Top 54 Hotel Management Software (Feb 2023)

2023's Best 55 Hotel Management Systems

Shlomi LaviShlomi Lavi / Feb 02, 2023

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1. Cloudbeds

  • Best for: SMBs
  • Price: starts at $75 per user/month
  • Mar 11, 2022
Compare Cloudbeds Vs. Cloudbeds

Running a hospitality business is a full-time job. Switching between your tools takes you away from your guests. With Cloudbeds, you have one log in, one system that is always in sync.


2. ResNexus

  • Best for: SMBs
  • Price: starts at $3 per room/month
  • Apr 17, 2022
Compare ResNexus Vs. Cloudbeds

ResNexus is a cloud-based Hotel Management software that allows its users to gather more guest reservations online through customized websites.


3. Hostaway

  • Best for: Small, medium and large size businesses
  • Price: starts at $100 per month
  • Mar 21, 2022
Compare Hostaway Vs. Cloudbeds

Hostaway is a hotel management and rental vacation software that helps property managers make quick and synchronized reservations.


4. eZee Absolute

  • Best for: Small, medium and large size businesses
  • Price: starts at $45 per month
  • Apr 27, 2022
Compare eZee Absolute Vs. Cloudbeds

eZee Absolute is a hotel and hospitality management solution for hotels and property businesses of all sizes. It offers such capabilities as housekeeping management, reservations management, marketing management, and others. The software was designed and launched by eZee Technosys headquartered in I...


5. ThinkReservations

  • Best for: SMBs
  • Price: starts at $10 per room/month
  • Apr 16, 2022
Compare ThinkReservations Vs. Cloudbeds

ThinkReservations is a property management software that is designed to help businesses run more efficiently and boost profits.


6. Guesty

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 05, 2022
Compare Guesty Vs. Cloudbeds

Guesty is a cloud-based Hotel Management software that enables managers to garner insights on their business performance using tools for analytics. It also allows them to share property information on a branded portal.


7. Xotelia

  • Best for: SMBs
  • Price: starts at $40 per month
  • Dec 12, 2022
Compare Xotelia Vs. Cloudbeds

Xotelia (now eviivo) is a hotel management software that helps hospitality businesses run their businesses more smoothly and ultimately make them profitable ventures.


8. CiiRUS

  • Best for: Small, medium and large size businesses
  • Price: starts at $300 per month
  • May 20, 2022
Compare CiiRUS Vs. Cloudbeds

CiiRus is a hotel management software created to help hoteliers and rental property businesses speed up their business operations, generate more market leads, and manage their properties for increased profits.


9. Lodgify Software

  • Best for: Small businesses and start ups
  • Price: starts at $12 per month
  • Jun 02, 2022
Compare Lodgify Software Vs. Cloudbeds

Lodgify is a cloud-based Hotel Management software that enables rental owners to manage multiple sectors of their property from a central system and a direct channel website for commission-free bookings.


10. Sirvoy Software

  • Best for: Small businesses and start ups
  • Price: starts at $9 per month
  • Jul 14, 2022
Compare Sirvoy Software Vs. Cloudbeds

Sirvoy is a cloud-based Hotel Management software that enables property managers to channel reservations through their websites using a booking engine.


Pricing Guide - Hotel Management Software:

Hotel Management Software Price Range

Companies would typically pay between $25 and $75+ a month for starter subscription plans for Hotel Management Software (HMS). The price model is on a “per time/PAYG” basis, and most vendors can also include charges for additional features, such as Payment Processing, Multi-Property Administration and Revenue Management. Users can purchase Hotel management software products based on the size of the business, and some of the price ranges are as follows:

  • Small businesses can expect to pay between $50 and $220 per month for Hotel Management Software. For example, Cloudbeds pricing starts at $131 a month for ten rooms and $218 per month for hundred units. Hotelogix pricing begins at $65 a month, with an enterprise plan at $90 monthly. Furthermore, eZee Absolute Classic plan costs $50 a month, with Elite, Star, and Champion subscriptions (costing $75, $89, and $118 per month respectively) if you require a more extensive service.
  • Medium-based companies have price points within $100 and $250 a month. For instance, Quore pricing starts at $100 per month, Hotello PMS costs $180 a month, and RMS Cloud pricing goes for $125 monthly. Additionally, RoomKey PMS has a base subscription which goes for $250 a month. DJUBO Pro Hotelier pricing starts at $129 a month, with a separate Master Hotelier subscription, which costs $193 per month.
  • Large organizations can pay up to $18000 for HMS. For example, RoomRaccoon Pro costs $250 a month, and IQWARE PMS pricing starts at $500 per month. Some vendors charge annually, such as 5Stelle*, which goes for $1000 a year. Other HMS software for Large businesses have a perpetual license; ResortSuite SPA costs a one-time fee of $18000, InnSoft goes for $799 and Megasys HMS for $10000.

Some of the best of breeds under Hotel Management Software also have their peculiar price points as well, some of which are as follows:

  • Bed and Breakfast Software B&B Software has price points between $5 and $79 on a per month basis. For instance, InnRoad pricing starts at $79 a month, Sirvoy at $19 per month, and ThinkReservations at $50 monthly. Also, Lodgify cost price begins at $12 a month, with Professional and Ultimate plans for $32 and $48 a month, respectively. ReservationKey pricing starts at $29 a month for four units, with its other subscriptions costing higher as the entities increase.
  • Hotel Front Desk Software HFD Software products cost $25-$520 a month. The pricing for Smart Hotel, for example, begins at a minimum charge of $60 a month, CiiRUS pricing starts at $25 a month, Hoteliga costs $30 a month and BananaDesk at $41 monthly. Furthermore, Little Hotelier pricing begins at $89 a month for five rooms and $179 for 30 units. BookingLayer pricing starts at $129 a month, with other plans which cost $257 and $514 per month, respectively.
  • Hotel Reservation Software Users can expect to pay between $3 and $59 a month for Hotel Reservation Software products. For example, VRScheduler pricing goes for $45 a month, Elina cost price starts at $50 per month, and Xotelia starts from $13 monthly. Additionally, Uplisting pricing begins at $100 a month for one property and $200 per month for ten properties.
  • Motel Software Motel software pricing starts at around $5 a month and can go up to $40 a month for starter subscriptions. For illustration, StayFlexi cost price begins at $40 a month, SkyTouch Hotel OS costs $5 per month, and AioSell pricing goes for $5 monthly. Also, Wishbox pricing starts at $5 a month for each room unit.
  • Resort Management Software Users can expect to pay up to $5000 for RM software. For example, Mews Commander Basic Plan costs $9 a month, with its Professional and Enterprise plan at around $15 and $20 per month, respectively. SabeeApp Essentials costs about $513 a month, Roomsy Elite pricing goes for $249 a month, and OpenHotel PMS for up to $500 a month. Other software vendors charge for one-time licenses, such as RDPWin, which costs $5,000.

11. MyVR

  • Best for: Small, medium and large size businesses
  • Price:
  • Oct 24, 2022
Compare MyVR Vs. Cloudbeds

MyVR is a rental management software that helps rental businesses and property managers to automate scheduling, assign tasks and monitor progress, all in one platform.


12. Lodgical Solution Software

  • Best for: Small, medium and large size businesses
  • Price:
  • May 16, 2022
Compare Lodgical Solution Software Vs. Cloudbeds

Lodgical is a cloud-based Hotel Management software that enables managers to organise guest data using a variety of options.


13. Escapia

  • Best for: Small, medium and large size businesses
  • Price: starts at $9 per month
  • May 16, 2022
Compare Escapia Vs. Cloudbeds

Escapia is a cloud-based Hotel Management software that assists Managers in sourcing for guests and gathering rich information for listings.


14. ASI FrontDesk

  • Best for: SMBs
  • Price: starts at $195 per license
  • Apr 28, 2022
Compare ASI FrontDesk Vs. Cloudbeds

ASI FrontDesk is a front desk hotel management solution for businesses of all sizes. It offers such services as reservation engine, inventory management, credit card processing, and others. The software was designed and launched by Anand Systems Inc headquartered in California, United St...


15. RMS Hospitality

  • Best for: Small, medium and large size businesses
  • Price: starts at $54 per month
  • Apr 28, 2022
Compare RMS Hospitality Vs. Cloudbeds

RMS is a cloud-based property management solution for medium and large hospitality businesses and facilities. It has online booking, channel management, dynamic pricing, guest marketing, event management, asset maintenance, POS integration, and GDS integration features.


16. Hotelogix PMS

  • Best for: Small businesses and start ups
  • Price: starts at $3.99 per room/month
  • May 16, 2022
Compare Hotelogix PMS Vs. Cloudbeds

Hotelogix PMS is a hotel management software designed for hoteliers to facilitate online bookings, manage and control hotel properties, perform online payments, and customize business needs.


17. Cenium Hospitality ERP

  • Best for: Small, medium and large size businesses
  • Price:
  • May 19, 2022
Compare Cenium Hospitality ERP Vs. Cloudbeds

Cenium Hospitality ERP is a web based hotel and hospitality management solution for businesses of all sizes. It offers such capabilities as online booking system, front desk operations, distribution channel management, and others. The software was designed and launched by CENIUM headquartered in Nev...


18. GroupMAX

  • Best for: Small, medium and large size businesses
  • Price: starts at $39.95 per month
  • Dec 13, 2022
Compare GroupMAX Vs. Cloudbeds

GroupMAX is a web based hospitality and hotel management solution for businesses of all sizes. It offers such capabilities as online booking engine, reservations management, and others. The software was designed and launched by Passkey International Inc headquartered in Massachusetts, United States....


19. RezEasy Cloud PMS

  • Best for: SMBs
  • Price: starts at $35 per month
  • May 21, 2022
Compare RezEasy Cloud PMS Vs. Cloudbeds

RezEasy Cloud PMS is a hotel management software designed for businesses to connect directly with guests, make online bookings, reduce cost of operations, and channel management functions.


20. ATRIO

  • Best for: Medium and large size businesses
  • Price:
  • Dec 14, 2022
Compare ATRIO Vs. Cloudbeds

ATRIO software is a cloud-hosted hotel management suite designed for businesses like amusement parks, independent hotels, and campgrounds among others. The suite features ARTIO Guest Experience Management which offers features as arrival & departure lists, booking and check-in, and room controller a...


21. Amadeus LinkHotel Solution

  • Best for: Small, medium and large size businesses
  • Price:
  • May 29, 2022
Compare Amadeus LinkHotel Solution Vs. Cloudbeds

Amadeus LinkHotel Solution is an integrated cloud-based inventory and content management software modeled to service individual and chain hotels around the globe.


22. Fidelity PMS

  • Best for: Medium and large size businesses
  • Price:
  • May 29, 2022
Compare Fidelity PMS Vs. Cloudbeds

Fidelity PMS is a property management software solution for businesses of all sizes. It offers such services as front office management, reservations management, vacation rental, and others. The software was designed and launched by MAiS Information Systems Inc headquartered in Slovenia.


23. Holiday Booking Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $475 per property/month
  • Jun 18, 2022
Compare Holiday Booking Software Vs. Cloudbeds

Holiday Booking Software is a web based booking system and holiday rental solution for businesses of all sizes. It offers such capabilities as lead management, bookings management, customer management, and others. The software was designed and launched by I-Pro Software Ltd headquartered in the Unit...


24. GuestList

  • Best for: Small, medium and large size businesses
  • Price: starts at $1.50 per license
  • Jun 18, 2022
Compare GuestList Vs. Cloudbeds

Guestlist is a guest and booking management software for event managers to create and manage events, create event websites, manage guests, and get real-time analytics for events.


25. HiSuite

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 18, 2022
Compare HiSuite Vs. Cloudbeds

HiSuite Software is a hotel and hospitality management solution for businesses of all sizes. It offers such services as guest information management, reservations management, inventory management, and others. The software was designed and launched by HiRUM Software Solutions headquartered in Austral...


26. Innkeepers Advantage

  • Best for: Small businesses and start ups
  • Price: starts at $49.95 per month
  • Jun 30, 2022
Compare Innkeepers Advantage Vs. Cloudbeds

Innkeepers Advantage is a hotel management software designed to help hotels manage their guests, websites, and payment processes.


27. Dashbell

  • Best for: Small businesses and start ups
  • Price: starts at $37 per month
  • Jun 25, 2022
Compare Dashbell Vs. Cloudbeds

Dashbell is a web based hotel and hospitality management solution for small and medium property businesses. It offers such capabilities as distribution channel management, flexible rate management, online booking system, and others. The software was designed and launched by BookingMarkets Inc headqu...


28. ALICE

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 05, 2022
Compare ALICE Vs. Cloudbeds

Alice is a hotel operations management software that enables hotel staff to improve decision making and communication by tracking reports and dashboards and overseeing all business operations.


29. CabinKey

  • Best for: Small businesses and start ups
  • Price: starts at $99 per month
  • Feb 26, 2022
Compare CabinKey Vs. Cloudbeds

CabinKey a cloud-based hotel management software that helps users manage their vacation rental properties, campgrounds and resorts. The software allows property owners to set up their properties, configure their rates and enable guests to make reservations.


30. HotelKey PMS

  • Best for: SMBs
  • Price: starts at $3 per month
  • May 16, 2022
Compare HotelKey PMS Vs. Cloudbeds

HotelKey is a hotel management software designed to help property owners and managers make front office operations efficient and clean. It offers a guided workflow from receiving guests, booking a room to checking out a departure.


31. rGuest

  • Best for: Medium and large size businesses
  • Price:
  • Jul 06, 2022
Compare rGuest Vs. Cloudbeds

rGuest is a hotel and hospitality management solution for property businesses of all sizes. It offers such capabilities as revenue management, ROI management, online dining reservations, and others. The software was designed and launched by Agilysys Inc headquartered in Georgia, United States.


32. WebRezPro

  • Best for: Small businesses and start ups
  • Price: starts at $5 per user/month
  • Jul 05, 2022
Compare WebRezPro Vs. Cloudbeds

WebRezPro is cloud-based property management system with traditional and advanced PMS features. The software was designed by World Web Technologies, Inc. headquartered in Alberta, Canada. It offers all the unique advantages of cloud-based systems such as remote accessibility and integrated web.


33. Managinng-com

  • Best for: SMBs
  • Price: starts at $200 per room/month
  • Jul 28, 2022
Compare Managinng-com Vs. Cloudbeds

Managinng.com is a web based hotel and hospitality management solution for small and medium property businesses. It offers such capabilities as accounting management, email automation, reservations management, and others. The software was designed and launched by Managinng.com headquartered in Greec...


34. Vendor Remote

  • Best for: Small, medium and large size businesses
  • Price: starts at $495 per month
  • Aug 05, 2022
Compare Vendor Remote Vs. Cloudbeds

Rezserve is a hotel management software designed to help hospitality businesses transform their website into a tool that generates sales and revenue. With the software, they will be able to sell rooms & activities online, promote their hotel with video tours, and harness a boutique hotel website des...


35. protel Hotel

  • Best for: Medium and large size businesses
  • Price:
  • Sep 28, 2022
Compare protel Hotel Vs. Cloudbeds

Protel Hotel is a hotel property management software designed to help hotels to improve their guests experience. The software enables them to improve reservation, billing and payment process.


36. Hotello

  • Best for: Medium business
  • Price: starts at $85 per month
  • Sep 21, 2022
Compare Hotello Vs. Cloudbeds

Hotello is a hotel and hospitality management solution for businesses of all sizes. It offers such capabilities as front office management, maintenance management, reservations management, and others. The software was designed and launched by Mingus Software headquartered in Quebec, Canada.


37. Rentals United

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $224.69 per month
  • Oct 19, 2022
Compare Rentals United Vs. Cloudbeds

Rentals United started in 2015 when the founders of competing vacation rental agencies got together to find an efficient solution to automatic inventory distribution. (Read our story: How Three Competitors came Together to create a Multi Million Euro Startup) The answer was an intuitive platform tha...


38. Infor HMS

  • Best for: Small, medium and large size businesses
  • Price:
  • Oct 19, 2022
Compare Infor HMS Vs. Cloudbeds

Infor HMS is a hotel management software that helps hotel organizations improve guest experience, boost revenues and encourage return visits.


39. InnGrid

  • Best for: SMBs
  • Price: starts at $56 per month
  • Oct 07, 2022
Compare InnGrid Vs. Cloudbeds

innGrid which is a subsidiary of Roomsy is a cloud-based hotel management solution designed to help hoteliers, vacation rental managers, and hostel operators. The solution core features include online booking, payment processing, and hospitality management solution. The solution can be scaled to acc...


40. RezOvation Web

  • Best for: Small businesses and start ups
  • Price: starts at $60 per month
  • Oct 07, 2022
Compare RezOvation Web Vs. Cloudbeds

RezOvation Web is a web based hotel and hospitality management solution for properties of small and medium size. It offers such capabilities as marketing management, group management, reservations management, and others. The software was designed and launched by Homeaway Software Inc headquartered i...


41. roomMaster

  • Best for: Small businesses and start ups
  • Price: starts at $195 per room/month
  • Oct 06, 2022
Compare roomMaster Vs. Cloudbeds

roomMaster is a property management software solution for businesses of all sizes. It offers such services as guest management, central reservations, analytics, and others. The software was designed and launched by InnQuest Software, headquartered in Florida, United States.


42. innRoad

  • Best for: Medium and large size businesses
  • Price: starts at $150 per month
  • Oct 06, 2022
Compare innRoad Vs. Cloudbeds

innRoad is a hotel and hospitality management solution for businesses of all sizes. Its capabilities include credit card processing, data security, multi-location support, reporting, and others. The software was developed and released by innRoad Inc headquartered in New York, United States.


43. RDP

  • Best for: Medium and large size businesses
  • Price: starts at $500 per month
  • Oct 06, 2022
Compare RDP Vs. Cloudbeds

RDP is a hotel and hospitality management solution for businesses of all sizes. It offers support for multiple reservation channels along with work order management, analytics, and other capabilities. The software was designed and launched by Resort Data Processing Inc headquartered in Co...


44. Trips Software

  • Best for: Small businesses and start ups
  • Price: starts at $50 per 2 users/month
  • Apr 10, 2022
Compare Trips Software Vs. Cloudbeds

Trips Software is a fast growing cloud-based Hotel Management software, it is designed to support small and medium size hotels. Trips Software received a rating of 5 from ITQlick team. The software cost is considered affordable (2.2/5) when compared to alternative solutions.


45. Clock PMS

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 02, 2023
Compare Clock PMS Vs. Cloudbeds

Clock PMS is a fast growing cloud-based Hotel Management software, it is designed to support small, medium and large size hotels. Clock PMS received a rating of 4.7 from ITQlick team. The software cost is considered affordable (1.5/5) when compared to alternative solutions.


46. RepoApp

  • Best for: Small, medium and large size businesses
  • Price: starts at $999.99 per year
  • Feb 09, 2022
Compare RepoApp Vs. Cloudbeds

RepoApp is a fast growing cloud-based Hotel Management software, it is designed to support small, medium and large size hotels. RepoApp received a rating of 2.5 from ITQlick team. The software cost is considered affordable (1.8/5) when compared to alternative solutions.


47. Cloud PMS

  • Best for: Small, medium and large size businesses
  • Price: starts at $30 per user/month
  • Feb 15, 2022
Compare Cloud PMS Vs. Cloudbeds

Newhotel Cloud PMS is a web based hotel and hospitality management solution for businesses of all sizes. It offers such capabilities as front office management, marketing management, reservations management, and others. The software was designed and launched by Newhotel.com Inc headquartered in Port...


48. Kott Hospitality Management

  • Best for: Small, medium and large size businesses
  • Price: starts at $10,000 per license
  • Feb 15, 2022
Compare Kott Hospitality Management Vs. Cloudbeds

Kott Hospitality Management is a web based hotel and hospitality management solution for property businesses of all sizes. It offers such capabilities as online booking, reservations management, catering management, and others. The software was designed and launched by Kott Software headquartered in...


49. Hoteliga

  • Best for: SMBs
  • Price: starts at $30 per month
  • Feb 15, 2022
Compare Hoteliga Vs. Cloudbeds

Hoteliga is a web based hotel and hospitality management solution for property businesses of all sizes. It offers such capabilities as front office management, housekeeping management, reservations management, and others. The software was designed and launched by Hoteliga headquartered in Germany.


50. eZee FrontDesk

  • Best for: Small, medium and large size businesses
  • Price: starts at $1,150 per license
  • Feb 21, 2022
Compare eZee FrontDesk Vs. Cloudbeds

A hotel management software a.k.a - a software that streamlines the A-Z of hotel operations. It is a set of fully integrated modules that handle reservation, room operations, housekeeping, guest engagement, banqueting and so. Playing a significant role in increasing a hotels efficiency and revenue, ...


51. Innkey PMS

  • Best for: Small, medium and large size businesses
  • Price: starts at $3 per feature/month
  • Feb 19, 2022
Compare Innkey PMS Vs. Cloudbeds

Innkey PMS is a web based hotel and property management solution for property businesses of all sizes. It offers such services as employee management, guest experience management, online booking, and others. The software was designed and launched by Innkey Infosystems Pvt Ltd headquartered in Gujara...


52. MyPMS

  • Best for: Small, medium and large size businesses
  • Price: starts at $50 per user/month
  • Feb 19, 2022
Compare MyPMS Vs. Cloudbeds

MyPMS is a trending cloud-based Hotel Management software, it is designed to support small, medium and large size hotels. MyPMS received a rating of 3.8 from ITQlick team. The software cost is considered affordable (1/5) when compared to alternative solutions.


53. Properly

  • Best for: Small, medium and large size businesses
  • Price: starts at $12 per license
  • Feb 22, 2022
Compare Properly Vs. Cloudbeds

Properly is a fast growing cloud-based Field Service software, it is designed to support small, medium and large size business. Properly received a rating of 4.7 from ITQlick team. The software cost is considered affordable (1.3/5) when compared to alternative solutions.


54. Frontdesk Anywhere

  • Best for: SMBs
  • Price: starts at $4 per server/month
  • Feb 22, 2022
Compare Frontdesk Anywhere Vs. Cloudbeds

Frontdesk Anywhere is a web based hotel and hospitality management solution for businesses of all sizes. It offers such capabilities as front office management, online booking, maintenance management, and others. The software was designed and launched by Frontdesk Anywhere Inc headquartered in Calif...



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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2023 best Hotel Management Software | ITQlick.com

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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.