Top 54 Distribution Warehouse Management Software

2022's Best 54 Distribution Warehouse Management Systems

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1. SAP ERP

  • Best for: Large business
  • Price: starts at $56 per user/month
  • Mar 08, 2022
Compare SAP ERP Vs. SAP ERP

SAP ERP is a cloud ERP suite that offers resource planning and business management solution designed to offer the users the financial transparency they need to execute growth plans, expand margins, and satisfy customers. It offers end-to-end with fully integrated business functions, automated proces...


2. NetSuite Order Management System

  • Best for: SMBs
  • Price:
  • Mar 08, 2022
Compare NetSuite Order Management System Vs. SAP ERP

NetSuite Order Management System is a software solution that provides clients with a multi-channel order management system that manages all facets of a client’s order process. The software provides control of all orders, from the initial order to the order receipt, to the financial settlements. The ...


3. Global Shop Solutions ERP

  • Best for: SMBs
  • Price:
  • Mar 09, 2022
Compare Global Shop Solutions ERP Vs. SAP ERP

Global Shop Solutions One System ERP Solutions is a cloud-based enterprise resource planning (ERP) software solution that helps the small to midsize businesses manage their manufacturing activities as well as operations.


4. Multiview

  • Best for: Small, medium and large size businesses
  • Price: starts at $150 per user/year
  • Mar 11, 2022
Compare Multiview Vs. SAP ERP

Multiview Financial Software is a cloud-based modular financial management system that incorporates accounts payable, accounts receivable, purchase order management, a general ledger, inventory management, business intelligence, order management, document management, and more.


5. Passport Inventory

  • Best for: Small, medium and large size businesses
  • Price: starts at $45 per user/year
  • Mar 13, 2022
Compare Passport Inventory Vs. SAP ERP

Passport Inventory software is an inventory management solution that offers both on-premise and cloud-hosted solutions. In addition, this software helps its users to control and manage the shipping & receiving processes in an organization.


6. Visual EstiTrack ERP

  • Best for: SMBs
  • Price: starts at $3,000 per feature
  • Mar 19, 2022
Compare Visual EstiTrack ERP Vs. SAP ERP

Visual EstiTrack is a manufacturing management solution for businesses of all sizes. It offers such services as customer management, job estimating, order management, and others. The software was designed and launched by Hanning Software Inc headquartered in Ohio, United States.


7. Sage ERP X3

  • Best for: Small, medium and large size businesses
  • Price: starts at $24,000 per year
  • Mar 15, 2022
Compare Sage ERP X3 Vs. SAP ERP

Sage ERP formerly Sage X3 is cloud-based enterprise resource planning solutions designed for a variety of businesses. The solution integrates the capabilities of sales, financial management, customer service, inventory, distribution, business intelligence, and manufacturing. It helps automate and st...


8. EZOfficeInventory

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

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. ...


9. Infoplus Software

  • Best for: SMBs
  • Price: starts at $695 per month
  • Mar 22, 2022
Compare Infoplus Software Vs. SAP ERP

Infoplus software is a cloud-based distribution software that enables managers to automate their organizations crucial warehouse operations, as well as curating actionable data such as key alerts, reports, and user-defined metrics.


10. TradeGecko

  • Best for: Small businesses and start ups
  • Price: starts at $39 per month
  • Jun 01, 2022
Compare TradeGecko Vs. SAP ERP

QuickBooks Commerce is an inventory and order management software for small and medium enterprises. Its key features include distribution warehouse management, analytics, barcoding, inventory optimization, supplier management, and stock control.


Pricing Guide - Distribution Warehouse 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. 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. SAP ERP

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.


12. TopShelf

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

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


13. ShippingEasy

  • Best for: SMBs
  • Price: starts at $5 per month
  • Apr 24, 2022
Compare ShippingEasy Vs. SAP ERP

ShippingEasy is a shipping and discount management solution for businesses of all sizes. It offers such services as order synchronization, shipping and tracking management, multi-channel shipping, and others. The software was designed and launched by ShippingEasy headquartered in Texas, ...


14. Sage 300 Online

  • Best for: SMBs
  • Price: starts at $75 per month
  • Mar 27, 2022
Compare Sage 300 Online Vs. SAP ERP

Sage 300 Online is a web based financial and business management solution for small and medium businesses. It offers such capabilities as payroll management, inventory management, and others. The software was designed and launched by Sage Software Inc headquartered in Georgia, United States.


15. DEAR Inventory

  • Best for: Small businesses and start ups
  • Price: starts at $325 per month
  • May 18, 2022
Compare DEAR Inventory Vs. SAP ERP

DEAR Inventory is a cloud-based inventory and order management that offers complete back-end management. DEAR Inventory aims at helping the small business as well as medium business to streamline and simplify the daily operations by automating inventory and order management.


16. Passport Business Solutions

  • Best for: Small, medium and large size businesses
  • Price: starts at $995 per license
  • Jun 02, 2022
Compare Passport Business Solutions Vs. SAP ERP

Passport Business Solutions (PBS) is an accounting software that helps increase business profitability. This software provides entry-level solutions and enables companies to structure a system that is peculiar to their needs.


17. ASSET PANDA

  • Best for: Small, medium and large size businesses
  • Price: starts at $1,400 per year
  • Jun 16, 2022
Compare ASSET PANDA Vs. SAP ERP

Asset Panda is a fixed asset tracking software designed to helps user with the customization with their workflows.


18. Pomodo

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

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


19. IQMS Manufacturing ERP

  • Best for: Small, medium and large size businesses
  • Price: starts at $25,000 per license
  • Jul 16, 2022
Compare IQMS Manufacturing ERP Vs. SAP ERP

DELMIAworks is a cloud-based ERP software that allows manufacturers to manage a central database to remove data islands and redundant integrations.


20. Unleashed Software

  • Best for: SMBs
  • Price: starts at $319 per month
  • Aug 18, 2022
Compare Unleashed Software Vs. SAP ERP

Unleashed Software is an inventory management software for manufacturers and distributors to achieve control over products, make better decisions, manage customers and products, and make profit reports.


21. Infor SCM

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

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.


22. Infor ERP

  • Best for: Small, medium and large size businesses
  • Price: starts at $5 per month
  • Sep 12, 2022
Compare Infor ERP Vs. SAP ERP

Infor ERP is an enterprise management solution system developed by Infor to provide assistance to industry-specific companies in managing their operational functions including standard ones like Finance and Manufacturing.  Headquartered in New York, Infor is a U.S. based company that specialises in...


23. Orderhive

  • Best for: Small businesses and start ups
  • Price: starts at $95 per month
  • Oct 17, 2022
Compare Orderhive Vs. SAP ERP

Orderhive is a web based order and inventory management solution for businesses of all sizes. It offers such capabilities as 3PL inventory tracking, back order management, custom reporting, and others. The software was designed and launched by OpenXcell Technologies Pvt Ltd headquartered...


24. Fishbowl Inventory

  • Best for: Small businesses and start ups
  • Price: starts at $4,395 per license
  • Oct 10, 2022
Compare Fishbowl Inventory Vs. SAP ERP

Fishbowl Inventory software is a cloud-based and on-premise Manufacturing & Inventory Management platform for QuickBooks. The software helps to streamline business operations in any company in all industries.


25. 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. SAP ERP

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.


26. WMS360

  • Best for: SMBs
  • Price:
  • Mar 05, 2022
Compare WMS360 Vs. SAP ERP

WMS360 is a web-based warehouse management software designed to streamline warehouse operations. This application has all the necessary features that allow integration with third party platforms, full warehouse automation, Electronic Data Interchange, and document management systems.


27. BatchMaster ERP

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

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...


28. HandiFox Inventory

  • Best for: Small businesses and start ups
  • Price: starts at $39 per month
  • May 14, 2022
Compare HandiFox Inventory Vs. SAP ERP

Handifox Inventory software is a cloud-based and on-premise mobile inventory control system built for small-midsize businesses that are inventory-based. The solution is also available on Android devices and supports Windows 7, Windows XP, Windows 8, Windows 2000, Windows Vista, and Windows 10 operat...


29. Logiwa WMS

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

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.


30. SDS4 Distribution

  • Best for: Small businesses and start ups
  • Price: starts at $1,295 per license
  • May 14, 2022
Compare SDS4 Distribution Vs. SAP ERP

SDS4 Distribution is a program that offers complete solution to the various processes involved in companies under the industry of aerospace and electronic component distribution. It automates processes from accounting to inventory making everything quicker, simpler, and real-time. It can be implemen...


31. Skubana

  • Best for: Small, medium and large size businesses
  • Price: starts at $1,000 per month
  • May 15, 2022
Compare Skubana Vs. SAP ERP

Skubana is an enterprise resource planning (ERP) and ecommerce operations management software providing users with an all-in-one and cloud suite of managing the users’ entire online businesses.


32. CyberStockroom

  • Best for: Small, medium and large size businesses
  • Price: starts at $99 per month
  • May 17, 2022
Compare CyberStockroom Vs. SAP ERP

CyberStockroom is an inventory management software designed for businesses to track and manage inventory processes and get a view of their businesses, x-ray inventory products, and items content.


33. ePROMIS

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

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.


34. contractERP

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

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.


35. ERP-ONE

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

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.


36. Oasis LMS

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

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.


37. Epicor Distribution

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

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...


38. Accolent ERP

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

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...


39. WorkWise ERP Software

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

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.


40. RamBase

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

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.


41. ProcessWare ERP

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

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.


42. ERP123

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

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...


43. SR2Software

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

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.


44. PENTA Construction ERP Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $5,000 per license
  • Jun 22, 2022
Compare PENTA Construction ERP Software Vs. SAP ERP

PENTA Construction ERP is a construction software that integrates construction accounting, project management, payroll, and equipment management in one system.


45. Wireless Warehouse in a Box

  • Best for: SMBs
  • Price: starts at $50,000 per license
  • Jun 18, 2022
Compare Wireless Warehouse in a Box Vs. SAP ERP

Wireless Warehouse in a Box is a warehouse management solution for businesses of all sizes. It offers such services as capacity planning, inventory management, quality control, and others. The software was developed and released by Systems Logic headquartered in Ontario, Canada.


46. SalesWarp

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

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


47. entree ERP

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

...


48. Fulfil.IO

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

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.


49. JDA software

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 24, 2022
Compare JDA software Vs. SAP ERP

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. 


50. 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. SAP ERP

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.


51. Standard ERP

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

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


52. The Asset Guardian (TAG)

  • Best for: Small, medium and large size businesses
  • Price:
  • Aug 23, 2022
Compare The Asset Guardian (TAG) Vs. SAP ERP

The Asset Guardian (TAG) is a growing cloud-based Maintenance software, it is designed to support small, medium and large size business. The Asset Guardian (TAG) received a rating of 5 from ITQlick team. The software cost is considered affordable (4/5) when compared to alternative solutions.


53. Jazva Software

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

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.


54. Acumatica Distribution Management Suite

  • Best for: Start up, Small business, Medium business
  • Price: starts at $649 per month
  • Aug 25, 2022
Compare Acumatica Distribution Management Suite Vs. SAP ERP

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-...



A Buyer's Guide to Business Software Solutions

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

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

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Author - Shlomi Lavi

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Shlomi Lavi is an entrepreneur and founder of ITQlick.com. He holds a Bachelor of Science (B.Sc.) in Information Systems Engineering from Ben Gurion University in Israel. Shlomi brings 17 years of global IT and IS management experience as a consultant and implementation expert for small, medium and large-sized (global) companies. Shlomi’s goal is to share the best knowledge and news about information systems so you can make smarter buying decisions for your business.