Top 54 Document Capture & Image Processing Software

2022's Best 54 Document Capture & Image Processing Systems

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1. Aha!

  • Best for: Small, medium and large size businesses
  • Price: starts at $39 per user/month
  • Mar 19, 2022
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Aha! Software is a project management solution for different sizes of business. It offers a number of features that include an analytics tool that enables users to view the status of ideas, build a chart to set priorities and monitors the number of features shipped.


2. Redact-It

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $295 per license
  • Apr 24, 2022
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Redact-It is document management software which serves as redacting and information management systems for PDF and TIFF documents solution for companies of all types and sizes. Its key features to monitor new jobs folder, search for terminologies, match patterns, add reason codes, and secure documen...


3. idTracks-Docs

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 13, 2022
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The HealthDox suite of integrated solutions serve all aspects of managing policies, Compliance, Risk Management, quality, and performance improvement. Our flexible licensing model makes our solution affordable to small, medium and large organizations. Our solution allows growth as your organization...


4. WorkFusion

  • Best for: Small business, Large business
  • Price:
  • May 18, 2022
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WorkFusion is an automation software designed to help businesses gain significant savings. It allows users to identify processes that need automation and then enables them to take action.


5. V1 Document Management

  • Best for: Start up, Small business, Medium business, Large business
  • Price:
  • Jun 14, 2022
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V1 Document Management is a cloud-based document manager that can be used by individuals as well as financial experts and financial businesses. V1 Document Management is suitable for large enterprises, medium-sized businesses, as well as small-scale businesses.


6. Solaris Imaging Pro Software

  • Best for: Small businesses and start ups
  • Price:
  • Apr 25, 2022
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Solaris Imaging Pro is a document imaging and management solution for businesses of all sizes. Its capabilities include smart workflow, smart indexing, automated extraction, smart capture, and others. The software was designed and launched by Solaris LLC headquartered in Florida, United ...


7. Simple EMR

  • Best for: SMBs
  • Price: starts at $69.99 per license
  • Apr 28, 2022
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Simple EMR is an on-premise medical management software that is designed to work perfectly in small-sized practices. The software is also used by clinics, medical professionals, and hospitals to provide a solution for their customers needs.


8. PaleBlue

  • Best for: Small, medium and large size businesses
  • Price:
  • May 19, 2022
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mmersive technologies such as Virtual Reality (VR) and Augmented Reality (AR) are already used for a 3D medical experience. In a medical simulation, patients are allowed to behave how they would in the real world, but at the same time be in a healthcare environment centered around them, through a he...


9. Brightpod

  • Best for: Small, medium and large size businesses
  • Price: starts at $29 per 5 users/month
  • May 21, 2022
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Brightpod is a web based project management solution for businesses of all sizes. It offers such services as issue tracking, resource management, custom reporting, and others. The software was designed and launched by Synage Software Pvt Ltd Headquartered in India.


10. Accusystems

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $5,000 per license
  • May 18, 2022
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AccuAccount Pro is a bank document management solution for community and regional banks. Its services include document tracking, loan document management, deposit account management, and others. The software was designed and launched by Accusystems LLC headquartered in Colorado, United S...


Pricing Guide - Document Capture & Image Processing Software:

Document Management Software Price Ranges

Organizations would generally have to pay between $0 and more than $15 a month for base subscriptions of Document Management Software. The price could include extra features such as OCR (Optical Character Reader) Integrations, Versioning, and Document Scanning. Users can also procure Document Management Software products based on the size of the workforce, mode of deployment, and the number of free features they have.

  • Small businesses can expect to pay between $5 and $21 a month. XpertDoc Business pricing, for example, starts at $9 a month, with a Premium plan which goes for $21 a month; iLovePDF Premium Pro cost price goes for $9 monthly. Drive pricing starts at $2 a month, and OneDrive pricing goes for $2 a month as well. Additionally, Bitrix24 costs about $12 a month, ONLYOFFICE at $5 a month, and Zoho Docs at $5 monthly.
  • Mid-sized companies would generally have to pay between $60 and $375 a month for Document Management Software. For instance. eFileCabinet pricing begins at $199 per month, FirmRoom at $250 per month, FormStack at $360 a month, and Adoddle at $375 monthly. Furthermore, Domkee costs up to $279 a month for each user, Clustdoc at $70 per month, and Laserfiche at $60 monthly.
  • Large corporations can expect to pay up to $47000 for Document Management Software products. As examples, OnBase charges a one-time fee of $25000, Nuxeo has an asking price of $47000 annually, and KRYSTAL Document Management costs $1500 outright. Furthermore, Widen Collective has a perpetual license which costs $20000 a year, DocuShare has a starting price of $2000 a year, and Dirico.io pricing starts at $840 monthly.
  • Additionally, users can acquire free Document Management Software for example, KimiosDMS is an open-source Document Management Software free of charge, Notion Personal is free, and its user can pay for more of its features, starting from $4 a month. Furthermore, other free and open-source document management software include OpenDocMan, OpenKM, and VIENNA Advantage.
  • Document Management Software for Windows generally has price points within $5 and $289 a month. For example, Worldox charges $88 a month for license maintenance, Doccept pricing starts at $289 a month, and Tabbles at $20 monthly. StepShot Guides pricing begins at $12 a month, Sejda PDF at an outright price of $5.
  • MacOS users can expect to pay between $7 and $20 a month for Document Management Software. For example, PandaDoc cost price starts at $15 a month, PinPoint at $14 per month, and Backlog at $20 monthly. Also, PDFfillers and Samepage have cost prices of $7 and $15 a month, respectively.
  • Android-based Document Management software has a price range of $5 to $60 a month. For illustration, Atlassian Confluence pricing starts at $10 a month, Glasscubes at $5 per month, and Contract Insight costs up to $60 monthly.
  • Lastly, Web-based DMS generally have price points within $12 and $575 a month. For instance, Suralink pricing starts at $20 a month, Process Street at $12 per month, and Bloomfire at $575 monthly. Also, Canopy pricing goes for $99 a month, and FileInvite goes for $12 per month.

11. Selah Central

  • Best for: Small, medium and large size businesses
  • Price: starts at $42 per month
  • Jun 13, 2022
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Selah Legal provides first year and on-going cost comparisons between legacy IT systems and their SaaS alternatives, thus providing a thorough needs and cost assessment process. Management stays in charge when IT and administrative costs are predictable.​


12. Doc.It

  • Best for: SMBs
  • Price: starts at $16 per user/month
  • May 25, 2022
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Doc It is a document management software designed to enable tax professionals and accountants to oversee documents management by regulating the storage and exchange of financial documents.


13. FileHold Document Management

  • Best for: Small, medium and large size businesses
  • Price: starts at $25 per month
  • Jul 04, 2022
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FileHold is a document management solution for businesses of all sizes. Its capabilities include document capturing, archiving and retention, collaboration, metadata management, and others. The software was designed and launched by FileHold Systems Inc headquartered in British Columbia, ...


14. Quip

  • Best for: Small, medium and large size businesses
  • Price: starts at $10 per user/month
  • Jul 23, 2022
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Quip is a team collaboration software combining the creation of document and spreadsheet and editing the files with chat and commenting capabilities.


15. eCopy ShareScan v5

  • Best for: Large business
  • Price: starts at $2,995 per license
  • Jul 27, 2022
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eCopy ShareScan is a document management solution for businesses of all sizes. Its capabilities include automation processing of documents, capturing, integration, and others. The software was designed and launched by Nuance Communications Inc headquartered in Massachusetts, United State...


16. w3bCRM

  • Best for: Small, medium and large size businesses
  • Price: starts at $10 per user/month
  • Jul 30, 2022
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The w3bCRM is a module comprising CRM, sales, project management and online invoicing modules. This software integrates comprehensive CRM, sales tracking with a powerful yet intuitive business management solution leading to a simplified and organized way of running the business.


17. SearchExpress

  • Best for: SMBs
  • Price: starts at $39 per user/month
  • Aug 03, 2022
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SearchExpress is a document management software solution for businesses of all sizes. It offers document scanning, distribution, digitizing, workflow management, and other services. The software was designed and launched by Executive Technologies Inc headquartered in Alabama, United Stat...


18. Emercury

  • Best for: Small, medium and large size businesses
  • Price: starts at $57 per month
  • Feb 23, 2022
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eMercury is a marketing software that helps enterprises engage their customers with automated email campaigns. Designed for marketers, this software streamlines the processes involved in sending bulk email campaigns.


19. Henry Schein MicroMD

  • Best for: SMBs
  • Price:
  • Feb 28, 2022
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Henry Schein has been in the service of medical sector for over 75 years. Henry Schein MicroMD is utilized by over fourteen thousand physicians around the world. Henry Schein MicroMD offers a high degree of customization.


20. Synergize

  • Best for: SMBs
  • Price:
  • Feb 13, 2022
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Synergize is an enterprise content management solution for businesses of all sizes. Its capabilities include full text search, document delivery, version control, collaboration, and others. The software was designed and launched by Microdea Inc headquartered in Ontario, Canada.


21. PolicyTech

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 07, 2022
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PolicyTech is a policy and compliance management solution for businesses of all sizes. The services offered by it include document authoring and distribution management, policy management, automation, and others. The software was designed and launched by NAVEX Global headquartered in Nor...


22. RepoApp

  • Best for: Small, medium and large size businesses
  • Price: starts at $999.99 per year
  • Feb 09, 2022
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RepoApp is a fast growing cloud-based Hotel Management software, it is designed to support small, medium and large size hotels. RepoApp received a rating of 2.5 from ITQlick team. The software cost is considered affordable (1.8/5) when compared to alternative solutions.


23. DocXtools for Legal

  • Best for: Small, medium and large size businesses
  • Price: starts at $2,000 per month
  • Feb 19, 2022
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DocXtools for Legal is a document management solution for businesses of all sizes. It offers such services as document reuse, drafting, compliance, integration, and others. The software was designed and launched by Microsystems headquartered in Illinois, United States.


24. Octoparse

  • Best for: Small, medium and large size businesses
  • Price: starts at $75 per month
  • Feb 26, 2022
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The Octoparse is a client-side type of software that is written in .NET used for the extraction of the information from websites. It has the capability of collecting data from websites and sorting them into databases or other document formats.


25. Mi-Forms

  • Best for: Small, medium and large size businesses
  • Price: starts at $47 per user/month
  • Mar 09, 2022
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Mi-Forms is an enterprise content management solution for businesses of all sizes. It offers assistance in content designing, client management, sub-contractor management, and other aspects. The software was designed and launched by Mi-Corporation headquartered in North Carolina, United ...


26. GalenMD

  • Best for: SMBs
  • Price:
  • Oct 28, 2022
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GalenMD is a web based medical practice management solution for businesses of all sizes. Its capabilities include billing management, scheduling, compliance management, and others. The software was designed and launched by GalenMD Systems Inc headquartered in California, United States.


27. Pinpoint Enterprise

  • Best for: Small, medium and large size businesses
  • Price: starts at $3.50 per month
  • Mar 23, 2022
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Pinpoint is a document management solution for businesses of all sizes. It offers assistance in document capturing and distribution, archiving and retention, document publishing, and other aspects. The software was designed and launched by LSSP Corporation headquartered in Illinois, Unit...


28. PhraseExpander

  • Best for: Small, medium and large size businesses
  • Price: starts at $79 per license
  • Apr 12, 2022
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Pull up customizable templates that you can edit very quickly, thanks to our input forms. This will prevent you from making embarrassing mistakes, and inadvertently sharing confidential information – which often happens when copying, pasting and then editing an existing note.


29. ChartCapture

  • Best for: SMBs
  • Price: starts at $3,445 per user/month
  • May 10, 2022
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ChartCapture software is a cloud-based electronic health record (EHR) solution that enables doctors to archive & access the medical history of their patients from legacy systems. It allows users to switch to new records systems easily.


30. PDFelement 6

  • Best for: Small, medium and large size businesses
  • Price: starts at $69 per year
  • May 09, 2022
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PDFelement 6 is a fast growing cloud-based Document Management software, it is designed to support small, medium and large size business. PDFelement 6 received a rating of 4 from ITQlick team. The software cost is considered affordable (2.2/5) when compared to alternative solutions.


31. Cyberimpact

  • Best for: Small, medium and large size businesses
  • Price: starts at $15.35 per month
  • May 12, 2022
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If you have a tight schedule and you’re not a marketing expert, Cyberimpact is for you.


32. Q-Pulse

  • Best for: Small, medium and large size businesses
  • Price:
  • May 18, 2022
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QPulse offer a risk based approach to Quality & Document Management, which can help organisations comply with industry specific standards and regulations. Our user friendly software provides a central focal point for all relevant documentation, data, materials and activities associated with the qual...


33. Ras

  • Best for: Start up, Small business, Medium business, Large business
  • Price:
  • Jul 16, 2022
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Ras is a document management solution for businesses of all sizes. It helps in the elimination of paper-based processing and offers access to information on demand. The software was designed and launched by dbtech headquartered in New Jersey, United States.


34. PicMonkey

  • Best for: SMBs
  • Price: starts at $8 per month
  • May 31, 2022
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PicMonkey is an award-winning cloud-based Photography-Photoshopping software, it is designed to support small and medium size business. PicMonkey received a rating of 4.5 from ITQlick team. The software cost is considered affordable (2.2/5) when compared to alternative solutions.


35. maxRVU

  • Best for: SMBs
  • Price:
  • Jul 25, 2022
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MaxRVU is a cloud-based hospital management system as well as a medical billing software that is designed for use in group practices and in hospitals and clinics of all sizes. The solution is designed with ease of use and good graphical interfaces to help users navigate through with ease.


36. MED/FM

  • Best for: SMBs
  • Price:
  • Oct 03, 2019
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MED/FM is a fast growing cloud-based Medical Billing software, it is designed to support small and medium size medical practices and hospitals. MED/FM received a rating of 3.3 from ITQlick team. The software cost is considered average (3.2/5) when compared to other solutions in their category.


37. Alliance Imager

  • Best for: Start up, Small business, Medium business
  • Price: starts at $650 per license
  • Apr 08, 2021
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Alliance Imager is a document imaging and management solution for businesses of all sizes. It offers such services as archiving and retention, document conversion, email management, and others. The software was designed and launched by Alliance Document Solutions Limited headquartered in...


38. VENDOM

  • Best for: Start up, Small business, Medium business, Large business
  • Price:
  • Jul 16, 2022
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VENDOM is a vendor and document control and management solution for businesses of all sizes. It offers project oriented document control in addition to storage and workflow services. The software was designed and launched by LANTECH-SOFT S.R.L headquartered in Romania.


39. UNI-Docs

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $3,000 per year
  • Jul 16, 2022
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UNI-Docs is a web based document management solution for businesses of all sizes. It offers such services as document storage, capturing, archiving, sharing, and others. The software was designed and launched by Footprint Solutions headquartered in United Kingdom.


40. Capture Workflow

  • Best for: Small, medium and large size businesses
  • Price:
  • Jul 16, 2022
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Capture Workflow is a capture and scanning automation solution for businesses of all sizes. Its services include office equipment optimization, workflow automation, information management, and others. The software was designed and launched by Square 9 Software headquartered in Connecticu...


41. TitleSCAN Web

  • Best for: Start up, Small business, Medium business, Large business
  • Price:
  • Jul 16, 2022
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TitleSCAN Web is a document management and imaging solution for businesses of all sizes. Its offers such services as document monitoring, remote portal, indexing, and others. The software was designed and launched by TitleSCAN Systems which is a division of Paxon Corporation headquartere...


42. Clicktate

  • Best for: SMBs
  • Price: starts at $229 per month
  • Jul 22, 2022
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Clicktate is a cloud-based electronic medical record that is suitable for use in hospitals and clinics of all sizes. The solution gives more functionality by managing all the documents that are produced in the hospitals and hence increasing the efficiency and the output of the doctors.


43. Document Analysis SDK

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 08, 2021
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Document Analysis SDK is a document management solution for businesses of all sizes. It helps in the embedding of document processing into various systems for better content management. The software was designed and launched by Focal Point Software Ltd headquartered in United Kingdom.


44. RVI Basic

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $10,000 per license
  • Jul 16, 2022
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RVI Basic is an enterprise content management solution for businesses of all sizes. Its capabilities include document storage, scanning, workflow, integration, and others. The software was designed and launched by Real Vision Software Inc headquartered in Louisiana, United States.


45. DocWorld

  • Best for: Small, medium and large size businesses
  • Price:
  • Jul 16, 2022
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DocWorld is a document management solution for businesses of all sizes. It offers such capabilities as PDF conversion, page proofing and metadata editing, revision mastering, and others. The software was designed and launched by World Graphics Inc headquartered in California, United Stat...


46. Artsyl ClaimAction

  • Best for: SMBs
  • Price:
  • Jul 25, 2022
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Artsyl ClaimAction is both a cloud-based as well as on-premise medical billing software and claims management solution. The software solution seeks to increase data accuracy, reduce the process cycle times, and increase the entire efficiency of the office at large.


47. RationalPlan Cloud

  • Best for: Small, medium and large size businesses
  • Price: starts at $4 per user/month
  • Jun 07, 2022
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RationalPlan is a project management software solution for businesses of all sizes. It offers assistance in budget management, resource allocation, collaboration, and other domains. The software was designed and launched by Stand By Soft SRL headquartered in Romania.


48. DermEngine

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 30, 2020
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DermEngine is an intelligent cloud-based medical software used for the diagnosis, documentation, and imaging of skin conditions and skin cancer. This system is driven by artificial intelligence (AI) and helps dermatologists manage their busy workflows.


49. Scribe Complete

  • Best for: SMBs
  • Price: starts at $25 per user/month
  • Oct 21, 2019
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Scribe Complete is a cloud-based electronic medical record solution that is designed for hospitals and clinics of all types and sizes. The solution is easy to use due to the well-designed user interface that is helpful for the users.


50. VisionIT

  • Best for: Medium and large size businesses
  • Price: starts at $1,500 per user/month
  • Nov 15, 2019
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VisionIT is a cloud-based electronic medical recording software that seeks to manage workflow as well as patient handling. The solution accelerates solutions time-to-market since it enables a programming-free creation as well as management of complex clinically-based solutions.


51. SMARTi

  • Best for: Start up, Small business, Medium business, Large business
  • Price:
  • Sep 26, 2019
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SMARTi is a business transaction and document management solution for businesses of all sizes. It offers document archiving, imaging, workflow, email management, record management, and other services. The software was designed and launched by Filemark Corporation headquartered in Massach...


52. UltraWare

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $5,000 per license
  • Mar 18, 2020
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UltraWare is a document management solution for businesses of all sizes. It offers document configuration, capturing, manipulation, sorting, and other services. The software was designed and launched by Alto Imaging Technologies Inc headquartered in Alabama, United States.


53. Employee Management System

  • Best for: Small, medium and large size businesses
  • Price:
  • Nov 13, 2019
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Employee Management System is a growing cloud-based Human Resources software, it is designed to support small, medium and large size business. Employee Management System received a rating of 3.7 from ITQlick team. The software cost is considered affordable (2.2/5) when compared to alternative solut...


54. WebDocs Generation

  • Best for: Start up, Small business, Medium business, Large business
  • Price:
  • Oct 28, 2019
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WebDocs Generation is a real time document generation and management solution for businesses of all sizes. It offers support for web environments and provides integration, automation, and other capabilities. The software was designed and launched by DocPath Corporation headquartered in Ge...



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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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.