Top 54 Distribution Order Management Software (Jul 2023)

2024's Best 55 Distribution Order Management Systems

Shlomi LaviShlomi Lavi / Jul 10, 2023

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1. EZOfficeInventory

  • Best for: SMBs
  • Price: starts at $35 per month
  • Jul 28, 2022
Compare EZOfficeInventory Vs. EZOfficeInventory

EZOfficeInventory is a web based asset tracking and inventory management solution for businesses of all sizes. Its capabilities include barcode scanning, asset maintenance, auditing, and others. The software was designed and launched by EZ Web Enterprises Inc headquartered in Nevada, United States. ...


2. Blue Link Elite

  • Best for: Start up, Small business, Medium business
  • Price: starts at $500 per license
  • Mar 22, 2022
Compare Blue Link Elite Vs. EZOfficeInventory

Blue Link ERP is an inventory and distribution management software for small companies. It offers business solutions including but not limited to real-time inventory and accounting, order entry, B2B and B2C eCommerce, POS, EDI integration, CRM, and more.


3. TopShelf

  • Best for: Small, medium and large size businesses
  • Price: starts at $90 per user/month
  • Mar 18, 2022
Compare TopShelf Vs. EZOfficeInventory

TopShelf is an online Inventory management software built for developers to carry out activities on windows services.


4. simPRO

  • Best for: SMBs
  • Price:
  • May 06, 2022
Compare simPRO Vs. EZOfficeInventory

simPRO is a powerful field service management software solution created by trade contractors, for trade contractors. If you are struggling with quoting jobs, managing multi-stage projects, managing inventory, connecting the office to the field, or any other areas of your workflow, simPRO provides a ...


5. Lightspeed eCommerce

  • Best for: SMBs
  • Price: starts at $119 per month
  • May 20, 2022
Compare Lightspeed eCommerce Vs. EZOfficeInventory

Lightspeed eCommerce is an on-premise and cloud-based eCommerce platform that allows users to analyze multi-channel sales data, manage online and in-store inventory, as well as view customer information.


6. Pomodo

  • Best for: Small, medium and large size businesses
  • Price:
  • Jul 16, 2022
Compare Pomodo Vs. EZOfficeInventory

Pomodo by ADI is a cloud-based distribution software that enables Organisation heads to manage their unique data and order from multiple channels.


7. MACH Software

  • Best for: SMBs
  • Price: starts at $40,000 per license
  • Jul 06, 2022
Compare MACH Software Vs. EZOfficeInventory

MACH Software is a cloud-based inventory management system that is specifically designed for use in small-sized businesses, medium-sized businesses, and large enterprises. MACH Software is a complete multi-channel order management software solution.


8. Infor SCM

  • Best for: Start up, Small business, Medium business, Large business
  • Price:
  • Sep 23, 2022
Compare Infor SCM Vs. EZOfficeInventory

Infor SCM is both cloud-based as well as an on-premise supply chain management solution that is developed majorly for logistics service providers. The on-premise deployment can be done on either the windows platform or the Mac OS platform depending on the customers choice.


9. Cetec ERP Software

  • Best for: SMBs
  • Price: starts at $40 per user/month
  • Oct 21, 2022
Compare Cetec ERP Software Vs. EZOfficeInventory

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


10. JustFoodERP Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $3,000 per user/month
  • Apr 27, 2022
Compare JustFoodERP Software Vs. EZOfficeInventory

JustFoodERP is a cloud-based enterprise resource planning solution designed for the food industry including the food distributors and manufacturers. The core features include order management, food quality, and compliance, manufacturing/production and warehouse/inventory management and more.


Pricing Guide - Distribution Order Management Software:

Distribution Software Price Range

A majority distribution software in the market has perpetual licences that can be bought with a one-time fee. However, there are others set on the conventional per month, per user basis. Businesses can expect to pay between $20 to $100 per month for a distribution software. Alternatively, companies can expect prices from $5,000 and above for distribution software perpetual licenses.

For example, Visco pricing starts from $95 per user monthly and Info M3 pricing from $150 per user monthly. Meanwhile, Epicor Distributor and Accolent ERP cost one-time fees of $20,000 and $2,500 respectively for perpetual licences.

Different vendors target different sizes of businesses; hence, each business size should expect disparate pricing.

  • Small Businesses can expect price points which range from $10 to $40 for distribution software. For example, Hello Tracks is priced at $10 per user, per month, while Zoho Creator pricing starts from $10 per user, per month. Also, Emerge App costs up to $26 per user monthly.
  • Medium Businesses can expect to pay within $40 to $100 for a distribution software, depending on the type of package, the robustness of its features, and the number of user accounts. For example, Aquilon is priced at $75 per month for a single user account, but costs around $60 for multiple accounts. Also, Visco is priced around $95 per user monthly, and Nowcommerce for QuickBooks costs around $100 per month.
  • Large Businesses can expect volatile pricing for a distribution software because most vendors adjust their prices to suit capacity of interested organizations. However, they can expect a price between $100 to $800 per month. For example, InfoPlus pricing starts from 695 per month, while that of Infor M3 starts from 150 per month.

Distribution Software best of breeds and their price ranges are as follows:

  • Electronic Data Interchange (EDI) Software Most electronic data interchange software in the market are priced either on a yearly basis or per license, although there are a few others with monthly pricing. The price ranges for EDI, depending on their tiers, are $150 to $250, $250 to $2,500, and $2,500 upward. For instance, Chiapas EDI is priced around $3750 per year, while ERP Integration Software costs $1,000 per year. Alternatively, GoAnywhere MFT perpetual licence costs around $2,000, while that of Business Systems Integrators costs $1,200.
  • Food Traceability Software Most food traceability software products in the market are set on per user, per year or per user, per month basis. The price points ranges are $40 to $80, $80 to $200, and $200 above per month, depending on their tiers. Otherwise, yearly food traceability software tools are between $500 to $2,000, and $2,000 to $10,000 per year. For example, SafetyChain Food Safety & Quality Software starts from $7,500 per year, while Compliance Mate pricing starts from $500 per year. Otherwise, Visual Produce costs $300 per user monthly, while eQ Trace costs $350 per user monthly.
  • Shipping Software Most shipping software apps in the market are either priced per user, per month or by the volume of shipping per month. Its price varies between $2 and $50 above depending on the vendor offering it. For instance, ShippingEasy pricing starts from $29 per month, FreightView costs around $99 per month, and 2Ship pricing starts from $10 monthly.
  • Logistics Software Most logistics Software solutions in the market are priced per user, per month or per volume of items monthly. There are also others based on commission. The price ranges are between $40 to $80 and $80 to $200 per month. For example, Logitude World starts from $45 per month, OnFleet pricing starts from $149 per month, and Betachon Freight Auditing pricing starts from $0.1 per gain on each item.
  • Food Distribution Software Food distribution software have prices that fall between $18 to $50 and $50 to $150 per month, depending on their tiers. The price is set per driver or user per month or per trip, per month. For example, Traverse pricing starts from $100 per month, Routteique pricing from $49 per month, and OptimoRoute costs about $19 per driver per month.

11. BatchMaster ERP

  • Best for: SMBs
  • Price: starts at $2,000 per license
  • Nov 04, 2022
Compare BatchMaster ERP Vs. EZOfficeInventory

BatchMaster ERP is a standalone ERP program designed for the process manufacturing industry. It may work alone or be integrated with Sage 100 ERP, Sage 300 ERP and Quickbooks Enterprise and other back-end financial applications. BatchMaster ERP was developed by BatchMaster Software, a US based comp...


12. Logiwa WMS

  • Best for: SMBs
  • Price: starts at $200 per user/month
  • May 16, 2022
Compare Logiwa WMS Vs. EZOfficeInventory

Logiwa WMS is a cloud-based distribution software that enables managers to organize organizational operations, as well as setting up a distribution center for the movement of information and goods through available resources to the final customers.


13. AdminiCare

  • Best for: Small businesses and start ups
  • Price: starts at $199 per license
  • May 16, 2022
Compare AdminiCare Vs. EZOfficeInventory

AdminiCare is an assisted living software designed as a medical inventory system to provide a by-resident cost and inventory control.


14. ePROMIS

  • Best for: Small, medium and large size businesses
  • Price:
  • May 23, 2022
Compare ePROMIS Vs. EZOfficeInventory

ePROMIS is a cloud-based Human Resources Software that allows its users to organize and manage the cycle of human resources in an organization through the management and processing of Employee payroll, performance, attendance and more.


15. contractERP

  • Best for: Small, medium and large size businesses
  • Price:
  • May 18, 2022
Compare contractERP Vs. EZOfficeInventory

ContractERP is an enterprise resource planning solution for businesses of all sizes. It offers assistance in distribution, manufacturing, supplying, and other aspects of business operations. The software was designed and launched by Access IT headquartered in New York, United States.


16. ERP-ONE

  • Best for: SMBs
  • Price:
  • May 19, 2022
Compare ERP-ONE Vs. EZOfficeInventory

ERP-ONE is an enterprise resource planning solution for small and medium businesses. It offers such services as inventory management, sales management, financial management, and others. The software was designed and launched by Distribution One headquartered in New Jersey, United States.


17. Oasis LMS

  • Best for: Medium and large size businesses
  • Price: starts at $3 per user/month
  • May 21, 2022
Compare Oasis LMS Vs. EZOfficeInventory

OasisLIMS is a Software as a Service (SaaS) laboratory information management system (LIMS) that is designed to automate lab workflows, integration, and manage samples and all the related information.


18. Epicor Distribution

  • Best for: Small, medium and large size businesses
  • Price: starts at $175 per user/month
  • May 18, 2022
Compare Epicor Distribution Vs. EZOfficeInventory

Epicor Distribution is cloud-based and on-premise distribution solution that caters for businesses of all sizes including small-sized businesses, medium-sized businesses, and large enterprises in the aerospace, automotive, construction, engineering, energy, electronics, medical devices, consumer goo...


19. Accolent ERP

  • Best for: Small businesses and start ups
  • Price: starts at $2,500 per license
  • May 25, 2022
Compare Accolent ERP Vs. EZOfficeInventory

Accolent ERP is an enterprise resource planning solution for small and medium businesses. It offers assistance in wholesale distribution management along with inventory and purchasing management capabilities. The software was developed and launched by ADS Solutions Corporation headquarte...


20. WorkWise ERP Software

  • Best for: SMBs
  • Price: starts at $60 per user/month
  • Jun 10, 2022
Compare WorkWise ERP Software Vs. EZOfficeInventory

Workwise Software is an ERP and CRM software for manufacturers to streamline business processes, automate sales and marketing processes, get a view over activities, and improve communication systems.


21. Made2Manage ERP

  • Best for: SMBs
  • Price: starts at $5,000 per user/month
  • Jun 16, 2022
Compare Made2Manage ERP Vs. EZOfficeInventory

Made2Manage ERP is a cloud-based Enterprise Resource Planning software that is intended for manufacturers in dynamic “to-order”, job shops and mixed-mode settings. The software solution targets SMB manufacturers in multiple industry verticals like fabricated metal, electronic and industrial equipmen...


22. RamBase

  • Best for: Small, medium and large size businesses
  • Price: starts at $49 per user/month
  • Jun 22, 2022
Compare RamBase Vs. EZOfficeInventory

Rambase is an internet-based ERP software designed for companies to exercise control over their manufacturing processes, get industry-specific solutions, maintain standard business processes, and enhance company activities total visibility.


23. ProcessWare ERP

  • Best for: Small, medium and large size businesses
  • Price: starts at $2,500 per license
  • Jun 22, 2022
Compare ProcessWare ERP Vs. EZOfficeInventory

ProcessWare ERP is an ERP software built for flavor and fragrance companies to provide a single inventory management source for companies, synchronize teams, provide accurate costing of products, and solid distribution and manufacturing processes.


24. Total ETO

  • Best for: SMBs
  • Price: starts at $85 per user/month
  • Jan 08, 2022
Compare Total ETO Vs. EZOfficeInventory

Total ETO is a discrete manufacturing software for custom design manufacturers to monitor actual costs against estimates, track and close business deals, track and manage inventory, and empower management with real-time information.


25. ERP123

  • Best for: Small businesses and start ups
  • Price: starts at $150 per month
  • Jun 16, 2022
Compare ERP123 Vs. EZOfficeInventory

ERP123 is an enterprise resource planning software that is ready to offer the “optimum business solution” for your company. The software comes with an innovative approach which can reduce cost and risk by providing flexible and easy-to-use solutions. The software is based on a latest technology with...


26. SureDone

  • Best for: Small businesses and start ups
  • Price: starts at $500 per month
  • Jun 18, 2022
Compare SureDone Vs. EZOfficeInventory

SureDone is a multi-channel e-commerce solution for small and medium businesses. It also offers such capabilities as inventory management, bulk order processing, integrations, and others. The software was designed and launched by SureDone Inc headquartered in New York, United States.


27. SalesWarp

  • Best for: SMBs
  • Price:
  • Jun 23, 2022
Compare SalesWarp Vs. EZOfficeInventory

SalesWarp is a web-based distribution software that allows retailers to collate and fulfill sale channel and fulfillment location orders.


28. entree ERP

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

...


29. Fulfil.IO

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 30, 2022
Compare Fulfil.IO Vs. EZOfficeInventory

Fulfil.Io is an ERP software designed for merchant operators and e-commerce stores to receive and manage orders, analyze and track product sales, manage suppliers, and automate drop shipping orders.


30. JDA software

  • Best for: Small, medium and large size businesses
  • Price:
  • Dec 18, 2022
Compare JDA software Vs. EZOfficeInventory

JDA software is a supply chain and inventory management software solution for your business. The software was designed by JDA Software Group, Inc., headquartered in Arizona, United States. It incorporates planning, management, and accounting services to streamline the supply chain of a business. 


31. Subscribility

  • Best for: Small businesses and start ups
  • Price: starts at $20 per month
  • Apr 24, 2022
Compare Subscribility Vs. EZOfficeInventory

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


32. Sage Business Cloud Enterprise Management

  • Best for: Small, medium and large size businesses
  • Price: starts at $40,000 per year
  • Jul 04, 2022
Compare Sage Business Cloud Enterprise Management Vs. EZOfficeInventory

Sage Business Cloud Enterprise Management is a cloud-based ERP system that enables businesses to reduce the high cost associated with enterprise management as an effective way of business management.


33. Standard ERP

  • Best for: SMBs
  • Price:
  • Jul 05, 2022
Compare Standard ERP Vs. EZOfficeInventory

Standard ERP is an enterprise resource planning software designed to simplify processes from order processing, account management, manufacturing, job costing, and inventory management.


34. Jazva Software

  • Best for: Small businesses and start ups
  • Price: starts at $400 per month
  • Jul 13, 2022
Compare Jazva Software Vs. EZOfficeInventory

Jazva is an e-commerce and inventory management software designed for businesses to manage e-commerce activities, simplify order management, track and manage inventory, and automate multi-channel selling process.


35. Epicor Vision

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 26, 2022
Compare Epicor Vision Vs. EZOfficeInventory

Epicor is an enterprise resource planning software that helps businesses make business decisions with accurate data and clear insights. The software provides document storage and retrieval system that helps to turn paper documents into digital files.


36. Omnna ERP

  • Best for: Small businesses and start ups
  • Price: starts at $1,000 per month
  • Mar 16, 2022
Compare Omnna ERP Vs. EZOfficeInventory

Omnna is a distribution software designed to help businesses set pricing plans, make adjustments on prices and increase net profit. The software also tracks and view all inventory movements.


37. PIC ERP

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 22, 2022
Compare PIC ERP Vs. EZOfficeInventory

PIC ERP is an ERP software designed to enable businesses to regulate inventory movements, automate data update and entry, and define containers and shipments.


38. Royal4 Enterprise

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 02, 2022
Compare Royal4 Enterprise Vs. EZOfficeInventory

Royal 4 Enterprise is a supply chain and ERP software designed to enable distributors and manufacturers to track core production and delivery processes, manage assets and docking operations, monitor employees, improve communication, and handle routine tasks.


39. Acumatica Distribution Management Suite

  • Best for: Start up, Small business, Medium business
  • Price:
  • Jul 10, 2023
Compare Acumatica Distribution Management Suite Vs. EZOfficeInventory

Acumatica Distribution Management Suite is an application software module, which has been developed to aid in the management of the intricacies of distribution. It enables the user to track inventory, purchasing, ordering, filling orders, and delivering customer support. This software delivers real-...


40. SAP for Wholesale Distribution

  • Best for: SMBs
  • Price:
  • Jul 05, 2022
Compare SAP for Wholesale Distribution Vs. EZOfficeInventory

SAP for wholesale distribution includes state of the art software solutions for both large as well as mid-sized organizations all across the globe. This software solution can help companies enhance their operational efficiency and profitability while extending support for seamless customer support a...


41. Sage Evolution

  • Best for: Medium and large size businesses
  • Price:
  • Jul 05, 2022
Compare Sage Evolution Vs. EZOfficeInventory

Sage Evolution is an enterprise resource planning solution for small and medium businesses. It deals with such aspects as accounting, business intelligence, supply chain, procurement, and others. The software was designed and launched by Sage Pastel Communication headquartered in South Af...


42. HungerRush

  • Best for: SMBs
  • Price:
  • May 17, 2022
Compare HungerRush Vs. EZOfficeInventory

Multi-functional SaaS platform with modular apps to quickly address challenges and evolve with consumer preference


43. FreightPath

  • Best for: Small businesses and start ups
  • Price: starts at $200 per month
  • May 03, 2022
Compare FreightPath Vs. EZOfficeInventory

FreightPath is a cloud-based transportation management software that helps freight brokers automate tasks, including vetting carriers, creating documents, and offering track and trace to shippers.


44. EXEControl ERP Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $40,000 per license
  • Jul 04, 2022
Compare EXEControl ERP Software Vs. EZOfficeInventory

EXEControl is an ERP/CRM business management software designed to help organizations manage various departments, including administration, HR and production.


45. GoECart 360

  • Best for: Small, medium and large size businesses
  • Price:
  • Dec 20, 2022
Compare GoECart 360 Vs. EZOfficeInventory

The GoECart 360 is a Software-as-a-service/Saas Omni-channel platform for e-commerce use. It helps users attain a smoother operation of their businesses with the various modules integrated in it.


46. S2K for Manufacturing

  • Best for: Small, medium and large size businesses
  • Price:
  • Jul 18, 2022
Compare S2K for Manufacturing Vs. EZOfficeInventory

S2K for Manufacturing is an enterprise resource planning solution for businesses of all sizes. Its capabilities include supply chain management, inventory management, e-commerce, and others. The software was designed and launched by Vormittag Associates Inc headquartered in New York, United States.


47. e-PIC One Enterprise

  • Best for: Start up, Small business, Medium business
  • Price: starts at $1,000 per license
  • Jul 15, 2022
Compare e-PIC One Enterprise Vs. EZOfficeInventory

e-PIC One Enterprise is a web-based ERP program designed for manufacturers, distributors, fabricators, franchise business and suppliers. It could operate on your web browser, desktop and mobile device. It is filled with features that manage the entire order process from quoting to invoicing. It also...


48. iAPPS Commerce

  • Best for: Small, medium and large size businesses
  • Price: starts at $1,250 per month
  • Jan 24, 2022
Compare iAPPS Commerce Vs. EZOfficeInventory

The iAPPS Commerce is a user-friendly eCommerce environment platform that is designed to help users with online business to become successful with remarkable simplicity and global reach.


49. AccountMate

  • Best for: Small businesses and start ups
  • Price: starts at $4,000 per license
  • Jul 31, 2022
Compare AccountMate Vs. EZOfficeInventory

Account mate is a cloud-based manufacturing software and can also be locally installed. It provides unique solutions for managing and developing accounts for businesses. It is suitable for the management of finances, inventory and Enterprise Resource Planning (ERP).


50. Dynamic Inventory

  • Best for: Small businesses and start ups
  • Price: starts at $175 per 2 users/month
  • Aug 06, 2022
Compare Dynamic Inventory Vs. EZOfficeInventory

Dynamic Inventory is an inventory management software that enables businesses to track product life cycles and inventory. The software scans and edits barcodes, automatically adjust stock levels by creating sales orders, keeps up with sales orders and customers, and continually tracks user actions.


51. Inform Distribution Software

  • Best for: SMBs
  • Price:
  • Aug 25, 2022
Compare Inform Distribution Software Vs. EZOfficeInventory

Inform Distribution software is a management tool which combines all of the everyday operations related to accounts and inventory in a sale. This software contains various tools, which help in boosting the latest sales, and improves managerial tasks like contact and sales management. It helps join t...


52. ECi Maytech

  • Best for: Small, medium and large size businesses
  • Price:
  • Aug 01, 2022
Compare ECi Maytech Vs. EZOfficeInventory

ECiMaytechis a distribution software specifically designed for Jan/San and industrial paper distributors. The business management system is platform-independent and is compatible with Mac, Windows, Unix and Linux. Users can use this software to automate all their back office operations starting from...


53. Flowtrac

  • Best for: SMBs
  • Price: starts at $100 per user/month
  • Sep 28, 2022
Compare Flowtrac Vs. EZOfficeInventory

FlowTrac is an on-premise and cloud-based warehouse management solution that is designed to help businesses manage assets, inventory, and warehouse. Designed by Flowtrac, it offers customizations to enable businesses to custom the platform to suit their key needs.


54. EasyERP

  • Best for: Small, medium and large size businesses
  • Price: starts at $12 per user/month
  • Sep 23, 2022
Compare EasyERP Vs. EZOfficeInventory

Easy ERP is an ERP Software designed as an open-source platform through which businesses can improve productivity and increase sales. The software integrates a ton of sales channel into one, and it enables businesses to manage leads, take care of payment & deliveries, and increase inventory turnover...



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.