Top 54 Fleet management Software

2022's Best 54 Fleet management Systems

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1. Fleetio Software

  • Best for: Large business
  • Price: starts at $5 per vehicle
  • Jun 01, 2022
Compare Fleetio Software Vs. Fleetio Software

Fleetio is a fleet management solution designed to help the user track, analyze and improve the fleet operations. Fleetio suite helps automate the fleet operations and manage the asset lifecycles for fleets across multiple industries.


2. TranWare

  • Best for: Small, medium and large size businesses
  • Price: starts at $29.95 per user/month
  • Mar 13, 2022
Compare TranWare Vs. Fleetio Software

TranWare is a cloud-based transportation software that is designed for taxi, shuttle, paratransit, as well as other ground transportation fleet. TransWare has several features which include billing, dispatch management, automated scheduling, and maintenance.


3. Odessa Platform

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 23, 2022
Compare Odessa Platform Vs. Fleetio Software

Odessa Platform is a cloud-based leasing and fleet management software. The software has several functionalities which include an end-to-end lease, vehicle leasing, portfolio management for equipment leasing, and fleet management.


4. Verizon Connect Reveal

  • Best for: Small, medium and large size businesses
  • Price: starts at $45 per vehicle/month
  • May 14, 2022
Compare Verizon Connect Reveal Vs. Fleetio Software

Verizon connect reveal is a fleet management software built for companies with fleets to manage. The software provides a GPS-embedded 360-degree view of vehicles daily operations, thus giving insights on cost, vehicle maintenance needs, and how to increase productivity.


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5. Viamente Route Planner

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $29 per vehicle/month
  • Oct 27, 2022
Compare Viamente Route Planner Vs. Fleetio Software

Viamente Route Planner is a web based multi-stop route planning solution for businesses of all sizes. Its capabilities include scheduling, customer database, GPS integration, and others. The software was designed and launched by Marathon Data Systems headquartered in New Jersey, United S...


6. GPS Commander

  • Best for: Small, medium and large size businesses
  • Price: starts at $10 per user/month
  • Mar 20, 2022
Compare GPS Commander Vs. Fleetio Software

GPS Commander is a cloud-hosted GPS Fleet Management Software that is designed to cater to organizations of every size. The software offers GPS Fleet Tracking Solutions that help streamline operations as well as maximize resource utilization.


7. Samsara

  • Best for: Small businesses and start ups
  • Price: starts at $33 per month
  • Apr 17, 2022
Compare Samsara Vs. Fleetio Software

Samsara is a fleet management software that helps companies increase the efficiency, safety, and sustainability of their vehicular operations, and it also manages operations from the point of dispatch to delivery.


8. EDULOG FleetPro

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 30, 2022
Compare EDULOG FleetPro Vs. Fleetio Software

EDULOG FleetPro is on-premise fleet management software to give IT solutions to school bus companies of all sizes. It has education logistics routing solution, routing and planning features, GPS tracking, web solutions, consultation, and hosted solutions for pupil transportation.


9. Fleet Complete

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 02, 2022
Compare Fleet Complete Vs. Fleetio Software

Fleet Complete is a cloud-based fleet management software that provides commercial vehicle space and mobile management using IoT solutions. The software is geared towards improving in-field staff management, dispatch, fleet dispatch, and regulatory compliance.


10. DriveCam

  • Best for: Small, medium and large size businesses
  • Price: starts at $500 per user/month
  • May 09, 2022
Compare DriveCam Vs. Fleetio Software

DriveCam software is a cloud-based Fleet Management and safety solution designed for organizations operating small or large vehicle fleets. The solution provides the users with tracking capabilities as well as intelligence-backed analytic that enable them to manage every driver in their fleet.


Pricing Guide - Fleet management Software:

Fleet Management Software Pricing

Most fleet management software in the market are priced between $3 and $85 upward on a per month basis, based on the number of admin users, number of drivers, or number of vehicles. For example, CloudFeet pricing begins at $10 per user monthly, BigRoad pricing from $15 per user monthly, and Lacoon pricing starts from $500 monthly.

These are the starting price points for most vendors as found on their websites; hence, premium or enterprise plans with more robust features will cost more. Also, some products have perpetual licenses that can be bought with a one-time fee, for which businesses can expect to pay from $500 upwards.

In addition, most fleet management products are designed to serve different business sizes; hence, prices may vary.

  • Small businesses can expect to pay within the range of $5 to $20 per month for a fleet management software. For example, OptimoRoute pricing starts from around $19 per driver monthly, Vimcar costs $5 per user monthly, and Odoo pricing begins at $20 per user monthly. Also, some vendors have feature-limited offerings or plan ideal mostly for small businesses; examples are Abivin VRoute, VEZMA, and BulkData Pro.
  • Medium businesses price points a fleet management software falls between $20 to $100 per month. For example, BadgerMaps cost price starts from $49 per user monthly, while Visual Planning pricing starts from $40 per user monthly, as well as an option for $808 perpetual license. Also, Route4Me pricing starts from around $99 per month.
  • Large businesses can expect to pay within the range of $100 and $200 above for a fleet Management Software per month. However, most offerings for large-sized enterprises include more than one account for users, drivers, or vehicles. For example, eLogii pricing starts from $199 per month, Onfleet pricing goes for $149 per month, and ISNetworld costs around $680 for a number of set users. Note that some vendors may request extra fees for setup and onboarding for their software, depending on their pricing terms.

Fleet management best of breeds and their price ranges are as follows:

  • Transportation Dispatch Software The price for most transportation dispatch software in the market is set on a per-user, per-month basis. The price ranges are $10 to $50 and $50 to $100. For example, Ai Field Management pricing goes for $9 per user monthly, The Service Program costs about $49 per user monthly, and Ride Scheduler pricing starts $99 per user monthly. Also, note that premium or enterprise plans with more features will cost more.
  • Maintenance Management Software The pricing for most maintenance management products lies between $14 and $60 above on a monthly basis, depending on the number of users or usage. For example, 60Herts pricing starts from $20 per month, EzoOfficeInventory pricing goes for $35 per month, and Limbe CMMS from $35 per user, per month.
  • Trucking Software The price for most trucking software in the market is set on a per-user, per month basis. The price points can be broken into three tiers, starting from $8 to $30, $30 to $150, and then $150 upwards. For example, Transport Pro pricing starts from $100 per month, TruckLogics pricing goes for $7 per user monthly, and Trucks Trip Planning App cost about $25 per user.
  • Transportation Management Software Software prices in this category fall in the range of $0 to $20, $20 $50, and $100 to $300 for premium offerings. Also, most products are priced monthly, based on the number of users, orders, or trip. For example, MyRoute Online pricing goes for $15 per user monthly, InforMore pricing from $0.25 per transaction, and Dispatch Max pricing starts from $130 per user, per month.
  • Towing Software Companies can expect to pay within the ranges of $10 to $50 and $100 to $200 for a towing software. Also, most products are priced on a per user, per month basis. For example, Towbook Management Software pricing starts from $49 per month, Husky Intelligence pricing from $19 per user monthly, and $ClearPlan costs $197 per month.

11. FASTER

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 11, 2022
Compare FASTER Vs. Fleetio Software

FASTER is an on-premise or on-cloud fleet management software created for small to large businesses. It has inventory management, maintenance, work order management, spare parts, and fleet management capabilities.


12. Skypatrol

  • Best for: Small, medium and large size businesses
  • Price: starts at $99 per license
  • Mar 28, 2022
Compare Skypatrol Vs. Fleetio Software

SkyPatrol is a cloud-based GPS tracking and fleet management solution designed to track the fleet in real-time. Established in 2002, SkyPatrol helps monitor protect and optimize its assets.


13. GPS Insight

  • Best for: Small, medium and large size businesses
  • Price: starts at $39.95 per vehicle
  • Apr 03, 2022
Compare GPS Insight Vs. Fleetio Software

GPS Insight is a fleet management software designed to help organizations with a fleet of vehicles and heavy equipment gain accountability-driven insights on vehicles/equipment locations and how they are being used.


14. Silent Passenger

  • Best for: Large business
  • Price: starts at $16.99 per month
  • Jun 01, 2022
Compare Silent Passenger Vs. Fleetio Software

IntelliShift Vehicle Telematicsis a cloud-based Fleet Management that enables managers to oversee multiple-use fleet operations through Business Intelligence tools.


15. FleetLynx

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 25, 2022
Compare FleetLynx Vs. Fleetio Software

FleetLynx is a Fleet Management Software that was built to carter for Startups and SMEs. This tool offers end-to-end solutions for web-based software, and it features GPS Tracking, Employee Management, VIN Lookup, Fuel Management, and Inspection Management.


16. MAMS Fleet and Asset Management

  • Best for: Small, medium and large size businesses
  • Price:
  • May 06, 2022
Compare MAMS Fleet and Asset Management Vs. Fleetio Software

MAMS fleet and asset management is a fleet management software designed to help businesses, ship managers, or operators, particularly in the shipping industry, increase their productivity, reduce cost, and improve compliance by providing customized apps and dashboards for reporting analysis.


17. MyGeotab

  • Best for: Small, medium and large size businesses
  • Price: starts at $79 per license
  • May 17, 2022
Compare MyGeotab Vs. Fleetio Software

MyGeotab software is a Web-based SaaS fleet management solution that is entirely scalable and available to every Geotab customer. The platform helps to eliminate difficulty in data collection, and the users can easily understand how simple activities like driving habits impact fuel consumption.


18. Fleet Tracker AVL

  • Best for: Small, medium and large size businesses
  • Price: starts at $5.99 per month
  • Mar 30, 2022
Compare Fleet Tracker AVL Vs. Fleetio Software

Fleet Tracker AVL is a cloud-based fleet management software that helps drivers monitor their trucks, cars, and other vehicular assets under a single system through Tracking and Analytics.


19. FleetCheck

  • Best for: Small, medium and large size businesses
  • Price: starts at $2.52 per vehicle/month
  • May 31, 2022
Compare FleetCheck Vs. Fleetio Software

FleetCheck software is a cloud-hosted fleet management software suite that helps business owners to manage all their drivers and vehicles from a single central place. The platform ensures that the users never miss vehicle safety inspection, MOT, license check, or service.


20. Viamente

  • Best for: Small, medium and large size businesses
  • Price: starts at $35.10 per driver/vehicle/month
  • Jun 22, 2022
Compare Viamente Vs. Fleetio Software

WorkWave Route Planner is a cloud-based multi-stop route planning solution for businesses of all sizes. Its functionalities include customer database,scheduling, GPS integration, and more.


21. Q7 Trucking Business Software

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 22, 2022
Compare Q7 Trucking Business Software Vs. Fleetio Software

Q7 Trucking Business Software is a cloud-hosted and on-premise fleet management solution modeled to serve any size of business. Q7 Trucking is a single entry platform that allows users to perform payroll functions, file taxes, tracking of loads, freight billing and revenue payment, and fleet manage...


22. GPS Vehicle Tracking System

  • Best for: Small, medium and large size businesses
  • Price: starts at $19.95 per month
  • Jul 13, 2022
Compare GPS Vehicle Tracking System Vs. Fleetio Software

GPS Vehicle Tracking System both cloud-based and on-premise solution that is suitable for use by individuals and businesses. Businesses of any size can use GPS Vehicle Tracking System including small-sized businesses, medium-sized businesses, and large enterprises.


23. LoJack Fleet Management

  • Best for: Small, medium and large size businesses
  • Price: starts at $695 per license
  • Apr 14, 2022
Compare LoJack Fleet Management Vs. Fleetio Software

LoJack Fleet Management is a cloud-based fleet management solution that is designed for a large variety of businesses in various industries. The solution can fit well in small-sized businesses, medium-sized businesses, and large enterprises.


24. Manhattan Dispatch Management

  • Best for: Small, medium and large size businesses
  • Price:
  • Sep 02, 2022
Compare Manhattan Dispatch Management Vs. Fleetio Software

Manhattan Dispatch Management is both cloud-based and on-premise dispatch management that helps transport service providers and other related organizations to automate their process and ease the work. The software is designed for businesses of all sizes, including small-sized companies, medium-sized...


25. HCSS GPS

  • Best for: Small, medium and large size businesses
  • Price: starts at $4 per month
  • Apr 17, 2022
Compare HCSS GPS Vs. Fleetio Software

HCSS GPS is a cloud-based vehicle tracking and fleet management software. The solution is designed for use by businesses of all sizes starting from small-size businesses, medium-sized businesses, and large enterprises.


26. Zubie

  • Best for: Small, medium and large size businesses
  • Price: starts at $18 per month
  • Oct 17, 2022
Compare Zubie Vs. Fleetio Software

Zubie is cloud-based rental fleet management and GPS tracking solution. The core features of Zubie include GPS tracking, asset tracking, utilization insights, and account management and more. The real-time location tracking enables the user to locate where a fleet vehicle is in real time.


27. Onfleet

  • Best for: Medium and large size businesses
  • Price: starts at $149 per month
  • May 01, 2022
Compare Onfleet Vs. Fleetio Software

Onfleet software is a cloud-based fleet management solution that helps businesses to analyze and manage local delivery processes. It provides route optimization, delivery analytics, auto dispatch, and customer communications.


28. TeleNav Track

  • Best for: Small, medium and large size businesses
  • Price: starts at $24.99 per month
  • May 01, 2022
Compare TeleNav Track Vs. Fleetio Software

Telenav Track is a cloud-based Fleet Management software that assists drivers in implementing a connected network of vehicles through mapping and navigation functions.


29. Locus GPS Fleet Tracking

  • Best for: Medium and large size businesses
  • Price: starts at $14.99 per month
  • May 14, 2022
Compare Locus GPS Fleet Tracking Vs. Fleetio Software

Locus GPS Fleet Tracking is a cloud-based fleet management software that helps managers track the location of vehicles and other assets in real-time and create reports based on trips.


30. BigRoad

  • Best for: Small, medium and large size businesses
  • Price: starts at $25 per user/month
  • May 01, 2022
Compare BigRoad Vs. Fleetio Software

BigRoad is a fleet management software designed for industries to covers business management needs, tracks and maintains equipment, and monitors drivers safety and progress.


31. Arcfleet

  • Best for: Small, medium and large size businesses
  • Price: starts at $135 per license
  • Apr 26, 2022
Compare Arcfleet Vs. Fleetio Software

Arcfleet is a fleet management and trucking dispatch solution for businesses of all sizes. It also offers work order, load, and transportation management among other services. The software was designed and launched by ARC Fleet Solutions Ltd headquartered in Nottingham, United Kingdom.


32. AdvantageTMS

  • Best for: SMBs
  • Price: Has a free version
  • Apr 27, 2022
Compare AdvantageTMS Vs. Fleetio Software

AdvantageTMS is a web-based freight management system featuring power transportation management system to help you manage your LTL shipping universe. The solution offered by this software is highly scalable, dynamic and is available as SaaS deployment option. The best feature of this freight managem...


33. GPS Fleet Tracking System

  • Best for: Small, medium and large size businesses
  • Price: starts at $30 per user/month
  • May 21, 2022
Compare GPS Fleet Tracking System Vs. Fleetio Software

GPS Fleet Tracking is a fleet management software that helps fleet managers and dispatchers to monitor and track assets, equipment, and personnel.


34. Teletrac

  • Best for: Small, medium and large size businesses
  • Price: starts at $40 per vehicle/month
  • May 19, 2022
Compare Teletrac Vs. Fleetio Software

Teletrac is a web based GPS fleet tracking solution for businesses of all sizes. It offers such services as dispatch management, fuel management, mileage tracking, and others. The software was designed and launched by TELETRAC Inc headquartered in California, United States.


35. Plug N Track GPS

  • Best for: Small, medium and large size businesses
  • Price: starts at $49.95 per license
  • May 31, 2022
Compare Plug N Track GPS Vs. Fleetio Software

Plug N Track GPS software, now AutoConnect GPS software, is a fleet management software for field service companies to monitor vehicle activities.


36. Wialon

  • Best for: Small, medium and large size businesses
  • Price:
  • May 30, 2022
Compare Wialon Vs. Fleetio Software

Wialon software is a cloud-based, SaaS and server-based multifunctional fleet management platform that can also be used for mobile & stationary assets tracking. The software system supports various cartographic services that are used in monitoring including Open Street Maps, Google Maps, HERE Maps, ...


37. Verizon Networkfleet

  • Best for: Small, medium and large size businesses
  • Price: starts at $50 per month
  • Jun 20, 2022
Compare Verizon Networkfleet Vs. Fleetio Software

Verizon Networkfleet software is a cloud-based GPS fleet management platform built for enterprise organisations and government agencies. The solution offers various functionalities such as fleet tracking, vehicle diagnostics, monitoring, GPS Tracking & roadside vehicle assistance, all from a single ...


38. Forward Thinking Systems

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 23, 2022
Compare Forward Thinking Systems Vs. Fleetio Software

Forward Thinking Systems is a fleet management software designed to help businesses manage their fleet and increase profit. The software does this by tracking maintenance, fuel usage, driver performance, and vehicle activity.


39. WorkWave™ Fleet

  • Best for: Small, medium and large size businesses
  • Price: starts at $49 per vehicle/month
  • Aug 23, 2022
Compare WorkWave™ Fleet Vs. Fleetio Software

WorkWave Fleet is a cloud based field service and fleet management solution for businesses of all sizes. It offers such services as routing and scheduling, inventory control, proposal management, and others. The software was designed and launched by WorkWave headquartered in New Jersey, United State...


40. HaulWare

  • Best for: SMBs
  • Price: starts at $195 per user/month
  • Jun 18, 2022
Compare HaulWare Vs. Fleetio Software

HaulWare is a web based fleet management solution for small and medium sized businesses. It offers such capabilities as billing and invoicing, job costing, custom reporting, and others. The software was designed and launched by HaulWare Solutions LLC headquartered in Washington, United States.


41. JumpDrive

  • Best for: SMBs
  • Price: starts at $8 per month
  • Jun 20, 2022
Compare JumpDrive Vs. Fleetio Software

Jumpdrive is a real-time location software built for car dealers to automate vehicle location, activate security alerts, manage inventory, and automate workflow quickly.


42. GPS Fleet Tracking

  • Best for: Medium and large size businesses
  • Price: starts at $16.95 per device/month
  • Jun 27, 2022
Compare GPS Fleet Tracking Vs. Fleetio Software

GPS Fleet Tracking is a growing cloud-based Fleet management software, it is designed to support medium and large size fleet. GPS Fleet Tracking received a rating of 2.5 from ITQlick team. The software cost is considered affordable (1.4/5) when compared to alternative solutions.


43. B2W Maintain

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 24, 2022
Compare B2W Maintain Vs. Fleetio Software

B2W Maintain is a construction equipment management software designed to help users keep equipment on the job. The software can help users to optimize production and minimize unplanned downtime by facilitating communication about equipment management between the field and shop. It can help users to ...


44. Lytx

  • Best for: Small, medium and large size businesses
  • Price: starts at $500 per user/month
  • Jul 04, 2022
Compare Lytx Vs. Fleetio Software

Lytx is a cloud-based and on-premise fleet management software solution that enables safety and video telematics for both public and commercial fleet companies.


45. Trimble Pulse Telematics

  • Best for: Medium and large size businesses
  • Price:
  • Jun 25, 2022
Compare Trimble Pulse Telematics Vs. Fleetio Software

Trimble PULSE Telematics is a cloud-based fleet management system that aids users to control and monitor a company assets through equipment monitoring and tracking.


46. StreetEagle

  • Best for: Small, medium and large size businesses
  • Price: starts at $10 per month
  • Jun 23, 2022
Compare StreetEagle Vs. Fleetio Software

StreetEagle software solution is a component of InSight Mobile Data cloud-based set of resource management solutions, which helps businesses to manage their fleets through GPS tracking, compliance tools, and route planning.


47. Titan GPS

  • Best for: Small, medium and large size businesses
  • Price:
  • Jul 02, 2022
Compare Titan GPS Vs. Fleetio Software

Titan GPS is a fleet tracking software built to increase visibility over fleets, monitor drivers activities, track and manage fleet business equipment, and trim maintenance costs.


48. PeopleNet Fleet Manager

  • Best for: Small, medium and large size businesses
  • Price: starts at $1,200 per vehicle
  • Jun 27, 2022
Compare PeopleNet Fleet Manager Vs. Fleetio Software

PeopleNet Fleet Manager is a cloud-based mobile site Fleet Management Software that enables the users to access driver and vehicle data, maps and allows messaging through an iPad. PeopleNet Fleet manager features maps, divers list, messaging to a vehicle, vehicles list, and messaging to a driver.


49. Azuga

  • Best for: Small, medium and large size businesses
  • Price: starts at $28 per month
  • Jul 04, 2022
Compare Azuga Vs. Fleetio Software

Azuga is a fleet management software designed to help businesses monitor drivers behavior and offer rewards for good driving behavior. The software helps to provide fleets performance updates directly to the drivers and notify them of vehicle maintenance.


50. FleetLocate

  • Best for: Large business
  • Price:
  • Jul 09, 2022
Compare FleetLocate Vs. Fleetio Software

FleetLocate is a fleet management solution designed to assist in managing a company off-the-field assets such as vehicles and drivers. It gives real-time info on vehicle location, drivers behavior, and overall insights on how to reduce cost and improve productivity.


51. BluJay Solutions Transportation Management Software

  • Best for: Medium and large size businesses
  • Price:
  • Jul 13, 2022
Compare BluJay Solutions Transportation Management Software Vs. Fleetio Software

Blujay Solutions is a logistics and transportation management software designed to help businesses manage and direct trailers in their yard to extend their warehouse.


52. ClearPathGPS Software

  • Best for: SMBs
  • Price: starts at $20 per user/month
  • Jul 13, 2022
Compare ClearPathGPS Software Vs. Fleetio Software

ClearpathGPS is a fleet management software designed to help the transporting department of establishments keep track of their drivers and vehicles activities, review daily routes, and increase productivity.


53. Flex TMS

  • Best for: Small, medium and large size businesses
  • Price:
  • Jul 05, 2022
Compare Flex TMS Vs. Fleetio Software

Flex TMS offers the benefits of a turnkey transportation management system without the need for costly system upgrades or integrations. View and manage all your transportation activities or let Echo provide full outsourced support. FlexTMS is the highly automated SaaS-based Transportation Management...


54. Fleetistics

  • Best for: Small, medium and large size businesses
  • Price: starts at $8.95 per month
  • Jul 07, 2022
Compare Fleetistics Vs. Fleetio Software

Fleetistics software is a cloud-based fleet management system that offers real-time & passive GPS tracking systems intended for fleet owners, managers, and dispatchers. Some core features of Fleetistics software include Dispatch Management, Employee Management, Fuel Management, GPS Tracking, Inciden...



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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2022 best Fleet management Software | ITQlick.com

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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.