Top 54 FS Scheduling & Dispatch Software (Jan 2023)

2023's Best 55 FS Scheduling & Dispatch Systems

Shlomi LaviShlomi Lavi / Jan 30, 2023

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1. Jobber

  • Best for: Small businesses and start ups
  • Price: starts at $39 per user/month
  • Mar 07, 2022
Compare Jobber Vs. Jobber

Jobber, a Field Service Management software launched in 2011, makes field service work easy by neatly organizing everything from a customers list to invoicing and billing. Fast and easy to use, Jobber’s flexible features were designed to get your serious on-site service work done with ease. Jobbe...


2. Workiz

  • Best for: Small, medium and large size businesses
  • Price: starts at $65 per month
  • Mar 09, 2022
Compare Workiz Vs. Jobber

Workiz is a cloud-enabled Field Service software that allows managers to receive payments from track and/or field invoices, as well as handling field service dispatch.


3. StreetSmart Advantage

  • Best for: Small, medium and large size businesses
  • Price: starts at $9.95 per user/month
  • Mar 09, 2022
Compare StreetSmart Advantage Vs. Jobber

StreetSmart Advantage is a cloud-based field service software that is built to help organizations and companies manage forms, jobs, timesheets and mileage with an automated approach. Users can use this tool to track and monitor activities, worker locations as well as information on shifts.


4. Mhelpdesk

  • Best for: Small businesses and start ups
  • Price: starts at $374 per 10 users/month
  • Mar 09, 2022
Compare Mhelpdesk Vs. Jobber

MHelpdesk is a web-based field service management that systematizes requests, customer data, billings and reports. It takes pride in providing complete visibility to field staff all in one place. MHelpdesk is developed by the company of the same name. It was released in 2007 and is headed by Ry...


5. GorillaDesk

  • Best for: Small businesses and start ups
  • Price: starts at $49 per month
  • Mar 09, 2022
Compare GorillaDesk Vs. Jobber

GorillaDesk is a field service management/pest control software with scheduling and invoicing tools to help users grow their field service businesses.


6. UpKeep

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


7. Dataforma

  • Best for: Small, medium and large size businesses
  • Price: starts at $69.99 per user/month
  • Mar 09, 2022
Compare Dataforma Vs. Jobber

Dataforma software is a web-hosted field service management solution that is integrated with scheduling, GPS Tracking and invoicing tools for contractors. Originally the platform was built specifically for roofing contractors but currently it can be used by various construction businesses such as pl...


8. ServiceMax

  • Best for: Medium and large size businesses
  • Price: starts at $100 per user/month
  • Dec 18, 2022
Compare ServiceMax Vs. Jobber

ServiceMax is a cloud field service scheduling software that comes with a full suite of applications to help companies of all sizes. The software is available in three different editions, each designed to satisfy customers of different sizes with different features.  It can help you to know more abo...


9. PC*MILER

  • Best for: Small, medium and large size businesses
  • Price: starts at $70 per user/month
  • Mar 12, 2022
Compare PC*MILER Vs. Jobber

PC*MILER Fleet Management Software is routing, mapping and mileage solution designed for the transportation industry and that is available on the cloud as well as on-premise. The software solution enables the users to be in control of rating, hazardous materials routing, driver pay, GPS, Tolls, fue...


10. TranWare

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

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.


Pricing Guide - FS Scheduling & Dispatch Software:

Price Range on Field Service Management software

Companies can expect to pay between $5 and $300 a month for a Field Service Management (FSM) software, with a "per user/agent/asset" payment option. The cost could be between $500 and $5,000 for one-time subscriptions. However, vendors may also charge for installation and other features such as asset reporting, analytics, client portal, and so on. The range based on the business size is as follows:

  • Small-sized businesses (with up to 25 employees) would have to pay between $20 to $75 monthly for Field Service Management software. The one-time cost range is $500-$1500, and additional installation costs could reach $700. For example, TrackerPal pricing starts at $5 a month for each user; Freshdesk cost up to $15 monthly per agent, and YourTradebase pricing goes for $33 a month.
  • Medium businesses can expect a price range of $69-$199 for FSM software. Service Fusion begins at $99 a month, ServiceBridge at $69 a month, and PestRoute pricing goes for $199 a month, excluding startup service charges.
  • Large establishments would pay upwards of $375 per month for Field Service software units. The price range is between $3000 and $5000 for one-time licensing, and additional charges may run up to $5000. For example, ServiceMax starts at $100 per month, RazorSync at $40, and Fleetio pricing goes for $6 per month for each asset. BellaSolutions offers a one-time setup of $7500.

There are other best of breeds under Field Services; some of which include:

  • Maid Service Software This type of Field Service Software typically costs between $0 and $49. For instance, ZenMaid pricing goes for $49 a month, DoTimely for 25 cents per month, and The Service Program costs $49 a month.
  • Maintenance Management Software Users can expect to pay around $6-$40 for Maintenance Software units. For example, EZOfficeInventory starts at $40 a month, Odoo costs about $20 monthly, and Limble CMMS goes for $35 per month. Also, OneSoft Connect pricing starts at $6 a month with plans up to $33 a month.
  • Service Dispatch Software Most vendors offer Service Dispatch software units between $49-$100 a month. Also, one-time pricing for the software could also reach $6700. Route4Me, for example, has a base subscription of $99 a month but also offers a free trial version for a start. vWork pricing starts at $49 a month, and HCSS Dispatcher charges a one-time payment of $6700.
  • HVAC Software Users would have to pay between $25 and $350 monthly for HVAC Software units. For instance, the base subscription for Solves costs $25 a month, RepairShopr pricing starts at $49 a month, and HVACbizPro starts at $349 per month. Husky Intelligence cost price begins at $29 a month, with plans up to $49 per month. Husky Intelligence also has optional features costing around $99 per month.
  • Plumbing Software Plumbing software has a price range of $20-$49. For example, JobSite pricing goes for $49 per month, Routezilla for $19 a month, and ProBusinessTools for $40 a month.
  • Work Order Software Users can expect to pay between $0 and $50 per month for Work Order software units. The price can go up to as high as $600 if the vendor charges annually. Snapii, for example, starts at $1 a month, WorkStraight goes for $19 a month, and RoadFS costs $50 per month.

11. Vonigo

  • Best for: SMBs
  • Price: starts at $98 per user/month
  • Mar 14, 2022
Compare Vonigo Vs. Jobber

Vonigo is a web based field service management solution for businesses of all sizes. It offers such capabilities as scheduling and routing, work order management, billing and invoicing, and others. The software was designed and launched by Vonigo Software Ltd headquartered in British Columbia, Canad...


12. Job Tracker Professional

  • Best for: Small, medium and large size businesses
  • Price: starts at $35 per user/month
  • Mar 14, 2022
Compare Job Tracker Professional Vs. Jobber

Job Tracker Professional is a cloud-based field service management solution that is tailored to serve the construction and property maintenance industry. The software solution permits users to create quotations, estimates, costings, jobs, credit notes, invoices purchase orders, and much more.


13. GPS Commander

  • Best for: Small, medium and large size businesses
  • Price: starts at $10 per user/month
  • Dec 09, 2022
Compare GPS Commander Vs. Jobber

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.


14. Wintac

  • Best for: Small businesses and start ups
  • Price: starts at $1,495 per license
  • Mar 19, 2022
Compare Wintac Vs. Jobber

Wintac is a cloud based field service software designed for small to medium sized service companies that require a centralized management solution. It supports field service and allows you real time interaction with your staff on site. Intac International was founded in 1988 in Burlington, Mass...


15. E-Works Manager

  • Best for: SMBs
  • Price: starts at $79 per 5 users/month
  • Mar 19, 2022
Compare E-Works Manager Vs. Jobber

E-Works Manager software is a job management solution that allows users to manage their quotes, invoices, and jobs all in one system. The solution offers a number of capabilities that include an asset management module that schedules, monitors and maintains company and customer assets.


16. Fleet Complete

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

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.


17. ServiceWorks

  • Best for: Small, medium and large size businesses
  • Price: starts at $29 per month
  • Apr 13, 2022
Compare ServiceWorks Vs. Jobber

ServiceWorks is a cloud-based Field Service software that enables organisation heads to manage payment processing fee, as well as automating inventory and scheduling tasks.


18. Skypatrol

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


19. Smart Service

  • Best for: Small businesses and start ups
  • Price: starts at $1599.99 per license
  • Mar 22, 2022
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Smart Service is an on-premise enterprise resource planning software that is developed to be used by both individuals as well as by businesses that are in the construction industry and the field service management industry.


20. MAMS Fleet and Asset Management

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

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.


21. geoFIT

  • Best for: Small, medium and large size businesses
  • Price: starts at $1,985 per license
  • Jun 01, 2022
Compare geoFIT Vs. Jobber

Kanini Field Services Management is a web based field service management solution for businesses of all sizes. It offers such capabilities as dispatch management, customer database, service history tracking, and others. The software was developed and released by GISbiz Inc headquartered in Tennessee...


22. MyGeotab

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

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.


23. Q7 Trucking Business Software

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

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...


24. OnnaWay

  • Best for: Small, medium and large size businesses
  • Price: starts at $197 per month
  • Jun 14, 2022
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OnnaWay software is a cloud-based and on-premise delivery management solution that is designed to help courier businesses to streamline their delivery operations. The software provides organizations with a fast delivery & courier system which helps improve their daily operations.


25. Fastrax

  • Best for: Small, medium and large size businesses
  • Price: starts at $3,000 per license
  • Jun 14, 2022
Compare Fastrax Vs. Jobber

Fastrax is a cloud-based and on-premise, all-in-one service software solution which is suitable for use in the field industry and field management. Fastrax Can be used by various industries such as construction business, electrical and electronics, as well as plumbing.


26. VendSoft

  • Best for: Small, medium and large size businesses
  • Price: starts at $19.99 per 2 users/month
  • Jun 22, 2022
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VendSoft is cloud-based vending machine management software with a complete inventory control module. The platform supports dynamic dispatching and scheduling.


27. ScheduFlow Online

  • Best for: Small, medium and large size businesses
  • Price: starts at $39.95 per month
  • Jun 09, 2022
Compare ScheduFlow Online Vs. Jobber

Scheduflow Online is a SaaS-based Employee Scheduling software that enables employers to manage their workforce and client appointment information in centralized information and interact with new leads through consultations and appointment scheduling.


28. 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. Jobber

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.


29. Onfleet

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

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.


30. PestPac

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 27, 2022
Compare PestPac Vs. Jobber

PestPac is a field service management solution for businesses of all sizes. It offers sales lead tracking, customized reporting, route optimization, inventory management, and other capabilities. The software was designed and launched by PestPac Software headquartered in New Jersey, Unite...


31. 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. Jobber

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.


32. BigRoad

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

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


33. ServSuite Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $55 per license
  • Apr 30, 2022
Compare ServSuite Software Vs. Jobber

ServSuite Software is a cloud-based business management software that is designed for pest control and lawn care companies. The software has several features that make it stand out. With the mobile application feature, users are able to manage services and appointments, adjust as well as synchronize...


34. Hormiga Software

  • Best for: Medium and large size businesses
  • Price:
  • May 01, 2022
Compare Hormiga Software Vs. Jobber

Hormiga is a cloud-based Field Service software that enables managers to get insights into employees activities on the field using performance-optimizing tools.


35. Oracle Field Service Cloud

  • Best for: Small, medium and large size businesses
  • Price:
  • May 21, 2022
Compare Oracle Field Service Cloud Vs. Jobber

Oracle Field Service is a web based field service management solution for businesses of all sizes. It offers such capabilities as routing and scheduling, dispatch management, electronic signature, and others. The software was designed and launched by Oracle Corporation headquartered in California, U...


36. Pool Service Software

  • Best for: Small businesses and start ups
  • Price: starts at $80 per month
  • Dec 13, 2022
Compare Pool Service Software Vs. Jobber

Pool Service Software is a web based field service management solution for small and medium sized businesses. It offers such capabilities as billing and invoicing, business intelligence, scheduling and routing, and others. The software was designed and launched by VasserPro headquartered in Arizona,...


37. Wialon

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

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, ...


38. 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. Jobber

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.


39. PeopleNet Fleet Manager

  • Best for: Small, medium and large size businesses
  • Price: starts at $1,200 per vehicle
  • Dec 19, 2022
Compare PeopleNet Fleet Manager Vs. Jobber

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.


40. FieldPlus

  • Best for: SMBs
  • Price:
  • May 05, 2022
Compare FieldPlus Vs. Jobber

FieldPlus is a field service management and inventory software designed to enable service contractors to schedule and dispatch work orders and manage inventory processes with improved real-time visibility.


41. FieldLocate

  • Best for: SMBs
  • Price: starts at $70 per user/month
  • Dec 19, 2022
Compare FieldLocate Vs. Jobber

FieldLocate is a field service management software that can help users to keep track of their assets and streamline service operations. Users don’t have to chase behind money and will be able to add more time to the bottom line by streamlining invoices, work orders, quotes and payments. The software...


42. ClearPathGPS Software

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

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.


43. HungerRush

  • Best for: SMBs
  • Price:
  • May 17, 2022
Compare HungerRush Vs. Jobber

Multi-functional SaaS platform with modular apps to quickly address challenges and evolve with consumer preference


44. Fleetistics

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

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...


45. GeoManager Fleet Management

  • Best for: Small, medium and large size businesses
  • Price:
  • Jul 07, 2022
Compare GeoManager Fleet Management Vs. Jobber

GeoManager is a fleet management software designed for businesses to analyze real-time data on drivers and fleets, optimize the allocation of fleet service vehicles and transport, manage the maintenance of vehicles, and schedule and dispatch jobs.


46. Praxedo

  • Best for: Medium and large size businesses
  • Price: starts at $27.50 per user/month
  • Jul 19, 2022
Compare Praxedo Vs. Jobber

Praxedo is a field service management software for field service establishments to schedule, plan, track personnel and work orders for dispatches, stay connected to field personnel, and use global positioning to track vehicles.


47. ECi E-automate

  • Best for: Small, medium and large size businesses
  • Price: starts at $600 per user/month
  • Jul 15, 2022
Compare ECi E-automate Vs. Jobber

ECi E-automate is a cloud-based Field Service software that enables managers to organize the daily recurring processes in their establishment, as well as linking purchase orders to a sales order.


48. GPS Leaders

  • Best for: SMBs
  • Price: starts at $10 per month
  • Jul 29, 2022
Compare GPS Leaders Vs. Jobber

GPS Leaders is a cloud-based fleet management software that is designed with the specification for work in small-sized businesses, medium-sized businesses, and large enterprises in the service industry. The users can monitor the location of any cargo or any of their fleet using the solution.


49. BiznusSoft

  • Best for: Small, medium and large size businesses
  • Price: starts at $100 per license
  • Jul 26, 2022
Compare BiznusSoft Vs. Jobber

BiznusSoft is a cloud-based field service management solution that can help users to optimize field service processes and turn sales order to sales experiences. The solution can help users to manage the entire service cycle starting from call to completion. It’s cloud-based so users can get access t...


50. Schedulefly

  • Best for: Small, medium and large size businesses
  • Price: starts at $30 per month
  • Aug 16, 2022
Compare Schedulefly Vs. Jobber

Schedulefly is a cloud-based scheduling management system software for small to large restaurants. Its provides electronic scheduling, employee communication, time-off and shift-trade requests, document storage, job post recruitment tool, birds-eye daily view of the schedule, task assignation, and m...


51. Telogis WorkPlan

  • Best for: Start up, Small business, Medium business, Large business
  • Price:
  • Oct 06, 2022
Compare Telogis WorkPlan Vs. Jobber

Telogis WorkPlan is a fleet and service management solution for businesses of all sizes. Its features include vehicle maintenance, work order management, customized reporting, vehicle tracking, and others. The software was designed and launched by Telogis headquartered in California, Unit...


52. Limo Anywhere

  • Best for: Small, medium and large size businesses
  • Price: starts at $99 per month
  • Oct 11, 2022
Compare Limo Anywhere Vs. Jobber

Limo Anywhere is a cloud-based booking and dispatch solution designed to help run the limo and livery services. Some of its core features include vehicle tracking, billing & invoicing and customer database and more.


53. High Point GPS

  • Best for: Medium business
  • Price: starts at $3 per month
  • Oct 11, 2022
Compare High Point GPS Vs. Jobber

High Point GPS is a growing cloud-based Fleet management software, it is designed to support small and medium size fleet. High Point GPS received a rating of 4.7 from ITQlick team. The software cost is considered affordable (1.1/5) when compared to alternative solutions.


54. TripSpark

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 30, 2023
Compare TripSpark Vs. Jobber

TripSpark is a trending cloud-based Fleet management software, it is designed to support small, medium and large size fleet. TripSpark received a rating of 2.5 from ITQlick team. The software cost is considered a bit pricey (4.9/5) vs their competitors.



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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Auditor - 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.