Top 54 Family Practice EMR Software

2022's Best 54 Family Practice EMR Systems

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1. Practice fusion

  • Best for: Small businesses and start ups
  • Price: starts at $149 per provider/month
  • Mar 07, 2022
Compare Practice fusion Vs. Practice fusion

Practice Fusion is a medical practice management and EHR solution for medical practices of all sizes. The software offers a variety of electronic health record solutions along with practice management features. It was designed by Practice Fusion, Inc., founded in 2005 and headquartered in California...


2. eClinicalWorks

  • Best for: Small, medium and large size businesses
  • Price: starts at $449 per provider/month + 2.9% of practice collections
  • Mar 22, 2022
Compare eClinicalWorks Vs. Practice fusion

eClinicalWorks is a practice management solution for healthcare providers. The solution offers a number of features that include a patient engagement tool that allows patients to engage better with their own health. The solution also allows patients to book appointments online.


3. Athenahealth

  • Best for: Small, medium and large size businesses
  • Price: starts at $140 per provider/month + 4% to 7%
  • Mar 09, 2022
Compare Athenahealth Vs. Practice fusion

Athenahealth is a cloud-based medical, EMR and EHR software small, medium, and large healthcare enterprises. Its key features include electronic health records, medical billing, patient engagement, claims management, appointment scheduling, e-prescribing, charting, and reporting.


4. CareCloud Practice Management Medical Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $349 per provider/month
  • Mar 09, 2022
Compare CareCloud Practice Management Medical Software Vs. Practice fusion

CareCloud Practice Management Medical Software is an integrated electronic health record solution that is designed to offer collective benefits of EMR, practice management, and medical billing services.


5. RXNT hospice

  • Best for: Small, medium and large size businesses
  • Price: starts at $65 per month
  • Mar 11, 2022
Compare RXNT hospice Vs. Practice fusion

RXNT hospice is a cloud-based medical billing solution that is designed for use in hospitals and clinics of all sizes. The solution is also distributed as a suite combining all the necessary features that are required in a medical and healthcare setup


6. MDConnection

  • Best for: Small businesses and start ups
  • Price: starts at $199 per provider/month
  • Mar 12, 2022
Compare MDConnection Vs. Practice fusion

MDConnection is a cloud-based medical practice management solution that is developed in order to be used in improving the efficiency of all practices that are carried out in the healthcare and medical industry. The software makes sure that the workflow of all practices is automated regardless of the...


7. Intergy Practice Management

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 13, 2022
Compare Intergy Practice Management Vs. Practice fusion

Intergy Practice Management is a solution that is designed to deliver the billing process to medical practices. The software has a number of features that include a patient engagement tool that offers patients access to their health information.


8. Praxis EMR

  • Best for: Small, medium and large size businesses
  • Price: starts at $259 per month
  • Mar 12, 2022
Compare Praxis EMR Vs. Practice fusion

Praxis EMR software is a leading electronic health record solution designed for different healthcare practices. It offers a number of solutions that include template-free documentation that helps users practice faster and easier medicine.


9. DrFirst Rcopia

  • Best for: Large business
  • Price: starts at $799 per year
  • Mar 13, 2022
Compare DrFirst Rcopia Vs. Practice fusion

DrFirst Rcopia MU is a cloud based HIPAA compliant medication management and advanced clinical solution that helps specialty, hospitals and other enterprises to track patient safety and medication.


10. ElationEMR

  • Best for: Small businesses and start ups
  • Price: starts at $275 per month
  • Mar 14, 2022
Compare ElationEMR Vs. Practice fusion

ElationEMR is a cloud-based electronic health record solution that comes to users as a suite with medical billing solution and a medical practice management solution available that are suitable for use in all disciplines of the healthcare and the medical industry.


Pricing Guide - Family Practice EMR Software:

Medical Software Price Range

Small and midsize practices can expect to pay around $500 per month for an EMR subscription. There are some free solutions, of course, that simply don’t get the job done, and others that charge $1,000+ per month. Major healthcare organizations are paying between $10,000 to $100,000 per month on this type of software.

  • EHR Software: can cost between $99 to $999+ per provider per month. For example, e-MDs Chart starts at $399 per month, eClinicalWorks is $499 per month, and Intelligent Medical Software starts at $199 per month. Praxis Electronic Medical Records pricing is $259 per month, and Practice Fusion is offered for free but it’s not recommended for every type of practice.
  • Medical Billing Software: $99 – $1,000+ per provider per month - In addition some vendors charge a percentage of the collections (between 2% to 10%). A few examples include: PrognoCIS costs $250 per month, NueMd is $150 per month, and Kareo charges 4%-9% of the collections.
  • Appointment Scheduling Software: $9 – $299 per month, depending on how many users need a license. BookSteam starts at $19.95 per month per user, SimplyBook.me offers a free version, and it offers another plan starting at $10 per month.
  • Medical Practice Management Software: $9.99 – $149 per month; vCita starts at $12 per month and Caspio at $99 per month - Caspio also offers a free version.
  • Patient Portals: $9.99 to $149.00 per month; TeamDesk costs $49 per month, and Solutionreach pricing starts at $299 per month.
  • Online Reputation Software: Pricing ranges between $199 to $4999. RemoveYourName starting at $3,000 and Integrity Defenders at $630.
  • Chiropractic Software: Pricing ranges between $49 to $999+. vCita starts at $12 per month and Intelligent Medical Software price starts at $199 per month.

11. Sevocity

  • Best for: Small businesses and start ups
  • Price: starts at $379 per provider
  • Mar 01, 2022
Compare Sevocity Vs. Practice fusion

Sevocity EHR is a cloud-based medical solution that is designed for solo and small group practices. It has a number of features that include customizable work queues, HIPAA compliant, workflow management, patient portal among others.


12. AntWorks Healthcare

  • Best for: SMBs
  • Price:
  • Mar 11, 2022
Compare AntWorks Healthcare Vs. Practice fusion

AntWorks Healthcare is a cloud-based medical practice management solution that is designed for use in all types of hospitals and clinics. The solution can be used in all types of practices including small-sized practices, medium-sized practices, and large practices and in diverse practices including...


13. care360

  • Best for: SMBs
  • Price: starts at $55 per license
  • Jun 01, 2022
Compare care360 Vs. Practice fusion

Quanum electronic health record is a comprehensive, fully-mobile and secure solution that helps keep medical practices efficient and profitable. The solution offers a number of features that include patient flow that medical staff to document all patients encounter and track facility movement while ...


14. Optum physician emr suite

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 07, 2022
Compare Optum physician emr suite Vs. Practice fusion

Optum Physician EMR Suite is a medical, EMR and EHR solution for small to large healthcare companies. It has an interactive dashboard, claims management, population health analytics, document management and sharing, patient portal, pm integration, web-based medical billing, practice management, and ...


15. InSync by Qualifacts

  • Best for: Small, medium and large size businesses
  • Price: starts at $195 per month
  • Nov 29, 2022
Compare InSync by Qualifacts Vs. Practice fusion

InSync is a cloud-based electronic medical record solution that is designed to be used in clinics and hospitals of all types. The solution is suitable for use in all types of disciplines in the medical and healthcare industry such as cardiology, optics, dermatology, therapy, mental rehabilitation, a...


16. MacPractice MD

  • Best for: Small, medium and large size businesses
  • Price: starts at $100 per hour
  • Oct 17, 2022
Compare MacPractice MD Vs. Practice fusion

MacPractice MD is an on-premise medical practice management solution that is developed to be used by physicians in improving the quality of practices they offer their patients. the software is developed to be used only on Mac OS and IOS phones only because it has a mobile friendly application also. ...


17. ReLiMedEMR

  • Best for: SMBs
  • Price: Has a free version
  • Oct 18, 2022
Compare ReLiMedEMR Vs. Practice fusion

ReLiMedEMR is a solution that is designed for medical practices. The solution offers a number of features which include a practice management module that for every service provided, the practice generates revenue.


18. McKesson Practice Choice

  • Best for: SMBs
  • Price: starts at $249 per provider/month
  • Apr 28, 2022
Compare McKesson Practice Choice Vs. Practice fusion

McKesson Practice Choice is a web based EMR and practice management solution for small and medium businesses. It offers such capabilities as scheduling and accounting, appointment management, patient portal, and others. The software was designed and launched by McKesson Corporation headquartered in ...


19. Altapoint

  • Best for: Small businesses and start ups
  • Price: starts at $29 per provider/month
  • Apr 27, 2022
Compare Altapoint Vs. Practice fusion

Altapoint is a cloud-based practice management solution designed for a growing practice. The solution enables the user to access patient information, billing and ledgers, and appointments from a single location. Some of its core features include appointment & scheduling, patient profile management, ...


20. Practice 1st

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 05, 2022
Compare Practice 1st Vs. Practice fusion

Practice 1st is a cloud-based electronic health record solution that is developed to be used in hospitals and clinics of all sizes. The solution is developed to be used in practices of all sizes starting from small-sized practices, medium-sized practices, and large practices.


21. MindLinc

  • Best for: Small, medium and large size businesses
  • Price:
  • May 22, 2022
Compare MindLinc Vs. Practice fusion

MindLinc is a cloud-based as well as an on-premise electronic health record solution that is suitable for use in all types of hospitals and clinics. The solution is very flexible for users since it can be used inside the hospitals and can also be used while doctors are on a remote location using the...


22. TouchWorks EHR

  • Best for: Medium and large size businesses
  • Price: starts at $150 per provider
  • May 19, 2022
Compare TouchWorks EHR Vs. Practice fusion

TouchWorks EHR is a cloud-based electronic health record solution that is suitable for use in midsize and large health facilities. The solution is ONC-ATCB certified for meaningful use and can, therefore, be applicable in all types of practices. the solution allows the physicians to access the patie...


23. DriCloud Software

  • Best for: SMBs
  • Price: starts at $19 per month
  • Jun 10, 2022
Compare DriCloud Software Vs. Practice fusion

DriCloud Software is a cloud-based medical practice management solution that is designed suitably for use in all small-sized practices and medium-sized practices. The solution can be used in multiple disciplines in the medical and health care industry including, urgent care, physical therapy, pediat...


24. MedClarity Platform

  • Best for: SMBs
  • Price:
  • Jun 18, 2022
Compare MedClarity Platform Vs. Practice fusion

MedClarity Platform is cloud-based medical billing software that can also be used as an electronic health record solution suitable for use in health facilities of all sizes. The solution is easy to sue for most of the users yet a very powerful tool that can help make billing work easy in any hospita...


25. MED3OOO InteGreat EHR

  • Best for: Large business
  • Price:
  • Jun 18, 2022
Compare MED3OOO InteGreat EHR Vs. Practice fusion

MED3OOO InteGreat EHR software is a browser-based electronic health records solution offered as a server-based or ASP application. The solution offers a number of features that include advanced options to ensure that tasks such as coding and reporting are accurate and up-to-date.


26. CodoniXnotes

  • Best for: SMBs
  • Price: starts at $498 per user/month
  • Jun 16, 2022
Compare CodoniXnotes Vs. Practice fusion

CodoniXnotes is a cloud-based medical solution that is designed for physician practices and urgent medical facilities. The solution allows clinicians to create records while providing granular data capture.


27. EncounterWorks

  • Best for: Medium business
  • Price: starts at $150 per license
  • Jun 17, 2022
Compare EncounterWorks Vs. Practice fusion

EncounterWorks is a cloud-based solution that combines billing, data management, and other EHR functions into one platform. The data management module helps users streamline day-to-day operations, billing and organizations administration.


28. SynaMed EMR

  • Best for: Small, medium and large size businesses
  • Price: starts at $99 per user/month
  • Jan 18, 2022
Compare SynaMed EMR Vs. Practice fusion

RISynergy is a cloud-based medical practice management solution that is specifically designed for radiology practitioners and practices. The solution is designed to help reduce the amount of work the radiologists would have to do in order to complete treating one patient.


29. TherapyRehab Plus

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 18, 2022
Compare TherapyRehab Plus Vs. Practice fusion

TherapyRehab Plus is both cloud-based as well as an on-premise electronic health record solution that stores all the necessary information produced in a hospital. The solution is developed for physicians of all disciplines, physical therapists, occupational therapists, and speech therapists.


30. NovoClinical Software

  • Best for: SMBs
  • Price: starts at $99 per provider/month
  • Jun 22, 2022
Compare NovoClinical Software Vs. Practice fusion

NovoClinical Software is a completely secure, cloud-based solution that can be implemented quickly. The software offers a number of features which include a patient portal that allows patients to request appointments, review reports, communicate securely and pay their bill online.


31. A-I-med 9

  • Best for: SMBs
  • Price: starts at $599 per provider/month
  • Jun 23, 2022
Compare A-I-med 9 Vs. Practice fusion

A-I-med 9 is a cloud-based medical practice management and EMR solution for medical businesses of all sizes. It offers a number of features that include management capabilities of chart management, image management, lab management, medication management, and note management.


32. PracticeStudio

  • Best for: SMBs
  • Price:
  • Jul 05, 2022
Compare PracticeStudio Vs. Practice fusion

PracticeStudio is an on-premise electronic health record solution that has its place in all the various disciplines that are available in the medical and health care industry. The solution has a wide range of use from cardiology, chiropractic, dermatology, family practices, internal medicine as well...


33. SOAPware EMR/EHR

  • Best for: SMBs
  • Price:
  • Mar 10, 2022
Compare SOAPware EMR/EHR Vs. Practice fusion

SOAPware EMR/EHR is a cloud-based electronic health record solution that is developed to be used in all types of disciplines in the healthcare and medical industry such as general care services, family care services, long term care services, and home health care services among others.


34. CyramedX

  • Best for: Small businesses and start ups
  • Price:
  • Jul 06, 2022
Compare CyramedX Vs. Practice fusion

CyramedX is a cloud-based as well as an on-premise electronic health record solution that is developed to be used by clinicians in all levels of hospitals. The solution is produced with features and functionalities that aid clinicians in all their tasks at the hospitals and run through all the avail...


35. MedGre

  • Best for: SMBs
  • Price: starts at $350 per provider/month
  • Jul 07, 2022
Compare MedGre Vs. Practice fusion

MedGre is both a cloud-based solution as well as an on-premise electronic health record solution that is designed for use in hospitals and clinics of all types. The solution is offered with features and functionalities that maKe it suitable to be used in practices of all sizes such as small-sized pr...


36. e-Medsys Electronic Health Record

  • Best for: Small, medium and large size businesses
  • Price: starts at $250 per month
  • Jul 06, 2022
Compare e-Medsys Electronic Health Record Vs. Practice fusion

e-Medsys Electronic Health Record is a cloud-based as well as an on-premise medical software solution that is designed for a vast range specialty such as cardiology, family medicine, surgery centers, mental health and many more.


37. FreeMED

  • Best for: Small business, Large business
  • Price:
  • Feb 01, 2022
Compare FreeMED Vs. Practice fusion

FreeMED is an opensource electronic medical record and practice management system which has been developed since 1999. It was developed under the GPL, and remains free and open for all to modify and use.


38. OpenMRS

  • Best for: Small, medium and large size businesses
  • Price: Has a free version
  • Jul 23, 2022
Compare OpenMRS Vs. Practice fusion

OpenMRS is a cloud-based electronic management record solution that allows users to store and update records of their patients. The software is an open-source medical solution that allows healthcare facilities to customize and adjust the software to meet their needs.


39. intuitive medical documents (imd)

  • Best for: SMBs
  • Price:
  • May 07, 2022
Compare intuitive medical documents (imd) Vs. Practice fusion

Intuitive Medical Documents is a comprehensive, web-based medical software solution that is designed for different sizes of businesses. It offers a number of features including scheduling, charting, and documentation, reporting, accounting, a certified electronic health record, and RIS PACS.


40. MedServices STAT EHR

  • Best for: SMBs
  • Price: starts at $3,000 per month
  • Feb 21, 2022
Compare MedServices STAT EHR Vs. Practice fusion

MedServices STAT EHR is a cloud-based electronic health record solution that is designed for use in hospitals and clinics of all sizes. The solution is also used as a practice management solution helping perform the various practices in the healthcare and medical industry.


41. WEBeDoctor Physician-office

  • Best for: Small businesses and start ups
  • Price: starts at $199 per month
  • Jul 26, 2022
Compare WEBeDoctor Physician-office Vs. Practice fusion

WEBeDoctor Physician-office is a cloud-based practice management solution that is key for most physician since it helps in automating most of the tasks that are administrative in nature. Therefore, the physician can reduce the workload and focus more on treating their patients and hence this will im...


42. Pulse Complete EHR-EMR

  • Best for: Small, medium and large size businesses
  • Price: Has a free version
  • Aug 04, 2022
Compare Pulse Complete EHR-EMR Vs. Practice fusion

Pulse Complete EHR-EMR is a cloud-based electronic health record solution that is developed to be used in hospitals and clinics of all sizes. The solution is also developed to be used as a medical practice management for all disciplines of the health care and medical industry and also a medical bill...


43. MedicsDocAssistant EHR

  • Best for: Small, medium and large size businesses
  • Price:
  • Aug 03, 2022
Compare MedicsDocAssistant EHR Vs. Practice fusion

MedicsDocAssistant is an electronic health record and practice management solution for medical businesses. The software has a number of features including documentation which helps eliminate missing or required patients information.


44. Klinix

  • Best for: Small, medium and large size businesses
  • Price: starts at $399 per year
  • Aug 05, 2022
Compare Klinix Vs. Practice fusion

Klinix software is a medical billing solution that is designed for different healthcare organizations. It offers a number of features that include a user-friendly interface that facilitates in the billing of patients.


45. MTBC Software

  • Best for: Medium business
  • Price:
  • Sep 07, 2022
Compare MTBC Software Vs. Practice fusion

MTBC Software is a cloud-based health care information technology solution. It offers a number of features that include a product portfolio and native mobile applications that help healthcare providers meet regulatory challenges.


46. SpringCharts EMR

  • Best for: Small, medium and large size businesses
  • Price: starts at $4,000 per license
  • Aug 05, 2022
Compare SpringCharts EMR Vs. Practice fusion

SpringCharts EMR is a cloud-based electronic health record solution that is also used in most cases as a practice management solution that is multi-discipline. The solution can be used in various disciplines of the health care and medical industry such as therapy, rehabilitation, general care servic...


47. ChartPerfect EHR Software

  • Best for: SMBs
  • Price: starts at $599 per provider/month
  • Sep 05, 2022
Compare ChartPerfect EHR Software Vs. Practice fusion

ChartPerfect EHR Software is a cloud-based as well as an on-premise electronic health record that can be used as medical billing software and a practice management solution suitable for use in all types of practices.


48. Picasso

  • Best for: SMBs
  • Price: starts at $450 per license
  • Aug 04, 2022
Compare Picasso Vs. Practice fusion

Picasso is a web based medical practice management solution for medical businesses of all sizes. Its capabilities include workflow management, patient portal, scheduling, and others. The software was designed and launched by Doc-Tor.com headquartered in New Jersey, United States.


49. Cerner Millennium

  • Best for: SMBs
  • Price: starts at $25 per user/month
  • Sep 29, 2022
Compare Cerner Millennium Vs. Practice fusion

Cerner Millennium is a cloud-based as well as an on-premise medical practices management that is developed both for medical experts in the field of behavioral health and the hospital and clinics that are offering the behavioral health practices.


50. Meditech Electronic Health Records

  • Best for: Small, medium and large size businesses
  • Price:
  • Sep 17, 2022
Compare Meditech Electronic Health Records Vs. Practice fusion

Meditech EHR is an on-premise solution that provides clinical charting for healthcare professionals at mid sized and community hospitals. The solution offers a number of features which include clinical panels module that allows physicians and other caregivers to view the current patient activity and...


51. Panacea EHR

  • Best for: Small, medium and large size businesses
  • Price:
  • Sep 23, 2022
Compare Panacea EHR Vs. Practice fusion

Panacea EHR is a cloud-based electronic health record for small, mid-sized and large practices. The solution offers users self-service portal that allows patients to access their healthcare information. It also has customizable templates that allows documentation of a patients visit.


52. CGM DAQbilling

  • Best for: SMBs
  • Price: starts at $500 per month
  • Sep 19, 2022
Compare CGM DAQbilling Vs. Practice fusion

CGM DAQbilling is a cloud-based electronic medical recording system that is designed to streamline the patient scheduling process and medical billing. The core features include a virtual lobby where patients can be organized, and the billing entry process can be automated.


53. Nexus EHR

  • Best for: Small businesses and start ups
  • Price: starts at $275 per month
  • Sep 21, 2022
Compare Nexus EHR Vs. Practice fusion

Nexus EHR is a is a cloud-based solution for clinical healthcare providers. The solution offers a number of features which include; form templates, online documents, e-fax, self-service, DICOM imaging capabilities for patient information.


54. Practice EHR

  • Best for: SMBs
  • Price: starts at $149 per provider/month
  • Jan 02, 2022
Compare Practice EHR Vs. Practice fusion

Practice EHR is a cloud-based electronic health record solution that is also provided to users as a medical practice management solution that can be used in practices of various disciplines of the health care and medical field. The solution is comprehensive and contain in it a practice management, m...



A Buyer's Guide to Business Software Solutions

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

Finding the right business software for your business
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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.