiency in the workplace.


43. Smartvault

  • Best for: Medium and large size businesses
  • Price: starts at $20 per user/month
  • Sep 22, 2022
Compare Smartvault Vs. iAnnotate Enterprise

Smartvault is both a cloud-based as well as an on-premise document management system. The system provides secure document storage as well as sharing. Smartvault aims at automating document processes as it digitizes the workflow of the organization to maximize productivity.


44. Outlook PST File Viewer Tool

  • Best for: SMBs
  • Price: starts at $69 per license
  • Apr 18, 2022
Compare Outlook PST File Viewer Tool Vs. iAnnotate Enterprise

Outlook PST File Viewer Tool is an on-premise data recovery as well as document management software that is mainly designed to manage and explore PST file. With the software, a user can securely open and view the PST files and in addition to that, the software can also aid in repairing the corrupt P...


45. DocFinity

  • Best for: Small, medium and large size businesses
  • Price:
  • Sep 23, 2022
Compare DocFinity Vs. iAnnotate Enterprise

DocFinity is both cloud-based and on-premise document management solution that is designed to help organizations manage their documents and avoid too many paperwork. On-premise deployment can be done on either windows machines or the Mac machines.


46. TeamWox

  • Best for: Start up, Small business, Medium business
  • Price: starts at $1,000 per license
  • Oct 12, 2022
Compare TeamWox Vs. iAnnotate Enterprise

TeamWox is cloud-based document management that comes in a suite with other functionalities put in place such as human resource management, task management, customer relationship management, and help service desk among others. The solution is designed for medium-sized businesses and small-sized busi...


47. Montage

  • Best for: Large business
  • Price: starts at $7.99 per month
  • Apr 28, 2022
Compare Montage Vs. iAnnotate Enterprise

Montage is a web based video interviewing solution for businesses of all sizes. It offers such capabilities as one-on-one interviews, practice sessions, pre-recorded interviews, and others. The software was designed and launched by Montage headquartered in Wisconsin, United States.


48. OnBase

  • Best for: Small, medium and large size businesses
  • Price: starts at $25,000 per license
  • Nov 11, 2022
Compare OnBase Vs. iAnnotate Enterprise

OnBase is a cloud-based enterprise content management solution designed to help the user access all their data, documents and business processes. Developed by Hyland Software, OnBase solution helps the user centralize their vital business content in a single secure location.


49. Advantage CSP

  • Best for: Small, medium and large size businesses
  • Price: starts at $79 per 2 users/month
  • Jan 02, 2022
Compare Advantage CSP Vs. iAnnotate Enterprise

Advantage CSP is a content management software developed as a business-centric platform for digital experience and which enables businesses to build products faster and manage data via one means.


50. Libris

  • Best for: Small businesses and start ups
  • Price: starts at $3,999 per year
  • May 16, 2022
Compare Libris Vs. iAnnotate Enterprise

Libris is a leading cloud-based Document Management software, it is designed to support small and medium size business. Libris received a rating of 4.5 from ITQlick team. The software cost is considered affordable (2/5) when compared to alternative solutions.


51. Alfresco One

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $15.50 per user/month
  • Apr 28, 2022
Compare Alfresco One Vs. iAnnotate Enterprise

Alfresco One is a document management solution for businesses of all sizes. Its capabilities include document distribution, indexing, collaboration, automation, integration, and others. The software was designed and launched by Alfresco Software Inc headquartered in Georgia, United State...


52. bpm’online service

  • Best for: Start up, Small business, Medium business, Large business, Private use
  • Price: starts at $45 per user/month
  • Apr 25, 2022
Compare bpm’online service Vs. iAnnotate Enterprise

...


53. fileplan

  • Best for: SMBs
  • Price: starts at $40 per month
  • May 14, 2022
Compare fileplan Vs. iAnnotate Enterprise

FilePlan is a document management software designed as a cloud-based solution to give businesses planned and organized filing, in combination with document collaboration and control.


54. Tamino XML Server

  • Best for: Small, medium and large size businesses
  • Price:
  • Nov 08, 2022
Compare Tamino XML Server Vs. iAnnotate Enterprise

Tamino XML Server is a growing cloud-based Document Management software, it is designed to support small, medium and large size business. Tamino XML Server received a rating of 3.6 from ITQlick team. The software cost is considered affordable (2.3/5) 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. 

ITQlick chart - 2022 best Content Management Software

2022 best Content Management Software | ITQlick.com

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Author - 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.