Top 54 EAM Software

2022's Best 54 EAM Systems

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1. FTMaintenance

  • Best for: SMBs
  • Price: starts at $40 per month
  • Mar 09, 2022
Compare FTMaintenance Vs. FTMaintenance

FTMaintenance is a maintenance management software solution that automates manual tasks and supervises the assets. The software was designed by FasTrak SoftWorks, Inc., headquartered in Wisconsin, United States. The software works to reduce the downtime and improve the lifetime of equipment. 


2. UpKeep

  • Best for: Small, medium and large size businesses
  • Price: starts at $45 per user/month
  • Jun 28, 2022
Compare UpKeep Vs. FTMaintenance

Upkeep software is an integrated cloud-based computerized maintenance management solution modeled to offer businesses functionalities that help them to manage assets and facilities. The core features of UpKeep software include Audit management, Inventory Management, Maintenance Management, Work orde...


3. FIIX CMMS

  • Best for: Small, medium and large size businesses
  • Price: starts at $45 per user/month
  • Mar 10, 2022
Compare FIIX CMMS Vs. FTMaintenance

FIIX CMMS software is a cloud-based maintenance management solution that organizes, tracks, and schedules your maintenance activities. It offers a number of features that include work orders, physical assets, track maintenance among others.


4. eMaint CMMS

  • Best for: Small, medium and large size businesses
  • Price: starts at $33 per user/month
  • Mar 12, 2022
Compare eMaint CMMS Vs. FTMaintenance

eMaint CMMS is a cloud-based, computerized maintenance management software solution. It is built to assist businesses globally to manage their enterprise assets, track inventory, streamline workflows, and schedule preventive & predictive maintenance.


5. MaintenanceEssentials Pro

  • Best for: Small, medium and large size businesses
  • Price: starts at $649 per month
  • Mar 20, 2022
Compare MaintenanceEssentials Pro Vs. FTMaintenance

MaintenanceEssentials Pro is a SaaS-based Management Software that allows its users to manage maintenance information on facility equipment and track their assets through an integrated management system.


6. SS­-CMMS

  • Best for: Small, medium and large size businesses
  • Price: starts at $9 per month
  • Jun 02, 2022
Compare SS­-CMMS Vs. FTMaintenance

SS CMMS is a maintenance management software solution. It is a cloud based software meaning that it doesn’t require any dedicated physical memory to run the software. It can run on virtual servers and can be accessed via a remote web browser login. It is operating system agnostic.


7. Avantis EAM Solution

  • Best for: Small, medium and large size businesses
  • Price:
  • Jul 13, 2022
Compare Avantis EAM Solution Vs. FTMaintenance

Avantis Enterprise Asset Management Solution is a cloud-based and on-premise solution that is designed for medium-sized businesses and large enterprises. AVEVA Enterprise Asset Management offers procurement, condition management, inventory management, predictive maintenance,and reporting functionali...


8. Huawei eSpace

  • Best for: Small, medium and large size businesses
  • Price: starts at $50 per month
  • Apr 17, 2022
Compare Huawei eSpace Vs. FTMaintenance

eSpace is a business VoIP solution for businesses of all sizes. It offers such capabilities as call transfers over WiFi, routing of incoming calls, voicemail support, and others. The software was designed and launched by Huawei Technologies Co Ltd headquartered in China.


9. AgileAssets

  • Best for: Large business
  • Price:
  • Apr 27, 2022
Compare AgileAssets Vs. FTMaintenance

AgileAssets is an infrastructure asset management solution for businesses of all sizes. Its services include maintenance management, facilities management, fleet and equipment management, and others. The software was designed and launched by AgileAssets Inc headquartered in Texas, United...


10. Fluke Connect Condition Monitoring

  • Best for: Small, medium and large size businesses
  • Price: starts at $948 per year
  • May 14, 2022
Compare Fluke Connect Condition Monitoring Vs. FTMaintenance

Fluke Connect Condition Monitoring a maintenance management software solution. It is a web based software solution, meaning that it does not require any physically dedicated memory to run. It can be accessed by the clients via any device that supports a web browser. It is operating system agnostic.


Pricing Guide - EAM Software:

Computerized Maintenance Management System (CMMS) Software

Users can expect to pay between $0 and above $100 a month for the base subscription of the average CMMS Software. The price models are mostly in per month/per user form. Vendors can also charge for additional features such as mobile applications, report dashboarding and document management. However, price points at the different organization sizes vary, and the breakdown is as follows:

  • Small-sized businesses can expect to pay between $75 and $110 a month for a CMMS software. For instance, Maintenance Care Premium pricing begins at $75 a month, MicroMain costs up to $89 for each administrator, and iMaint cost price is at $75 a month. Additionally, Maintenance Connection Technician pricing goes for $60, with a Professional plan at $110 a month.
  • CMMS software for Medium organizations has a price range of $0-195 per month. For example, UpKeep pricing starts at $0 per month, Hippo CMMS cost price is at $99 a month, and eMaint CMMS pricing goes for $33 per month. Other vendors include Fracttal Asset Cloud whose base subscription price is $195 a month, MaintainX is free but with a Premium and Enterprise plan that cost $33 and $115 respectively.
  • Large companies would have to pay $225-1000 a month for CMMS software. For example, TrackAbout pricing plan starts at $225 a month; SAM Aviation Maintenance pricing begins at $300 monthly and DirectLine at $395 per month. However, some vendors use annual billing for their subscription, such as ProLease, which goes for $6000 a year.

Some of the price points for the best of breeds of CMMS software are available as follows:

  • Asset Tracking Software Asset Tracking Software generally has price points within $40 and $119 a month. For instance, Wasp AssetCloud pricing begins at $119 a month, EZOfficeInventory at $40 a month and ManagerPlus costs $45 per month. Some vendors charge annually, or a one-time license, examples of such vendors are MPulse which price begins at $3500 as a one-off fee and GoCodes which has an entry plan of $810 per year.
  • Aviation MRO software Users can expect to pay $60-$99 per month for base Aviation MRO software subscriptions. For illustration, MaintiMizer pricing starts at $60 a month, Loc8 cost price goes for $39 per month, and FreshService Blossom subscription plan starts at $29 monthly. The products also have yearly plans and one-off licensing as well; for example, SS-CMMS pricing begins at $90 a year, and ManWinWin cost price goes for a one-off fee of $599.
  • Equipment Management Software Equipment Management Software products generally begin at $5 a month. For example, Fleetio Base subscription costs $5 a month, 60Hertz pricing starts at $20 a month, and FaciliWorks 8i CMMS cost around $69 monthly. Also, PTM-Vision subscription begins at $80 per month, CHEQROOM and TabWare at $55 a month. Other products have one-time payment plans, such as MAPCON which goes for $495, FastMaint CMMS for $600 and Equipment360 for $1200.
  • Predictive Maintenance Software The price range for Predictive Maintenance Software is $20-$100 a month. QWare CMMS goes for $90 a month, Factory View Online for $50 a month and WebDPW for $20 per month for each user. AssetTiger has a yearly subscription plan of $100, and eSPACE pricing starts at $50 a month; Some vendors offer One-time subscriptions, such as Wintac which starts $1495.
  • Preventive Maintenance Software These product subscription plans begin at $20 and can go up to $2390. For example, Limble CMMS base subscription costs $35 a month, GageList Calibration Management cost price starts at $20 a month, and IndySoft Calibration Management pricing goes for $199 a month. Calibration Control also charges a one-time fee of $768, and MEX Maintenance pricing starts at $2390.
  • Work Order Software Users can expect to pay between $2 and $775 a month for Work Order Software. For instance, Sortly Pro pricing begins at $39 a month with an Ultra plan which goes for $99 monthly. MYBOS pricing goes for $2 a month and iOFFICE for $775 a month. Also, Tikkit cost price begins at $59 a month, TOPdesk for $55 a month, and OfficeTrax for $10 a month. ProCalV5 cost $3000 for a lifetime licensing.

11. eWorkOrders

  • Best for: Medium business
  • Price: starts at $35 per feature/month
  • Apr 28, 2022
Compare eWorkOrders Vs. FTMaintenance

eWorkOrders is a web based CMMS that harnesses the power and convenience of the Internet to allow individuals from different organizations – municipalities, real estate owners, property managers, building engineers, tenants, service providers, IT support and vendors – to work together in real-tim...


12. iMaint

  • Best for: Medium and large size businesses
  • Price: starts at $60 per user/month
  • Apr 27, 2022
Compare iMaint Vs. FTMaintenance

IMaint provides maintenance management solutions. The software focuses on resolving critical maintenance challenges for organizations by developing effective preventive maintenance systems that will maximize a company’s Return on Investment (ROI). The developer of IMaint is DPSI and the company w...


13. QR Maintenance

  • Best for: Small, medium and large size businesses
  • Price: starts at $50 per feature/month
  • May 21, 2022
Compare QR Maintenance Vs. FTMaintenance

QR Maintenance is a cloud-based Maintenance software that enables business owners to manage access to inventory and asset information and automatically handle inventory entries.


14. MAPCON CMMS

  • Best for: SMBs
  • Price: starts at $30 per month
  • May 19, 2022
Compare MAPCON CMMS Vs. FTMaintenance

MAPCON CMMS is cloud-based maintenance software which is designed for manufacturing and facilities industries. The solution provides standalone asset management, work-order management and preventive maintenance among others.


15. Guide TI

  • Best for: Medium and large size businesses
  • Price: starts at $4,000 per license
  • May 18, 2022
Compare Guide TI Vs. FTMaintenance

Guide TI is enterprise asset maintenance and management software for your business. It incorporates the important aspects of asset, customer and inventory management. The software was launched by COGEP Inc., which is located in Quebec, Canada. The software aims at efficient planning and the use of a...


16. AyaNova

  • Best for: Small, medium and large size businesses
  • Price: starts at $159 per year
  • May 26, 2022
Compare AyaNova Vs. FTMaintenance

AyaNova is a service dispatch software solution for businesses of all sizes. It offers such capabilities as billing and invoicing, call center management, customer self service, and others. The software was designed and launched by Ground Zero Tech-Works Inc headquartered in Canada.


17. MPulse

  • Best for: Small, medium and large size businesses
  • Price: starts at $80 per user/month
  • Jun 18, 2022
Compare MPulse Vs. FTMaintenance

MPulse offers a maintenance management solution. The software provides maintenance solutions for tracking, scheduling and reporting to extend the life of a company’s assets and equipment. MPulse was founded in 1995 with the goal of helping customers reduce maintenance expenses and minimize equipm...


18. Infor EAM

  • Best for: Medium and large size businesses
  • Price:
  • Jun 16, 2022
Compare Infor EAM Vs. FTMaintenance

Infor EAM is a comprehensive suite of asset management tools. It allows companies to increase reliability, manage asset maintenance, and reduce energy usage. Infor EAM helps companies to efficiently deploy maintenance resources, manage work processes, schedule maintenance based on asset condition an...


19. The Asset Guardian (TAG)

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

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.


20. ManWinWin Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $599 per license
  • Jul 06, 2022
Compare ManWinWin Software Vs. FTMaintenance

ManWinWin Software is a maintenance management solution for businesses of all sizes. It offers such capabilities as calibration management, preventive maintenance, work order management, and others. The software was designed and launched by MainWinWin Software headquartered in Portugal.


21. Loc8

  • Best for: Small, medium and large size businesses
  • Price: starts at $10 per user/month
  • Jul 12, 2022
Compare Loc8 Vs. FTMaintenance

Loc8 is a maintenance management solution for companies. It is a cloud based software that can be accessed via the internet remotely through a web browser. It is operating system agnostic. It can also handle the asset management and the invoicing of the company.


22. Proteus CMMS

  • Best for: Small businesses and start ups
  • Price: starts at $33 per user/month
  • Jul 04, 2022
Compare Proteus CMMS Vs. FTMaintenance

Proteus CMMS is a maintenance management software designed for businesses to manage assets, schedule preventive maintenance, manage work orders, and monitor equipment.


23. EZmaintain

  • Best for: Small, medium and large size businesses
  • Price: starts at $49.99 per month
  • Jul 13, 2022
Compare EZmaintain Vs. FTMaintenance

EZmaintain is a computerized maintenance management software (CMMS) built to track health Asset conditions, create schedules, organize work orders, monitor and manage fleets, scaling, and managing municipal locations.


24. Fixd

  • Best for: Small, medium and large size businesses
  • Price: starts at $59 per license
  • Jul 19, 2022
Compare Fixd Vs. FTMaintenance

Fixd is a maintenance software designed to help businesses manage and carry out reactive and preventive maintenance on assets. The software enables users to create, plan, and track scheduled and unscheduled tasks like breakdowns.


25. Maintenance5000

  • Best for: Small, medium and large size businesses
  • Price:
  • Aug 03, 2022
Compare Maintenance5000 Vs. FTMaintenance

Maintenance5000 is a computerized maintenance management software (CMMS) that manages an asset,ד maintenance cycle. This solution addresses both planned and unplanned maintenance for the purpose of improving an asset's useful life and to provide reporting on its status at any point in time so that ...


26. Q Ware CMMS

  • Best for: Small, medium and large size businesses
  • Price: starts at $100 per feature/month
  • Aug 16, 2022
Compare Q Ware CMMS Vs. FTMaintenance

Q Ware CMMS is a facilities management and maintenance software that is easy to use and quick to implement. It has a simple interface and can be customized to the needs of the company or organization. It is beneficial in the management of equipment, assets, and buildings. This web-based application ...


27. Axxerion CMMS

  • Best for: Medium and large size businesses
  • Price:
  • Aug 05, 2022
Compare Axxerion CMMS Vs. FTMaintenance

Axxerion is a maintenance software developed to simplify property, contract, and maintenance management. With all maintenance operations embedded into one system, the software allows users to handle in the office or remotely on the field occupancy & contracts, maintenance, and finances.


28. IMPACT STO

  • Best for: Large business
  • Price:
  • Sep 29, 2022
Compare IMPACT STO Vs. FTMaintenance

Impact STO is a project management and project control software designed to help project managers identify key stage gates in project preparation plans, capture and track relevant information, and manage project meetings.


29. Bigfoot CMMS

  • Best for: Medium and large size businesses
  • Price: starts at $7,500 per year
  • Aug 25, 2022
Compare Bigfoot CMMS Vs. FTMaintenance

Bigfoot CMMS is a powerful cloud solution that is designed to manage modern asset and facility maintenance needs through a simple user interface.


30. Web Work Essentials CMMS

  • Best for: Large business
  • Price:
  • Oct 03, 2022
Compare Web Work Essentials CMMS Vs. FTMaintenance

Web Work Essentials CMMS is a growing cloud-based Maintenance software, it is designed to support large size business. Web Work Essentials CMMS received a rating of 4.5 from ITQlick team. The software cost is considered affordable (2.1/5) when compared to alternative solutions.


31. Agility Maintenance Solution

  • Best for: Small, medium and large size businesses
  • Price:
  • Oct 11, 2022
Compare Agility Maintenance Solution Vs. FTMaintenance

Agility Maintenance Solution is a trending cloud-based Maintenance software, it is designed to support small, medium and large size business. Agility Maintenance Solution received a rating of 4.4 from ITQlick team. The software cost is considered affordable (1.1/5) when compared to alternative solu...


32. Sprocket CMMS

  • Best for: Medium and large size businesses
  • Price:
  • Oct 06, 2022
Compare Sprocket CMMS Vs. FTMaintenance

Sprocket CMMS is a computerized maintenance management system for small and medium businesses. Its core services include asset management, maintenance management, preventive maintenance, and work order management. The software was designed and launched by Upturn Solutions headquartered i...


33. TabWare

  • Best for: Large business
  • Price: starts at $55 per user/month
  • Oct 05, 2022
Compare TabWare Vs. FTMaintenance

TabWare is an Asset & Maintenance Management solution. The software is designed to address planned & preventive maintenance, inventory & purchasing, as well as resource productivity. AssetPoint, the developers of Tabware, was founded over 30 years ago to maximize a company’s asset utilization whi...


34. 4Site

  • Best for: Medium business
  • Price: Has a free version
  • Oct 05, 2022
Compare 4Site Vs. FTMaintenance

4Site is an asset management software solution whose features aim at maximizing the asset performance of your business. The software was designed by 4Site, Inc., headquartered in Ontario, Canada. It provides a comprehensive and integrated CMMS/EAM solution to monitor and regulate all the asset relat...


35. Mobile MMS

  • Best for: Small, medium and large size businesses
  • Price:
  • May 02, 2022
Compare Mobile MMS Vs. FTMaintenance

Mobile MMS is a growing cloud-based Maintenance software, it is designed to support small, medium and large size business. Mobile MMS received a rating of 2.5 from ITQlick team. The software cost is considered affordable (4/5) when compared to alternative solutions.


36. IBM Maximo

  • Best for: Medium and large size businesses
  • Price: starts at $164 per license
  • Oct 12, 2022
Compare IBM Maximo Vs. FTMaintenance

IBM Maximo is an Asset Management solution that integrates maintenance management and asset management that is deployable on-premise or as cloud-based.


37. eRPortal

  • Best for: Medium and large size businesses
  • Price: starts at $45 per user/month
  • Oct 05, 2022
Compare eRPortal Vs. FTMaintenance

ERPortal offers asset, materials and maintenance management software. The solution allows companies to optimize their operations by effectively maintaining their assets & infrastructure, while maintaining all related materials, resources, and logistics efficiently. The goal of ERPortal Software G...


38. AwareManager

  • Best for: Medium and large size businesses
  • Price:
  • May 05, 2022
Compare AwareManager Vs. FTMaintenance

AwareManager is cloud-based CMMS and facilities management solution designed for commercial and corporate real-estate properties including offices, healthcare facilities, stadiums and more. The solution core features include maintenance scheduling, facility management, and venue management and more.


39. MicroMain Maintenance Software

  • Best for: Medium and large size businesses
  • Price: starts at $44 per user/month
  • Aug 26, 2022
Compare MicroMain Maintenance Software Vs. FTMaintenance

MicroMain CMMS software is an intuitive software that simplifies work order management, tracks assets, automates purchase orders and optimizes preventive maintenance for various industries. It also offers risk assessment and tracking compliance checks for different equipment. The software is easy to...


40. Dossier Fleet Maintenance

  • Best for: Medium and large size businesses
  • Price: starts at $1,500 per user/month
  • Feb 07, 2022
Compare Dossier Fleet Maintenance Vs. FTMaintenance

Dossier Fleet Maintenance Software is a fleet and asset management software solution for your business. The software was released by Arsenault Associated headquartered in New Jersey, United Sates. Various fleet maintenance operations and PM Service schedules are automated by the software, in additio...


41. CHAMPS EAM - Facilities Management

  • Best for: Medium and large size businesses
  • Price:
  • Feb 07, 2022
Compare CHAMPS EAM - Facilities Management Vs. FTMaintenance

CHAMPS EAM is maintenance and asset management software that is designed to provide EAM functionality for your business. The software is designed by Champs Software Inc., and aims at optimizing the life cycles of the capital assets. CHAMPS EAM provides an infrastructure to modernize the legacy appl...


42. MVP Plant

  • Best for: Medium and large size businesses
  • Price: starts at $75 per month
  • Feb 14, 2022
Compare MVP Plant Vs. FTMaintenance

MVP Plant is both a cloud-based and 0n-premium business management software. It is developed to work in businesses of all sizes, small-sized businesses, medium-sized businesses, and large-sized companies.


43. ePAC

  • Best for: SMBs
  • Price: starts at $99 per user/month
  • May 12, 2022
Compare ePAC Vs. FTMaintenance

ePAC is both cloud-based and on-premise computer maintenance management software that provides solutions for client-server, web-based and mobile applications. ePAC is a reliable solution whose focus is both performance and preventive maintenance as it facilitates reliability in operations.


44. FrontLine CMMS Suite

  • Best for: Medium and large size businesses
  • Price: starts at $1,500 per license
  • Feb 18, 2022
Compare FrontLine CMMS Suite Vs. FTMaintenance

FrontLine CMMS is an on-premise asset maintenance & service management software suite made for asset maintenance, facilities,, and estates professionals. The solution helps to deploy control maintenance, repair work, and maintenance strategy in multiple sectors.


45. Rosmiman IWMS

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 19, 2022
Compare Rosmiman IWMS Vs. FTMaintenance

ROSMIMAN IWMS Global Site is a cloud-based facility management software that enables administrators to manage the various system users associated with their organization real estate assets, as well as the shared information between the organization customers and suppliers.


46. SiteLine

  • Best for: Medium and large size businesses
  • Price:
  • Feb 21, 2022
Compare SiteLine Vs. FTMaintenance

SiteLine is an asset management software from On Now Digital. It allows users to easily check information on electric power system and interpret it. This cloud-based program makes it possible for users to access this information anywhere they are. Problems can also be identified quickly for immediat...


47. Coswin 8i

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 25, 2022
Compare Coswin 8i Vs. FTMaintenance

Coswin 8i is a leading cloud-based Maintenance software, it is designed to support small, medium and large size business. Coswin 8i received a rating of 4 from ITQlick team. The software cost is considered average (3.8/5) when compared to other solutions in their category.


48. MEX Maintenance

  • Best for: SMBs
  • Price: starts at $2,390 per license
  • Feb 22, 2022
Compare MEX Maintenance Vs. FTMaintenance

MEX Maintenance is a maintenance and asset management solution for businesses of all sizes. It offers such capabilities as inventory management, invoice management, purchasing, security, and others. The software was designed and launched by MEX Maintenance Software headquartered in Austra...


49. Queris MMR

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 25, 2022
Compare Queris MMR Vs. FTMaintenance

Queris is an on-premise maintenance solution. The software is capable of notifying users the moment their spare parts inventory drops below the required threshold; this information helps the user to arrange and schedule maintenance and repair works.


50. MaintiMizer

  • Best for: Small businesses and start ups
  • Price: starts at $35 per month
  • Feb 28, 2022
Compare MaintiMizer Vs. FTMaintenance

MaintiMizer is a maintenance software solution for equipment, facility and asset management of your business. The software was designed by Ashcom Technologies headquartered in Michigan, United States. The software operates to improve the compliance, safety and quality standards of your business oper...


51. PMXpert

  • Best for: SMBs
  • Price:
  • Feb 28, 2022
Compare PMXpert Vs. FTMaintenance

PMXpert software is a computerized maintenance management system solution that simplifies work orders, preventive maintenance, and inventory control. The solution has a number of functionalities that include an inventory management tool that monitors all stock movement and helps keep track of expens...


52. FastMaint CMMS

  • Best for: Small businesses and start ups
  • Price: starts at $1,600 per license
  • Mar 03, 2022
Compare FastMaint CMMS Vs. FTMaintenance

FastMaint CMMS is a trending cloud-based Maintenance software, it is designed to support small and medium size business. FastMaint CMMS received a rating of 4.2 from ITQlick team. The software cost is considered affordable (1/5) when compared to alternative solutions.


53. FlyPal

  • Best for: Small, medium and large size businesses
  • Price: Has a free version
  • Mar 21, 2022
Compare FlyPal Vs. FTMaintenance

Fly Pal is a maintenance management software solution. It is available in both, a cloud based version as well as an on premise version. The on premise version is deployed on the clients infrastructure and requires a physical memory space to run. The cloud version can be accessed remotely through any...


54. API Pro CMMS / EAM

  • Best for: Small businesses and start ups
  • Price: starts at $2,000 per license
  • Mar 09, 2022
Compare API Pro CMMS / EAM Vs. FTMaintenance

API Pro CMMS / EAM is a growing cloud-based Maintenance software, it is designed to support small and medium size business. API Pro CMMS / EAM received a rating of 4.5 from ITQlick team. The software cost is considered average (3.4/5) when compared to other solutions in their category.



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.