Top 49 Costing Software (Feb 2024)

2023's Best 50 Costing Systems

Shlomi LaviShlomi Lavi / Feb 23, 2024

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1. e-Builder Enterprise

  • Best for: Small, medium and large size businesses
  • Price: starts at $20,000 per license
  • Mar 09, 2022
Compare e-Builder Enterprise Vs. e-Builder Enterprise

e-Builder Enterprise is a construction management software solution for businesses of all sizes. Other than project management, it offers estimating, accounting, and integration services. The software was designed and launched by E-Builder Inc headquartered in Florida, United States.


2. AUTOsist

  • Best for: Small, medium and large size businesses
  • Price: starts at $59 per vehicle/month
  • Oct 31, 2022
Compare AUTOsist Vs. e-Builder Enterprise

AUTOsist is a cloud-based Fleet Maintenance software that enables its users to optimize operations cost through record-keeping and reminders.


3. B2W Estimate - Estimating & Bidding

  • Best for: Small, medium and large size businesses
  • Price: starts at $5,500 per license
  • Mar 22, 2022
Compare B2W Estimate - Estimating & Bidding Vs. e-Builder Enterprise

B2W Estimate is a cloud-based Construction Estimating software that allows its users to optimize their bidding potentials through a central estimating system and cost structures.


4. GoHire

  • Best for: Small, medium and large size businesses
  • Price: starts at $74 per month
  • Apr 15, 2022
Compare GoHire Vs. e-Builder Enterprise

GoHire is a web-based recruitment software offering paperless hiring and onboarding features specially designed for restaurant industry. This software can help you to attract and bring new talent faster for comparatively less cost. This hiring solution comes with one0click advertising to a wide numb...


5. Logiwa

  • Best for: Small, medium and large size businesses
  • Price: starts at $300 per license
  • Apr 30, 2022
Compare Logiwa Vs. e-Builder Enterprise

Logiwa is a warehouse management software designed to improve warehouse operations for online sellers, distributors, and 3PLs.


6. Avalara advanced sales tax

  • Best for: SMBs
  • Price: starts at $19 per month
  • Nov 05, 2022
Compare Avalara advanced sales tax Vs. e-Builder Enterprise

Avalara advanced sales tax provides fully detailed reports that are easily accessible, while returns are automatically pre-populated and generated. It only takes a few minutes to download and install. Also, each organization has its own profile which includes setting up nexus, taxability codes,...


7. bcFood

  • Best for: Small, medium and large size businesses
  • Price:
  • May 17, 2022
Compare bcFood Vs. e-Builder Enterprise

BcFood is an enterprise solution for the Food Industry. The software is built on the Microsoft Dynamics NAV platform and provides support for financials, production, distribution and inventory for food processing, manufacturing and supply. Beck Consulting the developer behind BcFood was founded i...


8. Acctivate Inventory Software

  • Best for: Small businesses and start ups
  • Price: starts at $7,995 per license
  • May 25, 2022
Compare Acctivate Inventory Software Vs. e-Builder Enterprise

Acctivate Inventory Software for QuickBooks® helps manage all phases of business in real-time with features for warehousing, order fulfillment, purchasing, landed cost, traceability & more.


9. SR2Software

  • Best for: Small businesses and start ups
  • Price: starts at $1,200 per license
  • Jun 18, 2022
Compare SR2Software Vs. e-Builder Enterprise

SR2Software is a food service distribution solution for small and medium businesses. It offers such services as order management, lot control and tracking, barcode scanning, and others. The software was designed and launched by SR2 Software headquartered in Rhode Island, United States.


10. entree ERP

  • Best for: Small, medium and large size businesses
  • Price: starts at $4,995 per license
  • Jun 23, 2022
Compare entree ERP Vs. e-Builder Enterprise

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Pricing Guide - Costing Software:

Accounting & Finance Software products Price Range

An SMB size company should expect to pay between $0 and more than $4 for a base subscription of Accounting & Finance software. Additionally, the software vendors may include charges for extra features such as bill management, invoicing, and multiple currency support. The costs are usually on a "per month/per user" basis.

The price breakdown of accounting and finance software based on business size is as follows:

  • Accounting and finance software pricing for small organizations has a price range of $9-$40 per month/per user. Tally.ERP 9, for example, goes for $9 a month, although it has a one-time subscription starting from $630. Clearview Infocus costs $24 per month for each user, and SlickPie goes for $40 – Slickpie also has a free Starter subscription as well.
  • Medium-sized organizations would typically have to pay within the price range of $10-$45 per month for Accounting and Finance software. For example, FreshBooks charges $15 per month for its medium-sized plan; Sage 50cloud pricing goes for $45 per month, and MYOB Essentials for $14 a month.
  • Large companies can expect prices between $10 and $150 from Accounting and Finance software vendors. For instance, Xero charges $60 per month for its large plan, FINSYNC pricing goes for $45 a month, while QuickBooks Online large subscriptions start at $70 a month

Accounting and Finance software vendors have different prices based on the subcategories into which they fall.

Some of the accounting best of breeds software include

  • Financial Reporting Software This subcategory has a price range of $0-$70. For context, A2X for Amazon pricing starts at $19 a month; Wave Accounting is free across plans, and Cognos costs between $15 and $70.
  • Trust Accounting Software Trust Accounting Software vendors can charge up to $1000 for the software. For example, AdvantageLaw charges a one-time fee of $490, ESILAW 360 pricing goes for $65 per month, and MAUI cost up to $1000 for one month - MAUI has a free trial version as well.
  • Sales Tax software The sales Tax software has a price range of $50-$1500. Traxit costs $50 a month; Utility Software pricing goes for $85, and GreenGIST for a one-time charge of $1500. Intuit ProSeries has a plan which goes for $270 a year, and EcomTax for $19 per month.
  • Bookkeeper Software The bookkeeper Software would cost around $15 to $100, either monthly or yearly. For instance, Neat pricing goes for $100 a year, Veryfi costs up to $15 a month, and Botkeeper pricing sits around $99 a month.
  • Auto Dealer Accounting Software The subcategory can cost up to $200 per month or year. For example, QuickBooks Desktop Pro pricing starts at $200 a year, Abcoa Deal Pack costs up to $75 a month, and MotorLot pricing goes for $45 per month. Host books charge $10 a month, ARI costs $19 per month, and Frazer pricing falls around $55 a month.
  • Debt Collection Software Users can expect to pay $59-$239 a month for Debt Collection Software subscriptions. For example, Funding Gates AR pricing goes for $99, and My DSO Manager pricing starts at $59 a month, with other plans up to $239. Also, CollectMore charges a one-time fee of $6 for its software.

11. Kounta

  • Best for: Small, medium and large size businesses
  • Price: starts at $80 per month
  • Dec 18, 2022
Compare Kounta Vs. e-Builder Enterprise

Kounta is a point of sale software for hospitality businesses to manage order production and delivery, control stock and expenses, get detailed organizational reports, and make transactions.


12. SilkRoad Recruiting

  • Best for: SMBs
  • Price:
  • Jun 26, 2022
Compare SilkRoad Recruiting Vs. e-Builder Enterprise

SilkRoad Recruiting is a cloud-based applicant tracking system designed to allow HRs source and recruiting firms attract, engage, screen, and hire new workers.


13. COOR

  • Best for: Small, medium and large size businesses
  • Price:
  • May 12, 2023
Compare COOR Vs. e-Builder Enterprise

Coor is a cloud-based project management software that has been making waves in the construction industry. This innovative platform provides a variety of tools that can help construction project teams manage their projects more efficiently and effectively.


14. Anagram

  • Best for: Small, medium and large size businesses
  • Price: starts at $135 per office/month
  • Feb 23, 2024
Compare Anagram Vs. e-Builder Enterprise

Anagram is a pioneering healthcare technology company that has revolutionized the way eye care practices manage insurance billing and patient care. Established with a vision to streamline the complexities of insurance processes, Anagram serves as a beacon for optometrists, opticians, and ophthalmolo...


15. EMERGE App

  • Best for: Small, medium and large size businesses
  • Price: starts at $49.90 per user/month
  • Jul 09, 2022
Compare EMERGE App Vs. e-Builder Enterprise

EMERGE is a distribution software that is built to create and manage sales orders, quotations, and emails, all in a single system. The software enables businesses to keep track of their inventory plus every adjustment needed to be done on damaged or unsellable products.


16. Archezy

  • Best for: Small, medium and large size businesses
  • Price:
  • May 15, 2023
Compare Archezy Vs. e-Builder Enterprise

Archezy IT Solutions Pvt Ltd is a dynamic and innovative information technology (IT) company that offers a wide range of services to businesses across various industries. The company was founded with the vision of providing world-class IT solutions to clients worldwide, and since its inception, it h...


17. Coprava

  • Best for: Small, medium and large size businesses
  • Price:
  • Jul 25, 2023
Compare Coprava Vs. e-Builder Enterprise

Coprava is cloud software integrates seamlessly with various business systems, allowing for easy data exchange and enhancing overall productivity. From small startups to large corporations, Coprava cloud solutions adapt to the specific needs and scale of each client, ensuring a tailored and optimize...


18. CrunchTime!

  • Best for: Small, medium and large size businesses
  • Price:
  • Jul 14, 2022
Compare CrunchTime! Vs. e-Builder Enterprise

CrunchTime! is a retail & POS software designed as a restaurant management platform from which businesses can handle back-office issues associated with labor scheduling, vendor supply chain, and inventory management.


19. Nationwide Compliant

  • Best for: Small, medium and large size businesses
  • Price:
  • Nov 29, 2023
Compare Nationwide Compliant Vs. e-Builder Enterprise

Unchecked lease violations disrupt and degrade rental communities and erode the economics that are necessary to provide quality housing for all.


20. ClockOn software

  • Best for: Small businesses and start ups
  • Price: starts at $2 per employee/month
  • Jul 07, 2022
Compare ClockOn software Vs. e-Builder Enterprise

ClockOn is an attendance, rostering, and payroll software designed for businesses to create and edit rosters, track employee attendance, manage employee payment, and maintain communication with employees.


21. Vision33 Finance

  • Best for: SMBs
  • Price: starts at $94 per user/month
  • Aug 01, 2022
Compare Vision33 Finance Vs. e-Builder Enterprise

Vision33 Finance Charge is a SAP Business One financial management solution for businesses of all sizes. It facilitates generation of finance charges, interest rate management, and other capabilities. The software was designed and launched by Virtual Graffiti Inc headquartered in California, United ...


22. BQE Core

  • Best for: Small, medium and large size businesses
  • Price: starts at $19.95 per user/month
  • Jan 26, 2023
Compare BQE Core Vs. e-Builder Enterprise

BQE Core is a growing cloud-based Accounting-Finance software, it is designed to support small, medium and large size business. BQE Core received a rating of 4.3 from ITQlick team. The software cost is considered affordable (1.2/5) when compared to alternative solutions.


23. WenDuct and WenPipe

  • Best for: Small, medium and large size businesses
  • Price: Has a free version
  • Jan 28, 2023
Compare WenDuct and WenPipe Vs. e-Builder Enterprise

WenDuct and WenPipe is a growing cloud-based Construction software, it is designed to support small, medium and large size construction business. WenDuct and WenPipe received a rating of 4.8 from ITQlick team. The software cost is considered average (3.9/5) when compared to other solutions in their...


24. RTA Fleet Management

  • Best for: Large business
  • Price: starts at $69 per user/month
  • Feb 14, 2022
Compare RTA Fleet Management Vs. e-Builder Enterprise

RTA Fleet Management is an on-premise or on-cloud fleet management software created for large businesses. It has driver data management, data tracking, inventory management, costing, work order management, truck dispatch, maintenance inventory management, and work order management capabilities.


25. XactRemodel

  • Best for: Small, medium and large size businesses
  • Price: starts at $58 per month
  • Mar 15, 2022
Compare XactRemodel Vs. e-Builder Enterprise

XactRemodel is an on-premise construction estimating solution ideal for professional remodelers. Some of its core features include sketch, macros and templates, and project management & scheduling among others.


26. Produce Pro

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 26, 2022
Compare Produce Pro Vs. e-Builder Enterprise

Produce Pro is a software system designed to track details of perishable products throughout their lifetime. The software is broad based, offering several solutions to the perishable industry. Some of these solutions include sales order entries, inventory management, pricing, accounting and reportin...


27. Knowify for Field Services Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $68 per month
  • Mar 23, 2022
Compare Knowify for Field Services Software Vs. e-Builder Enterprise

Knowify is a cloud-based field service software that is built to help companies and organizations carry out the management of job-related activities with an automated approach. This tool allows users to manage contracts and invoices as well as scheduling of jobs amongst employees.


28. FastPIPE & FastDUCT

  • Best for: Small, medium and large size businesses
  • Price: starts at $93 per month
  • Mar 30, 2022
Compare FastPIPE & FastDUCT Vs. e-Builder Enterprise

FastPIPE-FastDUCT is a growing cloud-based Construction software, it is designed to support small, medium and large size construction business. FastPIPE-FastDUCT received a rating of 4.7 from ITQlick team. The software cost is considered average (3.1/5) when compared to other solutions in their cat...


29. Lansweeper

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $1.10 per asset/year
  • May 23, 2022
Compare Lansweeper Vs. e-Builder Enterprise

Discover all IT assets in your network without having to install any software on your machines. Lansweeper finds & gathers information on all assets, listing hardware specs, installed software, user details, and much more. Eliminate one of the biggest hurdles in IT, getting complete end-to-end visib...


30. BlueCart

  • Best for: Small businesses and start ups
  • Price: starts at $10 per month
  • Apr 19, 2022
Compare BlueCart Vs. e-Builder Enterprise

BlueCart is a cloud-based and supply chain management solution with wholesale procurement functions for users in the hospitality sector. The software also features an Android and an iOS mobile app that lets restaurant managers manage procurements and inventories.


31. BlueCart for Buyers

  • Best for: Small businesses and start ups
  • Price: starts at $10 per month
  • May 11, 2022
Compare BlueCart for Buyers Vs. e-Builder Enterprise

BlueCart for Buyers is a growing cloud-based Supply Chain software, it is designed to support small and medium size business. BlueCart for Buyers received a rating of 4 from ITQlick team. The software cost is considered affordable (1/5) when compared to alternative solutions.


32. Energy Elephant

  • Best for: Small, medium and large size businesses
  • Price: starts at $790 per month
  • May 12, 2022
Compare Energy Elephant Vs. e-Builder Enterprise

EnergyElephant is a cloud-based facility management software that is designed to help its users track and manage energy consumption in facilities and warehouses. This tool has a bill management feature that reduces the users estimated billing for energy consumption by checking unit rates.


33. Parsley

  • Best for: Small, medium and large size businesses
  • Price: starts at $79 per month
  • May 16, 2022
Compare Parsley Vs. e-Builder Enterprise

Parsley is a retail POS system that helps eliminate the need for spreadsheets and manage back-office operations. This software helps get rid of guesswork, increase accuracy, and reduce cost by managing recipes and providing nutrition facts.


34. JadeTrack

  • Best for: Small, medium and large size businesses
  • Price:
  • May 16, 2022
Compare JadeTrack Vs. e-Builder Enterprise

JadeTrack is a cloud-based facility management software that is built to help organizations track energy efficiency, carbon reduction, and cost-saving initiatives that can be adopted to ensure enhanced productivity.


35. Estimator 2.0

  • Best for: SMBs
  • Price:
  • Nov 12, 2022
Compare Estimator 2.0 Vs. e-Builder Enterprise

Estimator 2.0 is a construction software designed to help companies rate analysis of commercial and residential buildings, as well as help, generate various estimates, and manage ongoing projects.


36. Time Cost

  • Best for: Medium and large size businesses
  • Price: starts at $6 per user/month
  • Jul 18, 2022
Compare Time Cost Vs. e-Builder Enterprise

Replicon TimeCost is a project costing software solution for businesses of all sizes. Its capabilities include budgeting and forecasting, job progress tracking, production cost tracking, and others. The software was designed and launched by Replicon Inc headquartered in Alberta, Canada.


37. Construct Track

  • Best for: Small businesses and start ups
  • Price:
  • Dec 08, 2022
Compare Construct Track Vs. e-Builder Enterprise

Construct Track is a growing cloud-based Construction software, it is designed to support small and medium size construction business. Construct Track received a rating of 3.2 from ITQlick team. The software cost is considered affordable (2.5/5) when compared to alternative solutions.


38. Fixed Assets: Enterprise

  • Best for: SMBs
  • Price:
  • Nov 14, 2022
Compare Fixed Assets: Enterprise Vs. e-Builder Enterprise

Fixed Assets: Enterprise is a growing cloud-based Asset management software, it is designed to support small and medium size business. Fixed Assets: Enterprise received a rating of 3.3 from ITQlick team. The software cost is considered affordable (2.4/5) when compared to alternative solutions.


39. PelicanSTP

  • Best for: Small, medium and large size businesses
  • Price:
  • Nov 16, 2022
Compare PelicanSTP Vs. e-Builder Enterprise

PelicanSTP is a growing cloud-based Payroll software, it is designed to support small, medium and large size business. PelicanSTP received a rating of 3.6 from ITQlick team. The software cost is considered affordable (2.1/5) when compared to alternative solutions.


40. BX Project

  • Best for: SMBs
  • Price: starts at $120 per user/year
  • Nov 14, 2022
Compare BX Project Vs. e-Builder Enterprise

BX Project is a fast growing cloud-based Project Management software, it is designed to support small and medium size business. BX Project received a rating of 3.8 from ITQlick team. The software cost is considered average (2.7/5) when compared to other solutions in their category.


41. ACL Workpapers

  • Best for: Medium and large size businesses
  • Price: starts at $50 per user/month
  • Nov 16, 2022
Compare ACL Workpapers Vs. e-Builder Enterprise

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


42. Vision33 UPS and Fedex Interface

  • Best for: SMBs
  • Price:
  • May 24, 2022
Compare Vision33 UPS and Fedex Interface Vs. e-Builder Enterprise

Vision33 UPS and Fedex Interface is a growing cloud-based Supply Chain software, it is designed to support small and medium size business. Vision33 UPS and Fedex Interface received a rating of 4.8 from ITQlick team. The software cost is considered average (3.3/5) when compared to other solutions in...


43. Project One

  • Best for: SMBs
  • Price:
  • Nov 14, 2022
Compare Project One Vs. e-Builder Enterprise

Project One is an award-winning cloud-based Project Management software, it is designed to support small and medium size business. Project One received a rating of 3.3 from ITQlick team. The software cost is considered affordable (2.1/5) when compared to alternative solutions.


44. IBM Sterling Configure, Price, Quote

  • Best for: Small, medium and large size businesses
  • Price:
  • Sep 19, 2019
Compare IBM Sterling Configure, Price, Quote Vs. e-Builder Enterprise

IBM Sterling Configure, Price, Quote is a fast growing cloud-based Accounting-Finance software, it is designed to support small, medium and large size business. IBM Sterling Configure, Price, Quote received a rating of 4.7 from ITQlick team. The software cost is considered affordable (2.3/5) when c...


45. B1 Usability Package 4-0-0-

  • Best for: SMBs
  • Price:
  • Nov 13, 2019
Compare B1 Usability Package 4-0-0- Vs. e-Builder Enterprise

B1 Usability Package is a SAP Business One customization solution for businesses of all sizes. Its capabilities include business rules management, administrative tools, text editor, and others. The software was designed and launched by Boyum IT headquartered in Braband, Denmark.


46. Route Companion

  • Best for: SMBs
  • Price:
  • Oct 30, 2019
Compare Route Companion Vs. e-Builder Enterprise

Route Companion is an award-winning cloud-based Accounting-Finance software, it is designed to support small and medium size business. Route Companion received a rating of 3.2 from ITQlick team. The software cost is considered affordable (2.3/5) when compared to alternative solutions.


47. MICR Check Printing

  • Best for: SMBs
  • Price:
  • Aug 07, 2019
Compare MICR Check Printing Vs. e-Builder Enterprise

MICR Check Printing is a check stock management solution for businesses of all sizes. Its capabilities include custom check designing, signature rules management, and others. The software was designed and launched by Third Wave Business Systems headquartered in New Jersey, United States.


48. Data collect one

  • Best for: SMBs
  • Price:
  • Sep 30, 2019
Compare Data collect one Vs. e-Builder Enterprise

Data collect one is a leading cloud-based Manufacturing software, it is designed to support small and medium size business. Data collect one received a rating of 4.3 from ITQlick team. The software cost is considered affordable (2.3/5) when compared to alternative solutions.


49. fieldvu

  • Best for: SMBs
  • Price:
  • Sep 30, 2019
Compare fieldvu Vs. e-Builder Enterprise

FieldVU is a field service management solution for small and medium businesses. In addition to management tools, it also offers various accounting and business intelligence services. The software was designed and launched by VistaVU Solutions, Inc., headquartered in Calgary, Canada.



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
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After researching over 5,000 systems, we can identify the best solution for companies of all shapes and sizes. ITQlick.com is 100% free for software buyers.



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.