Top 52 Homebuilder CRM Software

2022's Best 52 Homebuilder CRM Systems

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1. BuilderTREND

  • Best for: Small, medium and large size businesses
  • Price: starts at $99 per month
  • Mar 08, 2022
Compare BuilderTREND Vs. BuilderTREND

BuilderTREND is a cloud-based construction management solution that is designed to be used by professional individuals and well as businesses in the construction industry. The software is designed with features that make it suitable for use in businesses of all sizes such as small-sized businesses, ...


2. CoConstruct

  • Best for: SMBs
  • Price: starts at $99 per month
  • Mar 08, 2022
Compare CoConstruct Vs. BuilderTREND

CoConstruct software is a cloud-based construction management solution. The software offers a number of features that include simplified bidding tool that helps create bids in minutes and estimate data.


3. Keap

  • Best for: Small businesses and start ups
  • Price: starts at $56 per month
  • Mar 08, 2022
Compare Keap Vs. BuilderTREND

Keap is a cloud-based client management solution designed to help the user keep track of every important detail, get organized and become more efficient. The Keap core features include client management, appointments, invoices/payments, and quotes.


4. CoreconLink

  • Best for: SMBs
  • Price: starts at $25 per user/month
  • Mar 22, 2022
Compare CoreconLink Vs. BuilderTREND

CoreconLink is a cloud-based Team Collaboration software that allows users to organize communication and documentation on an ongoing project at a central point.


5. NetSuite CRM+

  • Best for: SMBs
  • Price: starts at $129 per month
  • Mar 18, 2022
Compare NetSuite CRM+ Vs. BuilderTREND

NetSuite CRM+ software is a cloud-based, complete customer relationship management system that helps businesses to achieve an actual, 360-degree view of their customers. The CRM+ integrates the customer-focused activities of the user with accounting, warehousing, e-commerce, and shipping application...


6. Jonas Construction Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $189 per user/month
  • Apr 02, 2022
Compare Jonas Construction Software Vs. BuilderTREND

Jonas Construction Software (JCS) offers a business management solution for construction contractors. The product includes project & service management, accounting, document management, inventory as well as payroll. JCS has been providing solutions for the construction sector for over twenty year...


7. Plus Series construction

  • Best for: SMBs
  • Price: starts at $4,995 per provider
  • Apr 07, 2022
Compare Plus Series construction Vs. BuilderTREND

The Plus Series was designed for small to medium sized residential and commercial construction companies looking for a single-entry and integrated A-Z construction management solution for prospect/client tracking, follow-up marketing, customer service/warranty tracking, estimating, proposal and spec...


8. UDA ConstructionSuite

  • Best for: SMBs
  • Price: starts at $149 per month
  • Sep 22, 2022
Compare UDA ConstructionSuite Vs. BuilderTREND

UDA ConstructionSuite is a cloud-based construction estimation as well as management software that is widely used by residential builders, contractors, and subcontractors. This software provides several features such as estimation, scheduling, and document management.


9. PrioSoft

  • Best for: Small, medium and large size businesses
  • Price: starts at $795 per license
  • Sep 28, 2022
Compare PrioSoft Vs. BuilderTREND

Priosoft is a construction software for contractors, builders, and other businesses to make estimates, bid management, project management, and job scheduling.


10. GoldMine

  • Best for: Start up, Small business, Medium business
  • Price: starts at $65 per user/month
  • Oct 10, 2022
Compare GoldMine Vs. BuilderTREND

GoldMine is a cloud-based and on-premise customer-relationship management software that is designed for use in businesses of all sizes starting from small-sized businesses, medium-sized businesses and large enterprises.


Pricing Guide - Homebuilder CRM Software:

Construction Software Price Range

Most construction software in the market are priced on a per-user, per-month basis, although the terms are flexible, depending on the need of an organization. The price points for construction software can be divided into three tiers, and the price ranges for each respective tier are $0 to $20, $20 to $100, and $100 above. For instance, FINALCAD pricing starts from $55 per user monthly, EZOfficeInventory pricing from $35 per user monthly, and Adoddle costs about $25 per user monthly.

Meanwhile, some construction software are priced per year, while others have perpetual licenses that can be bought with a one-time fee. For example, ConstructionOnline is priced at $2,400 per year and Contactors Office cost price is around $700 per year.

In addition, construction software vendors adjust their prices to fit different business sizes, while others specifically serve some business sizes.

  • Small Businesses can expect to pay between $5 to $15 for a construction software product. This price range is for the entry-level offerings for small businesses as found on some vendors websites. For example, OpenProject BIM Edition pricing starts from around $5 per user monthly, Site Diary from $10 per user monthly, and PayPanter from $29 per month for two user accounts.
  • Medium Businesses can expect to pay prices that fall between $20 to $45 for a business software. The number of users on each given package can also influence the price of this software. For example, Praesto AE pricing starts from $35 per month, BrickControl from $29 per user monthly, and Pruvan cost price falls around $35 per month.
  • Large Businesses can expect to pay between $120 to $350 and $350 to $1,500 for a construction software per month, although many vendors do not disclose their pricing and would rather have an understanding of the need of a large organization to conclude on pricing. Sometimes, the offering for large businesses usually includes more than one user account. For example, ImproveIt 360 cost price starts from around $150 per month, Onware pricing sits around $500 per month and Aidi from $1,200 per month for unlimited users and projects.

Construction software best of breeds and their price ranges are as follows:

  • Construction CRM Software The pricing for most construction CRM software in the market are set on a per user, per month basis. The price ranges are between $12 and $50 upwards. For instance, Projul pricing starts from around $50 per month, JobNimbus from $25 per user monthly, and Project SaleArchiver from around $47 per month. These price ranges correlate mostly with the starting offerings from each vendor; thus, premium or enterprise plans with more features will cost more, depending on the number of users.
  • Architecture Software The price ranges for architecture software in the market usually fall between the range of $100 to $500, $500 to $2500, and $2,500 upwards and they are set on a per-user, per-month basis. For example, SketchUp pricing starts from around $300 per user yearly, Revit from $3,000 per user yearly, and nanoCAD costs about $150 per user, per year.
  • Construction Accounting Software Most construction accounting products have perpetual licenses that can be bought with one-time fees. However, there are others with monthly plans. The price ranges for perpetual licences are $3,000 to $6,000 and $6,000 to $35,000. For example, STRUCTURE costs around $17,000, Jonas Enterprise around $30,000, and Ventus cost price is up to $5,000. On the other hand, CoreCon, for example, is a construction accounting software which costs $60 per month.
  • Construction Estimating Software Construction companies can expect to pay within the price ranges of $80 to $180, $180 to $1,200, and $1,200 above for a construction estimating software. Most products are priced per year. For example, RsMeans Data Online pricing starts from $240 per year, ProEst from $5,000 per year, and Square Takeoff from $800 per user yearly.
  • Home Builder Software Most home builder products in the market are priced on a per user, per month basis. The price ranges are $25 to $60, $60 to $150, and $150 above per month. For example, Cedreo pricing starts from $79 per user monthly, Contactor Foreman from $50 per user monthly, and BuildTools from $200 per month for three user accounts.

11. VENTUS

  • Best for: SMBs
  • Price: starts at $5,000 per license
  • May 18, 2022
Compare VENTUS Vs. BuilderTREND

VENTUS is an integrated business management software for construction and service markets. It was launched by Vertical Market Software in 1984. The software provides project management, estimating and accounting services for your business. It finds its application mainly in residential remodeling an...


12. closeout

  • Best for: SMBs
  • Price:
  • May 29, 2022
Compare closeout Vs. BuilderTREND

Bridgit Bench is a construction software designed to help optimize human resources planning and allows users to create operational efficiency, improve their bottom line, and mitigate risks associated with construction projects.


13. HIKUU Cloud

  • Best for: Small, medium and large size businesses
  • Price: starts at $99 per license
  • May 25, 2022
Compare HIKUU Cloud Vs. BuilderTREND

HIKUU Cloud is cloud-based construction accounting software that helps construction companies organize and monitor their construction costs in a simple way. HIKUU Cloud is designed to help all the professionals in the construction team such as architects, designers, engineers and builders across all...


14. Sales1440

  • Best for: Small, medium and large size businesses
  • Price: starts at $65 per month
  • Jun 26, 2022
Compare Sales1440 Vs. BuilderTREND

Sales1440 is a construction customer management software designed to help businesses manage their entire sales process. With it, users can follow up on new leads, track customer lots, automatically set up dynamic sales contracts, and manage options selections & floor plans.


15. Builder360

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 25, 2022
Compare Builder360 Vs. BuilderTREND

Builder360 is a construction management software solution designed for small and medium construction businesses. It offers such capabilities as project scheduling, purchasing management, estimating, and others. The software was designed and launched by Constellation HomeBuilder Systems headquartered...


16. ePROMIS HCM

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 25, 2022
Compare ePROMIS HCM Vs. BuilderTREND

ePROMIS HCM is a human resource management solution for businesses of all sizes. It offers such capabilities as career development planning, training management, vacation and leave tracking, and others. The software was designed and launched by ePROMIS Solutions headquartered in Texas, United States...


17. JetStream

  • Best for: SMBs
  • Price: starts at $49 per month
  • Jun 26, 2022
Compare JetStream Vs. BuilderTREND

JetStream is a leading cloud-based Construction software, it is designed to support small and medium size construction business. JetStream received a rating of 3.1 from ITQlick team. The software cost is considered affordable (2/5) when compared to alternative solutions.


18. SimpleBuild Software

  • Best for: Medium business
  • Price: starts at $50 per month
  • Jul 07, 2022
Compare SimpleBuild Software Vs. BuilderTREND

SimpleBuild is a construction management software that helps home builders and remodelers to achieve timely project completion. The software is responsible for guiding users through the building process while keeping related documents safe and accessible.


19. Program Leader

  • Best for: SMBs
  • Price: starts at $179 per license
  • Mar 01, 2022
Compare Program Leader Vs. BuilderTREND

Program Leader is a cloud-based project management software that allows designers and contractors to manage their data through WBS (Work Breakdown Structure) and supervisory data repositories.


20. JobView

  • Best for: SMBs
  • Price: starts at $249 per license
  • Jul 23, 2022
Compare JobView Vs. BuilderTREND

Jobview is a construction accounting software for contractors to save time on job costing by automatically distributing data to other areas. The software also carries out auditing functions with strict accounting controls and analyzes job costing reports on profitability, cost of material, and wages...


21. ElectroPlan

  • Best for: SMBs
  • Price: starts at $40 per month
  • Jul 23, 2022
Compare ElectroPlan Vs. BuilderTREND

ElectroPlan is a growing cloud-based Construction software, it is designed to support small and medium size construction business. ElectroPlan received a rating of 2.5 from ITQlick team. The software cost is considered affordable (1.3/5) when compared to alternative solutions.


22. IHMS

  • Best for: Small, medium and large size businesses
  • Price:
  • Jul 25, 2022
Compare IHMS Vs. BuilderTREND

Mark Systems Integrated Homebuilder Management System (IHMS) is the industry's ONLY single-database, enterprise wide home builder software suite. No other home builder software gives you the power, flexibility, ease of use, and return on investment like IHMS. The premier residential construction ...


23. BrickControl

  • Best for: SMBs
  • Price: starts at $51 per user/month
  • Jul 28, 2022
Compare BrickControl Vs. BuilderTREND

BrickControl is a construction software developed as a cloud-based platform where businesses can manage all their projects in a simple yet efficient way.


24. BHOOMI

  • Best for: SMBs
  • Price:
  • Sep 24, 2022
Compare BHOOMI Vs. BuilderTREND

Bhoomi CRM is a real estate CRM software that helps streamline and automate business operations in the real estate industry. The software also provides analytics & insights to help real estate professionals collate external information and make more informed decisions.


25. eCMS

  • Best for: Small, medium and large size businesses
  • Price: starts at $10,000 per year
  • Sep 24, 2022
Compare eCMS Vs. BuilderTREND

eCMS is an award-winning cloud-based Construction software, it is designed to support small, medium and large size construction business. eCMS received a rating of 3.9 from ITQlick team. The software cost is considered a bit pricey (4.5/5) vs their competitors.


26. Visual Planning

  • Best for: Small, medium and large size businesses
  • Price: starts at $15 per user/month
  • Oct 03, 2022
Compare Visual Planning Vs. BuilderTREND

Visual Planning is an enterprise resource planning solution for businesses of all sizes. Its capabilities include HR, inventory management, supply chain management, manufacturing, and others. The software was designed and launched by Stilog IST headquartered in France.


27. LEVESYS

  • Best for: SMBs
  • Price:
  • Jan 16, 2022
Compare LEVESYS Vs. BuilderTREND

LEVESYS is an award-winning cloud-based Construction software, it is designed to support small and medium size construction business. LEVESYS received a rating of 2.5 from ITQlick team. The software cost is considered affordable (2/5) when compared to alternative solutions.


28. Mothernode CRM

  • Best for: Small, medium and large size businesses
  • Price: starts at $49.99 per user/month
  • May 16, 2022
Compare Mothernode CRM Vs. BuilderTREND

Mothernode CRM is a customer management solution offered as SaaS for small and medium businesses. This comprehensive tool combines both CRM and ERP features that increase business efficiency. Mothernode CRM mainly focuses on sales and consumer management, and is designed to increase business efficie...


29. BuilderStorm

  • Best for: Small, medium and large size businesses
  • Price: starts at $5,000 per year
  • Feb 23, 2022
Compare BuilderStorm Vs. BuilderTREND

BuilderStorm is a construction management software built for small to large property development, contractors, and construction companies. Its key features include 2D drawing, document management, scheduling, 3D modeling, budget tracking, job costing, subcontractor management, incident reporting, a...


30. Clarizen

  • Best for: Small, medium and large size businesses
  • Price: starts at $45 per user/month
  • Jan 18, 2022
Compare Clarizen Vs. BuilderTREND

Clarizen is a cloud-based enterprise project management solution modeled for organizations of all sizes. The software is designed to help businesses tackle problems that reach beyond the traditional work, resource or project management.


31. BuilderPipe

  • Best for: SMBs
  • Price:
  • Jan 31, 2022
Compare BuilderPipe Vs. BuilderTREND

BuilderPipe is a unique approach to website creation and job project management. Typically, you would have a project to create your website, and add a separate project management software on your job site. BuilderPipe helps construction companies create their own website, and at the same time, this ...


32. Lasso CRM

  • Best for: SMBs
  • Price:
  • Apr 09, 2022
Compare Lasso CRM Vs. BuilderTREND

Lasso CRM is a customer relationship management solution for real estate and other businesses. The software was launched by Lasso Data Systems headquartered in British Columbia, Canada. It offers various analytical, marketing, accounting, and customer service solutions for the business. 


33. Corecon v7

  • Best for: SMBs
  • Price: starts at $100 per user/month
  • Jan 29, 2022
Compare Corecon v7 Vs. BuilderTREND

Corecon v7 is a growing cloud-based Construction software, it is designed to support small and medium size construction business. Corecon v7 received a rating of 3.7 from ITQlick team. The software cost is considered affordable (1.1/5) when compared to alternative solutions.


34. Bluebook ProEstimator

  • Best for: Small businesses and start ups
  • Price: starts at $50 per month
  • Feb 10, 2022
Compare Bluebook ProEstimator Vs. BuilderTREND

Bluebook ProEstimator is a growing cloud-based Construction software, it is designed to support small and medium size construction business. Bluebook ProEstimator received a rating of 4 from ITQlick team. The software cost is considered affordable (1.3/5) when compared to alternative solutions.


35. BaseStone

  • Best for: Small, medium and large size businesses
  • Price: starts at $21 per user/month
  • Feb 11, 2022
Compare BaseStone Vs. BuilderTREND

BaseStone is a platform that is used in the construction industry to make the process of sharing, and communicating of information quicker and easier. Everyone in the team will be able to communicate wherever they are and have access to the latest information that they require.


36. Smart Contractor

  • Best for: SMBs
  • Price: starts at $99 per user/year
  • Feb 15, 2022
Compare Smart Contractor Vs. BuilderTREND

Smart Contractor is a fast growing cloud-based Construction software, it is designed to support small and medium size construction business. Smart Contractor received a rating of 4.4 from ITQlick team. The software cost is considered affordable (1.3/5) when compared to alternative solutions.


37. Infor Construction

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 15, 2022
Compare Infor Construction Vs. BuilderTREND

Infor Construction is a growing cloud-based Construction software, it is designed to support small, medium and large size construction business. Infor Construction received a rating of 4 from ITQlick team. The software cost is considered affordable (1.6/5) when compared to alternative solutions.


38. BuildLinks

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 14, 2022
Compare BuildLinks Vs. BuilderTREND

BuildLinks is a high-tech software solution that is designed to meet the needs of production home builders. BuildLinks is known as the only software developer in the home builder industry that is capable of creating a new system with a focus on a system’s operations. The software is developed ...


39. IPM Global

  • Best for: Small, medium and large size businesses
  • Price: starts at $159 per user/month
  • Feb 14, 2022
Compare IPM Global Vs. BuilderTREND

IPM Global is a project management software solution for businesses of all sizes. Its services include resource management, contract control, planning and forecasting, and others. The software was designed and launched by IPM Global Software headquartered in Queensland, Australia.


40. HomebuilderONE

  • Best for: Small, medium and large size businesses
  • Price:
  • Oct 23, 2022
Compare HomebuilderONE Vs. BuilderTREND

HomebuilderONE is a construction project management solution for businesses of all sizes. Its capabilities include lot tracking, sales and marketing, estimating and scheduling, and others. The software was designed and launched by Sable Systems headquartered in Melbourne, Australia.


41. Blue Collar Software

  • Best for: SMBs
  • Price: starts at $49 per month
  • Jan 02, 2022
Compare Blue Collar Software Vs. BuilderTREND

Blue Collar Software is a web based construction management solution designed for small construction businesses. It offers such capabilities as quote management, accounting, task management, and others. The software was designed and launched by Blue Collar Software headquartered in Ontario, Canada. ...


42. PM Toolbox for Office 365

  • Best for: SMBs
  • Price: starts at $200 per feature/month
  • Mar 05, 2022
Compare PM Toolbox for Office 365 Vs. BuilderTREND

PM Toolbox for Office 365 is a growing cloud-based Project Management software, it is designed to support small and medium size business. PM Toolbox for Office 365 received a rating of 2.5 from ITQlick team. The software cost is considered affordable (1.2/5) when compared to alternative solutions.


43. Job Simplicity

  • Best for: SMBs
  • Price: starts at $55 per license
  • Oct 27, 2022
Compare Job Simplicity Vs. BuilderTREND

Job Simplicity is a construction management solution for small and medium construction businesses. It offers such services as estimating and purchasing, sales automation, scheduling, estimating, and others. The software was designed and launched by HomeFront Software headquartered in Alb...


44. Jonas

  • Best for: Small, medium and large size businesses
  • Price: starts at $8,000 per license
  • Mar 03, 2022
Compare Jonas Vs. BuilderTREND

Jonas Enterprise is a business management accounting software for construction companies that can help users to manage their business efficiently. The software offers two solutions: Service Management and Project Management Toolkits depending on users business needs. The business management accounti...


45. Tenderfield

  • Best for: Small, medium and large size businesses
  • Price: starts at $24 per month
  • Oct 28, 2022
Compare Tenderfield Vs. BuilderTREND

Tenderfield is a project management software for online construction tendering and construction project management in Australia. As a cloud-based construction management software, all the members of the team have access to the same data. It sets the standard for online tendering as well as project m...


46. Contractor V

  • Best for: Small, medium and large size businesses
  • Price:
  • Oct 29, 2022
Compare Contractor V Vs. BuilderTREND

Contractor V is a comprehensive financial management solution for construction businesses. The software offers a wide range of features for job costing, accounting and other financial aspects of construction projects. The software incorporates all the modules and features that are considered an inte...


47. CMIS

  • Best for: SMBs
  • Price: starts at $3,500 per license
  • Mar 24, 2022
Compare CMIS Vs. BuilderTREND

CMIS is cloud-based and on-premise fully integrated enterprise-level construction management software designed by ECL Software for GCs, estimators, subcontractors, home builders, and speciality contractors and more.


48. CBMS

  • Best for: SMBs
  • Price: starts at $3,000 per license
  • Mar 18, 2022
Compare CBMS Vs. BuilderTREND

CBMS is a growing cloud-based Construction software, it is designed to support small and medium size construction business. CBMS received a rating of 2.5 from ITQlick team. The software cost is considered affordable (1.5/5) when compared to alternative solutions.


49. FollowUp Power

  • Best for: SMBs
  • Price: starts at $55 per user/month
  • Sep 03, 2019
Compare FollowUp Power Vs. BuilderTREND

FollowUp Power is an award-winning cloud-based Construction software, it is designed to support small and medium size construction business. FollowUp Power received a rating of 4.5 from ITQlick team. The software cost is considered affordable (1.6/5) when compared to alternative solutions.


50. CMiC Professional

  • Best for: Small, medium and large size businesses
  • Price: starts at $90,000 per license
  • Jan 26, 2020
Compare CMiC Professional Vs. BuilderTREND

CMiC Professional software is a single database, fully integrated construction solution that can be deployed as on-premise, multi-tenant SaaS or a cloud-based solution. The platform helps to support the whole construction lifecycle by providing various tools for project management, budgeting, financ...


51. Project Invitation

  • Best for: Small, medium and large size businesses
  • Price: starts at $399 per user/month
  • Oct 24, 2022
Compare Project Invitation Vs. BuilderTREND

Project Invitation is a web based construction estimating solution for businesses of all sizes. It offers such services as bid management, contract management, job costing, and others. The software was designed and launched by American Project Guide headquartered in South Dakota, United States.


52. RENOMii

  • Best for: SMBs
  • Price: starts at $43 per month
  • Oct 31, 2022
Compare RENOMii Vs. BuilderTREND

RENOMii is a growing cloud-based Construction software, it is designed to support small and medium size construction business. RENOMii received a rating of 4.7 from ITQlick team. The software cost is considered affordable (1.2/5) 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.