Top 54 Content Marketing Software (Dec 2022)

2023's Best 55 Content Marketing Systems

Shlomi LaviShlomi Lavi / Dec 19, 2022

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1. Amplifr

  • Best for: Small businesses and start ups
  • Price: starts at $26 per user/month
  • Mar 13, 2022
Compare Amplifr Vs. Amplifr

Amplifr is a fast growing cloud-based Marketing software, it is designed to support small and medium size business. Amplifr received a rating of 3.6 from ITQlick team. The software cost is considered average (3.4/5) when compared to other solutions in their category.


2. Oracle Marketing Cloud

  • Best for: Small, medium and large size businesses
  • Price: starts at $2,000 per month
  • Mar 14, 2022
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Oracle Marketing Cloud is a cloud-based CRM software that enables marketers to manage digital channels and systems through ID linking.


3. ClearView Social

  • Best for: SMBs
  • Price: starts at $300 per month
  • Mar 14, 2022
Compare ClearView Social Vs. Amplifr

ClearView Social is a growing cloud-based Marketing software, it is designed to support small and medium size business. ClearView Social received a rating of 4.7 from ITQlick team. The software cost is considered affordable (1.5/5) when compared to alternative solutions.


4. Campaign Monitor

  • Best for: Small, medium and large size businesses
  • Price: starts at $9 per month
  • Mar 19, 2022
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Campaign Monitor is a cloud-based email marketing software that enables entrepreneurs to create beautiful and catchy newsletters that are relevant to their customers as well as subscribers. This offers a reliable channel that can be used to promote customer engagement growth and promote loyalty.


5. IZEA

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


6. Ensighten

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 27, 2022
Compare Ensighten Vs. Amplifr

Ensighten is a growing cloud-based Marketing software, it is designed to support small, medium and large size business. Ensighten received a rating of 4.9 from ITQlick team. The software cost is considered affordable (2.5/5) when compared to alternative solutions.


7. Zarget

  • Best for: Small, medium and large size businesses
  • Price: starts at $19 per month
  • Mar 02, 2022
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Freshmarketer is a marketing and conversion rate optimization (CRO) software for small businesses. It provides A/B testing, heatmaps, polls and feedback, split URL testing, audience targeting, session replay, funnel analysis, form analytics, and personalization.


8. 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. Amplifr

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.


9. LookBookHQ

  • Best for: SMBs
  • Price:
  • Mar 02, 2022
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PathFactory is a SaaS deployed content marketing solution for small to large businesses. Its key functions include content hub, embedded CTAs, forms or gated content, content automation, audience profiling, and targeting, content performance analytics, closed-loop tracking and reporting, and page-le...


10. Manzama

  • Best for: SMBs
  • Price:
  • Mar 02, 2022
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Manzama Base is marketing software for small to large enterprises. It offers content management, a self-service portal, collaboration, cataloging/categorization, profile builder, email alerts, and more features.


Pricing Guide - Content Marketing 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. Wunderlist

  • Best for: Small, medium and large size businesses
  • Price: Has a free version
  • Dec 12, 2022
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Wunderlist is a project management solution for businesses of all sizes. Its capabilities include support for multiple projects, scheduling and collaboration, reporting, and others. The software was designed and launched by Wunderkinder GmbH headquartered in Berlin, Germany.


12. DrumUp

  • Best for: SMBs
  • Price: starts at $15 per month
  • Mar 05, 2022
Compare DrumUp Vs. Amplifr

DrumUp is a trending cloud-based Marketing software, it is designed to support small and medium size business. DrumUp received a rating of 3.6 from ITQlick team. The software cost is considered average (2.9/5) when compared to other solutions in their category.


13. DivvyHQ

  • Best for: SMBs
  • Price: starts at $39 per user/month
  • Mar 25, 2022
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DivvyHQ is a cloud-based accounting software that is used by administrators to generate tasks through the use of workflow templates automatically.


14. Sellpoints

  • Best for: Medium and large size businesses
  • Price:
  • Dec 12, 2022
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SellPoints, now acquired by Syndigo, is a content management software that helps its users to create, audit, and distribute digital product content.


15. Cake Marketing

  • Best for: SMBs
  • Price:
  • Mar 27, 2022
Compare Cake Marketing Vs. Amplifr

Cake Marketing is a growing cloud-based Marketing software, it is designed to support small and medium size business. Cake Marketing received a rating of 3.7 from ITQlick team. The software cost is considered affordable (1.5/5) when compared to alternative solutions.


16. Integrate

  • Best for: Small, medium and large size businesses
  • Price:
  • May 17, 2022
Compare Integrate Vs. Amplifr

Integrate is a growing cloud-based Marketing software, it is designed to support small, medium and large size business. Integrate received a rating of 4.2 from ITQlick team. The software cost is considered average (2.8/5) when compared to other solutions in their category.


17. Widen Media Collective

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

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.


18. NewsCred

  • Best for: Medium and large size businesses
  • Price: starts at $79 per month
  • Apr 14, 2022
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NewsCred is a cloud-based content marketing solution that helps users plan their marketing strategy, outsource the content and then market their goods or services. NewsCred is designed for all types of businesses including small-sized businesses, medium-sized businesses, and large enterprises.


19. InkyBee

  • Best for: SMBs
  • Price: starts at $79 per user/month
  • Apr 17, 2022
Compare InkyBee Vs. Amplifr

InkyBee is a growing cloud-based Marketing software, it is designed to support small and medium size business. InkyBee received a rating of 3.7 from ITQlick team. The software cost is considered average (3.5/5) when compared to other solutions in their category.


20. SmarterHQ

  • Best for: SMBs
  • Price:
  • May 14, 2022
Compare SmarterHQ Vs. Amplifr

SmarterHQ is a fast growing cloud-based Marketing software, it is designed to support small and medium size business. SmarterHQ received a rating of 4.9 from ITQlick team. The software cost is considered affordable (2.4/5) when compared to alternative solutions.


21. Revcontent

  • Best for: Medium and large size businesses
  • Price:
  • May 14, 2022
Compare Revcontent Vs. Amplifr

Revcontent is a growing cloud-based Marketing software, it is designed to support medium and large size business. Revcontent received a rating of 4.7 from ITQlick team. The software cost is considered affordable (1.5/5) when compared to alternative solutions.


22. BIME Analytics

  • Best for: Small, medium and large size businesses
  • Price: starts at $490 per month
  • Nov 11, 2022
Compare BIME Analytics Vs. Amplifr

BIME delivers a simple-to-use yet powerful data analysis and dashboarding cloud platform accessible everywhere that enables modern organizations to explore, understand and communicate data with style.


23. OneSpot

  • Best for: SMBs
  • Price:
  • May 21, 2022
Compare OneSpot Vs. Amplifr

OneSpot is a fast growing cloud-based Marketing software, it is designed to support small and medium size business. OneSpot received a rating of 3.9 from ITQlick team. The software cost is considered average (2.9/5) when compared to other solutions in their category.


24. AddThis

  • Best for: Small, medium and large size businesses
  • Price:
  • May 29, 2022
Compare AddThis Vs. Amplifr

AddThis is a growing cloud-based Marketing software, it is designed to support small, medium and large size business. AddThis received a rating of 4.9 from ITQlick team. The software cost is considered affordable (1.9/5) when compared to alternative solutions.


25. ion

  • Best for: Small, medium and large size businesses
  • Price: starts at $3,000 per month
  • Jun 27, 2022
Compare ion Vs. Amplifr

ion is a fast growing cloud-based Marketing software, it is designed to support small, medium and large size business. ion received a rating of 4.3 from ITQlick team. The software cost is considered a bit pricey (5/5) vs their competitors.


26. TrackMaven

  • Best for: Medium and large size businesses
  • Price:
  • Dec 19, 2022
Compare TrackMaven Vs. Amplifr

TrackMaven is a cloud-based content marketing solution designed to help the user improve ROI and results on 18 different channels such as PR, social, ads, automation, and CRM among others. The solution core features include social listening, executive reporting and data storytelling, social content ...


27. Taboola

  • Best for: Small, medium and large size businesses
  • Price: starts at $300 per month
  • Jun 25, 2022
Compare Taboola Vs. Amplifr

Taboola is an ad management and content monetization platform for businesses of all sizes. It helps in driving traffic and increasing customer engagement, among other capabilities. The platform was developed and launched by Taboola headquartered in New York, United States.


28. Widen Collective

  • Best for: Medium and large size businesses
  • Price: starts at $24,900 per license
  • Jul 31, 2022
Compare Widen Collective Vs. Amplifr

Widen Collective is cloud-based document management that offers its users varying capabilities as regards storing content on the cloud. This platform allows users to save media files in different forms with the possibility of searching for any of the files in real-time when required.


29. MarketMuse

  • Best for: SMBs
  • Price: starts at $7,200 per year
  • Sep 26, 2022
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MarketMuse is a content life cycle software designed for businesses to manage content optimization, creation, and planning using Artificial Intelligence.


30. Ceros

  • Best for: Medium and large size businesses
  • Price: starts at $3,000 per month
  • Oct 18, 2022
Compare Ceros Vs. Amplifr

Ceros is an award-winning cloud-based Marketing software, it is designed to support medium and large size business. Ceros received a rating of 4.1 from ITQlick team. The software cost is considered average (2.6/5) when compared to other solutions in their category.


31. Contently

  • Best for: Small, medium and large size businesses
  • Price: starts at $3,000 per year
  • Oct 10, 2022
Compare Contently Vs. Amplifr

Contently is a fast growing cloud-based Marketing software, it is designed to support small, medium and large size business. Contently received a rating of 4.5 from ITQlick team. The software cost is considered average (2.6/5) when compared to other solutions in their category.


32. Triblio

  • Best for: SMBs
  • Price:
  • Oct 18, 2022
Compare Triblio Vs. Amplifr

Triblio is a growing cloud-based Marketing Automation software, it is designed to support small and medium size business. Triblio received a rating of 4 from ITQlick team. The software cost is considered average (3.3/5) when compared to other solutions in their category.


33. Magentrix

  • Best for: Small, medium and large size businesses
  • Price: starts at $1 per user/month
  • Feb 10, 2022
Compare Magentrix Vs. Amplifr

Magentrix is a growing cloud-based Marketing software, it is designed to support small, medium and large size business. Magentrix received a rating of 2.5 from ITQlick team. The software cost is considered affordable (2/5) when compared to alternative solutions.


34. Lytics

  • Best for: SMBs
  • Price: starts at $1,000 per month
  • Feb 10, 2022
Compare Lytics Vs. Amplifr

Lytics is a growing cloud-based Marketing software, it is designed to support small and medium size business. Lytics received a rating of 3.3 from ITQlick team. The software cost is considered average (2.9/5) when compared to other solutions in their category.


35. TechValidate Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $25 per user/month
  • Feb 09, 2022
Compare TechValidate Software Vs. Amplifr

TechValidate Software is a growing cloud-based Marketing software, it is designed to support small, medium and large size business. TechValidate Software received a rating of 3.9 from ITQlick team. The software cost is considered average (3.3/5) when compared to other solutions in their category.


36. Curata

  • Best for: Medium and large size businesses
  • Price: starts at $499 per month
  • Mar 14, 2022
Compare Curata Vs. Amplifr

Curata is a leading cloud-based Marketing software, it is designed to support medium and large size business. Curata received a rating of 4.8 from ITQlick team. The software cost is considered average (2.9/5) when compared to other solutions in their category.


37. Kapost

  • Best for: Small, medium and large size businesses
  • Price: starts at $3,500 per month
  • Feb 08, 2022
Compare Kapost Vs. Amplifr

Kapost is a web based content marketing platform for businesses of all sizes. It offers such capabilities as web management, email marketing, lead management, and others. The software was designed and launched by Kapost headquartered in Colorado, United States.


38. PublishThis

  • Best for: SMBs
  • Price: starts at $99 per month
  • Oct 20, 2022
Compare PublishThis Vs. Amplifr

PublishThis is a fast growing cloud-based Marketing software, it is designed to support small and medium size business. PublishThis received a rating of 3.3 from ITQlick team. The software cost is considered affordable (1.9/5) when compared to alternative solutions.


39. Qubit

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 07, 2022
Compare Qubit Vs. Amplifr

Qubit is an award-winning cloud-based Marketing software, it is designed to support small, medium and large size business. Qubit received a rating of 3.7 from ITQlick team. The software cost is considered affordable (2/5) when compared to alternative solutions.


40. Onehub

  • Best for: Small, medium and large size businesses
  • Price: starts at $12.50 per user/month
  • Feb 17, 2022
Compare Onehub Vs. Amplifr

Onehub is a growing cloud-based eCommerce software, it is designed to support small, medium and large size business. Onehub received a rating of 4.6 from ITQlick team. The software cost is considered average (3/5) when compared to other solutions in their category.


41. Sniply

  • Best for: SMBs
  • Price: starts at $29 per month
  • Feb 15, 2022
Compare Sniply Vs. Amplifr

Sniply is a cloud-based social media marketing solution designed to help the user add custom messages to any webpage they post. The solution helps drive conversion through content curation. Some of its core features include button snip, text snip, form snip, image snip, and hidden snip and more.


42. Content Studio

  • Best for: Small, medium and large size businesses
  • Price: starts at $49 per month
  • Feb 16, 2022
Compare Content Studio Vs. Amplifr

ContentStudio is a marketing software designed to help start-up business and established brands reduce their social media and content marketing operations.


43. Shareaholic

  • Best for: SMBs
  • Price: starts at $8 per month
  • Feb 16, 2022
Compare Shareaholic Vs. Amplifr

Shareaholic is a growing cloud-based Marketing software, it is designed to support small and medium size business. Shareaholic received a rating of 4.6 from ITQlick team. The software cost is considered affordable (2.5/5) when compared to alternative solutions.


44. Viloud

  • Best for: Medium and large size businesses
  • Price: starts at $39 per month
  • Feb 16, 2022
Compare Viloud Vs. Amplifr

Viloud is a growing cloud-based Marketing software, it is designed to support medium and large size business. Viloud received a rating of 3.1 from ITQlick team. The software cost is considered average (3.4/5) when compared to other solutions in their category.


45. BrightInfo

  • Best for: Small businesses and start ups
  • Price: starts at $199 per user/month
  • Feb 19, 2022
Compare BrightInfo Vs. Amplifr

BrightInfo is an award-winning cloud-based Marketing software, it is designed to support small and medium size business. BrightInfo received a rating of 2.5 from ITQlick team. The software cost is considered affordable (2.4/5) when compared to alternative solutions.


46. RebelMouse

  • Best for: Small, medium and large size businesses
  • Price: starts at $5,000 per month
  • Feb 19, 2022
Compare RebelMouse Vs. Amplifr

RebelMouse is a cloud-based Content Management system engineered specifically to provide content creators and publishers with necessary tools for creating websites.


47. ReachForce

  • Best for: SMBs
  • Price:
  • Feb 19, 2022
Compare ReachForce Vs. Amplifr

ReachForce is a growing cloud-based Marketing software, it is designed to support small and medium size business. ReachForce received a rating of 4.6 from ITQlick team. The software cost is considered average (3/5) when compared to other solutions in their category.


48. oracle eloqua

  • Best for: Start up, Small business, Medium business
  • Price: starts at $2,000 per month
  • Feb 22, 2022
Compare oracle eloqua Vs. Amplifr

Eloqua is a marketing automation and management solution for small and medium businesses. It also offers useful lead management, campaign management, and CRM services. The software, originally designed by Eloqua Corporation, is not a product of Oracle Corporation headquartered in Califor...


49. BoostSuite

  • Best for: SMBs
  • Price: starts at $19 per user/month
  • Mar 19, 2022
Compare BoostSuite Vs. Amplifr

BoostSuite is a growing cloud-based Marketing software, it is designed to support small and medium size business. BoostSuite received a rating of 3.5 from ITQlick team. The software cost is considered affordable (2.1/5) when compared to alternative solutions.


50. censhare AG

  • Best for: Small, medium and large size businesses
  • Price: starts at $1,000 per feature/month
  • Mar 01, 2022
Compare censhare AG Vs. Amplifr

censhare AG is a trending cloud-based Marketing software, it is designed to support small, medium and large size business. censhare AG received a rating of 4.7 from ITQlick team. The software cost is considered affordable (1.6/5) when compared to alternative solutions.


51. ShareThis

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 01, 2022
Compare ShareThis Vs. Amplifr

ShareThis is an award-winning cloud-based Marketing software, it is designed to support small, medium and large size business. ShareThis received a rating of 4.9 from ITQlick team. The software cost is considered affordable (2.4/5) when compared to alternative solutions.


52. SnapApp

  • Best for: Medium and large size businesses
  • Price: starts at $1,650 per 2 users/month
  • Mar 05, 2022
Compare SnapApp Vs. Amplifr

SnapApp is a leading cloud-based Marketing software, it is designed to support medium and large size business. SnapApp received a rating of 3.5 from ITQlick team. The software cost is considered affordable (2.3/5) when compared to alternative solutions.


53. Tallium

  • Best for: Small, medium and large size businesses
  • Price: starts at $3 per month
  • Mar 07, 2022
Compare Tallium Vs. Amplifr

Tallium is a professional services automation software solution. It is a cloud based software, meaning that it can be used remotely from anywhere with the help of a web browser based login. It doesn’t require any dedicated memory to run on the client’s part. Further, it is operating system agnostic....


54. Roadmunk

  • Best for: Small, medium and large size businesses
  • Price: starts at $19 per month
  • Mar 05, 2022
Compare Roadmunk Vs. Amplifr

Build beautiful and collaborative roadmaps in minutes. Get started quickly by importing data from Jira or Excel (csv), or take inspiration from our 35+ roadmap templates that you can make your own. Visualize strategy for your entire product portfolio with comprehensive sharing features, master roadm...



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.