Top 54 FS Work Order Management Software

2022's Best 54 FS Work Order Management Systems

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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. Mhelpdesk

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


3. FTMaintenance

  • Best for: SMBs
  • Price: starts at $40 per month
  • Mar 09, 2022
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FTMaintenance is a maintenance management software solution that automates manual tasks and supervises the assets. The software was designed by FasTrak SoftWorks, Inc., headquartered in Wisconsin, United States. The software works to reduce the downtime and improve the lifetime of equipment. 


4. Dataforma

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


5. ServiceMax

  • Best for: Medium and large size businesses
  • Price: starts at $100 per user/month
  • Oct 03, 2022
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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...


6. Wintac

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


7. 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.


8. Compass Regional Pro

  • Best for: Medium and large size businesses
  • Price: starts at $850 per year
  • Mar 30, 2022
Compare Compass Regional Pro Vs. Jobber

Compass Regional Pro is a facility management software that allows organizations to make flexible work schedules, coordinate multiple facilities, solve specific asset maintenance problems, and manage facility operations.


9. PestPac

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


10. AdminiCare

  • Best for: Small businesses and start ups
  • Price: starts at $199 per license
  • May 16, 2022
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AdminiCare is an assisted living software designed as a medical inventory system to provide a by-resident cost and inventory control.


Pricing Guide - FS Work Order Management 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. MAPCON CMMS

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

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


12. Fracttal

  • Best for: Small, medium and large size businesses
  • Price: starts at $255 per month
  • Jun 15, 2022
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Fracttal is a maintenance software that helps companies keep records of all their assets, facilities, vendors, historical data, and related information.


13. AyaNova

  • Best for: Small, medium and large size businesses
  • Price: starts at $159 per year
  • May 26, 2022
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AyaNova is a service dispatch software solution for businesses of all sizes. It offers such capabilities as billing and invoicing, call center management, customer self service, and others. The software was designed and launched by Ground Zero Tech-Works Inc headquartered in Canada.


14. EGEM

  • Best for: Small, medium and large size businesses
  • Price: starts at $100 per user/month
  • Jun 22, 2022
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EGEM is a cloud-based maintenance software that affords managers the capacity to organize machinery movement, track costs, and maintenance schedules.


15. workCITE

  • Best for: Medium business
  • Price:
  • Mar 09, 2022
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workCITE is a field service management solution for businesses of all sizes. It offers assistance in billing and invoicing, contract management, dispatch management, and other domains. The software was designed and launched by Crossfleet Inc headquartered in Arkansas, United States.


16. SureDone

  • Best for: Small businesses and start ups
  • Price: starts at $500 per month
  • Jun 18, 2022
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SureDone is a multi-channel e-commerce solution for small and medium businesses. It also offers such capabilities as inventory management, bulk order processing, integrations, and others. The software was designed and launched by SureDone Inc headquartered in New York, United States.


17. PALs Executive

  • Best for: Small, medium and large size businesses
  • Price: starts at $5 per resident/month
  • Jun 21, 2022
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PALs Executive is a cloud-based electronic health record solution for assisted living providers. The solution has a number of features which includes an activity planning tool that allows users to create a calendar documenting resident participation in facility events and a building maintenance modu...


18. FieldLocate

  • Best for: SMBs
  • Price: starts at $70 per user/month
  • Jul 05, 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...


19. Agility by SSG Insight

  • Best for: Small, medium and large size businesses
  • Price:
  • Jul 24, 2022
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AgilityCore is a maintenance software designed as a cloud platform for core workflow and asset management. The software helps reduce paperwork, admin time, breakdowns, and stock levels.


20. 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...


21. Proteus MMX

  • Best for: Small businesses and start ups
  • Price: starts at $33 per user/month
  • Aug 06, 2022
Compare Proteus MMX Vs. Jobber

Proteus MMX is a cloud-based maintenance management software for small to large companies. Its key features include asset tracking, budget data tracking, multi-currency, service requests module, labor hours tracking, maintenance records, purchasing and requisitions management, and more.


22. Limble CMMS

  • Best for: Medium and large size businesses
  • Price: starts at $40 per user/month
  • Sep 29, 2022
Compare Limble CMMS Vs. Jobber

Limble CMMS is a maintenance software designed to help businesses organize, simplify, and automate maintenance processes. The software also enables anyone authorized by users to forward a problem to the team handling maintenance by scanning a bar code or imputing a URL with their requests.


23. FAMIS

  • Best for: Small, medium and large size businesses
  • Price:
  • Sep 15, 2022
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FAMIS is an on-premise, hosted and SaaS solution designed to provide institutions with the tools needed to manage and maintain facilities lifecycle. This includes space management, asset management, project management and real estate acquisitions.   Accruent, the company behind FAMIS, was founded ...


24. Flightdocs

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 05, 2022
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Flightdocs is a growing cloud-based Maintenance software, it is designed to support small, medium and large size business. Flightdocs received a rating of 4.6 from ITQlick team. The software cost is considered affordable (1.6/5) when compared to alternative solutions.


25. Chondrion Warehouse Management

  • Best for: Small businesses and start ups
  • Price: starts at $100 per 1000 orders/month
  • Oct 07, 2022
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Chondrion Warehouse Management is a supply chain management software that’s built to help retailers manage customer services, supply chains and order fulfillment optimally.


26. mobe3

  • Best for: Small, medium and large size businesses
  • Price: starts at $250 per user/month
  • Oct 06, 2022
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Mobe3 is a cloud-based supply chain management software that is designed to make warehouse operations seamless. The software is capable of simulating warehouse workflow even before a single pallet is moved. Mobe3 software helps to track every warehouse activity by anticipating workflow and recommend...


27. Quantum MX

  • Best for: Small businesses and start ups
  • Price: starts at $50 per month
  • May 30, 2022
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Quantum MX is an award-winning cloud-based Maintenance software, it is designed to support small and medium size business. Quantum MX received a rating of 4.8 from ITQlick team. The software cost is considered affordable (1.3/5) when compared to alternative solutions.


28. ShipBob

  • Best for: SMBs
  • Price: starts at $40 per month
  • Jan 18, 2022
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Shipbob is a cloud-based supply chain management software. This tool aids organizations in logistics and shipping industries through fulfillment centers located in strategic locations like Los Angeles, Chicago, San Francisco and Dallas.


29. mobe3 Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $200 per user/month
  • Apr 03, 2022
Compare mobe3 Software Vs. Jobber

mobe3 Software is a fast growing cloud-based Inventory Management software, it is designed to support small, medium and large size business. mobe3 Software received a rating of 5 from ITQlick team. The software cost is considered average (3.3/5) when compared to other solutions in their category.


30. 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...


31. Agility Maintenance Solution

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

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


32. Mobile MMS

  • Best for: Small, medium and large size businesses
  • Price:
  • May 02, 2022
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Mobile MMS is a growing cloud-based Maintenance software, it is designed to support small, medium and large size business. Mobile MMS received a rating of 2.5 from ITQlick team. The software cost is considered affordable (4/5) when compared to alternative solutions.


33. Asset Essentials Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $2,500 per year
  • Apr 10, 2022
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Asset Essentials Software is a cloud-based fixed asset maintenance management software that was designed to support asset-centric operations. The software offers a maintenance management suite that provides automated maintenance workflows and streamlines those workflows as well.


34. EMQIM

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 28, 2022
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EMQIM is a growing cloud-based Maintenance software, it is designed to support small, medium and large size business. EMQIM received a rating of 4.9 from ITQlick team. The software cost is considered affordable (1.1/5) when compared to alternative solutions.


35. vx Maintain

  • Best for: Large business
  • Price:
  • Feb 09, 2022
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vx Maintain is a cloud based maintenance management solution for businesses of all sizes. It offers such services as work order management, asset management, compliance management, and others. The software was designed and launched by Verisae headquartered in Minnesota, United States.


36. CHAMPS EAM - Facilities Management

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

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


37. Facil-ITy

  • Best for: Large business
  • Price:
  • Feb 09, 2022
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Facil-ITy is a growing cloud-based Maintenance software, it is designed to support large size business. Facil-ITy received a rating of 2.5 from ITQlick team. The software cost is considered affordable (1/5) when compared to alternative solutions.


38. Maintenance-io

  • Best for: Medium and large size businesses
  • Price: starts at $26.50 per user/month
  • Feb 14, 2022
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Maintenance.io is a maintenance and field service management solution for businesses of all sizes. It also offers inventory management, work order management, client management, and other useful capabilities. The software was designed and launched by software development company Maintena...


39. FLEETMATE

  • Best for: Small businesses and start ups
  • Price: starts at $400 per license
  • Feb 14, 2022
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Fleetmate is a fleet management and maintenance solution for businesses of all sizes. It offers such services as fuel and cost tracking, maintenance scheduling, tire management, and others. The software was designed and launched by SCB Consulting LLC headquartered in Pennsylvania, United States.


40. Husky Intelligence

  • Best for: Small, medium and large size businesses
  • Price: starts at $39 per user/month
  • Oct 21, 2022
Compare Husky Intelligence Vs. Jobber

Husky Intelligence is a growing cloud-based Field Service software, it is designed to support small, medium and large size business. Husky Intelligence received a rating of 3.9 from ITQlick team. The software cost is considered affordable (1/5) when compared to alternative solutions.


41. LOCATE Inventory

  • Best for: Small businesses and start ups
  • Price: starts at $100 per user/month
  • Feb 21, 2022
Compare LOCATE Inventory Vs. Jobber

LOCATE Inventory is a growing cloud-based Inventory Management software, it is designed to support small and medium size business. LOCATE Inventory received a rating of 4.8 from ITQlick team. The software cost is considered affordable (1.3/5) when compared to alternative solutions.


42. FieldAware Field Service Automation

  • Best for: Medium and large size businesses
  • Price: starts at $70 per month
  • Feb 19, 2022
Compare FieldAware Field Service Automation Vs. Jobber

FieldAware Field Service Automation is a cloud-based field service management solution that is developed to be used by individuals as well as by businesses that are of any size starting from small-sized businesses, medium-sized businesses, and large enterprises.


43. AutoFluent

  • Best for: Small, medium and large size businesses
  • Price: starts at $95 per feature/month
  • Feb 21, 2022
Compare AutoFluent Vs. Jobber

AutoFluent is a business management software designed for companies in the automotive industry. It’s a user-friendly cloud-based application that offer complete solution for various processes in the business, from employee management to inventory.


44. Service Pro

  • Best for: Medium and large size businesses
  • Price:
  • Aug 26, 2022
Compare Service Pro Vs. Jobber

Service Pro is an on-premise or on-cloud field service management software developed for the various businesses of all sizes. Its key capabilities include billing and invoicing, contract management, dispatching, routing, scheduling, work order management, time clock, and more.


45. I’mOnIt!

  • Best for: SMBs
  • Price: starts at $499 per license
  • Jan 21, 2022
Compare I’mOnIt! Vs. Jobber

I'mOnIt! is a web based maintenance management solution for businesses of all sizes. It offers such capabilities as customer database, dispatch management, work order management, and others. The software was designed and launched by Sigma Data Systems Inc headquartered in Delaware, United States.


46. ParityFactory

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 03, 2022
Compare ParityFactory Vs. Jobber

ParityFactory is a leading cloud-based Inventory Management software, it is designed to support small, medium and large size business. ParityFactory received a rating of 4 from ITQlick team. The software cost is considered average (3.5/5) when compared to other solutions in their category.


47. PMXpert

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

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


48. Now Commerce Software

  • Best for: Small businesses and start ups
  • Price: starts at $200 per month
  • Mar 07, 2022
Compare Now Commerce Software Vs. Jobber

Now Commerce Software is a leading cloud-based Inventory Management software, it is designed to support small and medium size business. Now Commerce Software received a rating of 4.9 from ITQlick team. The software cost is considered affordable (1.1/5) when compared to alternative solutions.


49. CSB-System

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 03, 2022
Compare CSB-System Vs. Jobber

CSB-System is a cloud-based and an on-premise ERP software solution built specifically for businesses operating in the food industry. The core functionalities of CSB-System include process planning, computer automated data capture, integrated manufacturing, equipment control & maintenance, a Manufac...


50. FieldOne Sky

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 08, 2022
Compare FieldOne Sky Vs. Jobber

FieldOne Sky is developed by FieldOne Enterprise Field Service and provides a solution for intelligent field service management so that companies can provide world class customer experiences in the field cost effectively. The product utilizes the latest routing and scheduling functionality, work pro...


51. FlyPal

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

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


52. Form-com

  • Best for: Medium and large size businesses
  • Price:
  • Mar 09, 2022
Compare Form-com Vs. Jobber

Form.com is a field service software solution that provides a client with features and tools that help clients optimize and streamline the workflow that is involved with the usual field service operations. The software triggers events that are appropriate to the situation based on different kinds of...


53. Fleetmatics WORK

  • Best for: Small businesses and start ups
  • Price:
  • Oct 29, 2022
Compare Fleetmatics WORK Vs. Jobber

Verizon Connect Work formerly Fleetmatics Work is cloud-based scheduling software designed for all-size businesses in service companies including HVAC, electricians and plumbers and more.


54. BE Mobile

  • Best for: Small, medium and large size businesses
  • Price: starts at $195 per month
  • Mar 23, 2022
Compare BE Mobile Vs. Jobber

BE Mobile is a growing cloud-based Property Management software, it is designed to support small, medium and large size property management companies. BE Mobile received a rating of 4.3 from ITQlick team. The software cost is considered affordable (1.5/5) when compared to alternative solutions.



A Buyer's Guide to Business Software Solutions

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

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Author - Shlomi Lavi

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Shlomi Lavi is an entrepreneur and founder of ITQlick.com. He holds a Bachelor of Science (B.Sc.) in Information Systems Engineering from Ben Gurion University in Israel. Shlomi brings 17 years of global IT and IS management experience as a consultant and implementation expert for small, medium and large-sized (global) companies. Shlomi’s goal is to share the best knowledge and news about information systems so you can make smarter buying decisions for your business.