Top 54 HVAC GPS Tracking Software (Feb 2023)

2023's Best 55 HVAC GPS Tracking Systems

Shlomi LaviShlomi Lavi / Feb 03, 2023

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1. Jobber

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

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


2. HouseCall Pro

  • Best for: Small, medium and large size businesses
  • Price: starts at $49 per user/month
  • Mar 08, 2022
Compare HouseCall Pro Vs. Jobber

HouseCall Pro is a cloud-based field management system which is designed for use in businesses of all sizes starting from small-sized businesses, medium-sized businesses, and large enterprises. The solution provides mobile support that comes in an application, which can be used on iOS and Android ph...


3. ServiceTitan

  • Best for: Small, medium and large size businesses
  • Price: starts at $398 per technician/month + $800 one-time setup cost
  • Dec 11, 2022
Compare ServiceTitan Vs. Jobber

ServiceTitan is a web based field service management solution for businesses of all sizes. It offers such capabilities as business intelligence, customer management, resource management, and others. The software was designed and launched by ServiceTitan headquartered in California, United States.


4. Service Fusion

  • Best for: SMBs
  • Price: starts at $126 per month
  • Mar 08, 2022
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Service Fusion is a field service management solution for businesses of all sizes. It offers such services as billing and invoicing, customer and contract management, inventory management, and others. The software was designed and launched by Service Fusion headquartered in Texas, United...


5. 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...


6. WorkZone Project Management

  • Best for: Small, medium and large size businesses
  • Price: starts at $24 per user/month
  • Mar 09, 2022
Compare WorkZone Project Management Vs. Jobber

WorkZone Project Management is a cloud-based project management solution that is designed for both individuals as well as businesses. The software provides the project managers with the ability to manage all projects from a single interface and provides them with gantt charts that allow the critical...


7. Pivotal Tracker

  • Best for: Small, medium and large size businesses
  • Price: starts at $10 per month
  • Mar 09, 2022
Compare Pivotal Tracker Vs. Jobber

Pivotal Tracker is a cloud based project management solution for businesses of all sizes. Core services of the software include document management, task management, collaboration, reporting, and others. The software was designed and launched by Pivotal Labs headquartered in California, ...


8. ServiceMax

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


9. Verizon Connect Reveal

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

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


10. Vonigo

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

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


Pricing Guide - HVAC GPS Tracking 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. Toggl

  • Best for: Small, medium and large size businesses
  • Price: starts at $9 per user/month
  • Apr 22, 2022
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Toggl is an online social media marketing and optimization software solution for small and medium businesses. In addition to that, it also offers useful accounting and scheduling capabilities. The software was designed and launched by NexGen Technologies Inc. headquartered in Colorado, U...


12. ServiceTrade

  • Best for: SMBs
  • Price: starts at $79 per technician/month
  • Mar 02, 2022
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ServiceTrade provides customer service applications to service contractors. Our mobile and web applications enable office staff and field technicians to deliver an amazing customer experience.


13. Omnitracs

  • Best for: Small, medium and large size businesses
  • Price: starts at $23 per user/month
  • Mar 28, 2022
Compare Omnitracs Vs. Jobber

Omnitracs software is a cloud-based fleet management solution designed to help organizations to manage route planning as well as vehicle delivery. The software solution allows commercial fleet businesses to manage several aspects of fleet management including data and analytics, compliance, producti...


14. GPS Insight

  • Best for: Small, medium and large size businesses
  • Price: starts at $39.95 per vehicle
  • Apr 03, 2022
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GPS Insight is a fleet management software designed to help organizations with a fleet of vehicles and heavy equipment gain accountability-driven insights on vehicles/equipment locations and how they are being used.


15. 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.


16. Base CRM

  • Best for: Small, medium and large size businesses
  • Price: starts at $19 per user/month
  • Dec 12, 2022
Compare Base CRM Vs. Jobber

Base CRM is a sales and CRM software that can help boost sales team productivity and business growth. The software can help users to manage their customers, work with leads and can be accessed from almost any internet enabled device. Base, the developers behind Base CRM, offers the first CRM sol...


17. Teamwork Projects

  • Best for: Small, medium and large size businesses
  • Price: starts at $10 per user/month
  • Jun 20, 2022
Compare Teamwork Projects Vs. Jobber

Teamwork projects is a cloud-based project management solution designed to track a project from start to finish. Its core features include time tracking, time tracking and billing, messages and chats and file uploads. With the time tracking feature, the user can monitor the time spent on each projec...


18. TomTom WEBFLEET

  • Best for: Medium business
  • Price: starts at $20 per month
  • Jul 16, 2022
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TomTom WEBFLEET is a cloud-based fleet management software solution that is focused on reducing mobile workforce cost as well as improve efficiencies with businesses. TomTom WEBFLEET allows the users to track the locations of their vehicles with the GPS tracking feature.


19. Badger Maps, Inc.

  • Best for: Medium and large size businesses
  • Price: starts at $49 per user/month
  • Oct 18, 2022
Compare Badger Maps, Inc. Vs. Jobber

Badger Maps is a cloud-based CRM software that enables Sales Representatives to manage their sales routes through scheduling and report automation.


20. Sergeant Schedule

  • Best for: Small, medium and large size businesses
  • Price: starts at $100 per user/month
  • Apr 30, 2022
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Sergeant Schedule is a cloud-based construction software for project managers and schedulers to track time, plan projects, merge estimates, and manage staff members.


21. ServiceM8

  • Best for: Small businesses and start ups
  • Price: starts at $9 per month
  • May 14, 2022
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ServiceM8 is an online field service software for organizations to take control of their operations, work smarter, get more customers, and complete work faster.


22. Whip Around

  • Best for: Small, medium and large size businesses
  • Price: starts at $5 per vehicle/month
  • May 16, 2022
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Whip Around is a cloud-based fleet management software solution that enables logistics departments and drivers to inspect their vehicle condition on their mobile devices.


23. Coresystems Field Service

  • Best for: Medium and large size businesses
  • Price: starts at $29 per month
  • Apr 28, 2022
Compare Coresystems Field Service Vs. Jobber

Coresystems Field Service is a field service management solution for businesses of all sizes. It offers such services as billing and invoicing, service history tracking, work order management, and others. The software was designed and launched by Coresystems headquartered in Switzerland.


24. simPRO Enterprise

  • Best for: SMBs
  • Price: starts at $129 per license
  • Apr 28, 2022
Compare simPRO Enterprise Vs. Jobber

simPRO Enterprise is a web based field service management solution for businesses of all sizes. It offers such capabilities as call center management, billing and invoicing, electronic signature, and others. The software was designed and launched by The simPRO Group Ltd headquartered in Australia. ...


25. SAP HYBRIS

  • Best for: Medium and large size businesses
  • Price: starts at $54,000 per license
  • May 14, 2022
Compare SAP HYBRIS Vs. Jobber

SAP Hybris is an e-Commerce program that is enterprise-level offering users with B2C and B2B store functionality. There are more than 2,500 stores utilizing this platform leading to more than 500,000 orders every day and about 20 million product SKUs. This program has been widely used predominantly ...


26. Hormiga Software

  • Best for: Medium and large size businesses
  • Price:
  • May 01, 2022
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Hormiga is a cloud-based Field Service software that enables managers to get insights into employees activities on the field using performance-optimizing tools.


27. ProntoForms for Construction

  • Best for: Medium and large size businesses
  • Price: starts at $15 per user/month
  • Apr 26, 2022
Compare ProntoForms for Construction Vs. Jobber

ProntoForms for Construction is a construction mobile form software designed to help construction companies manage workers and data more efficiently from Android, iOS, BlackBerry and Windows phones. Users will be able to send and fill out forms on site with or without connectivity from their...


28. Redmine

  • Best for: Small, medium and large size businesses
  • Price: starts at $6.90 per user/month
  • May 18, 2022
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Easy Redmine is a project management solution for businesses of all sizes. It offers such services as budget management, portfolio management, task management, and others. The software was designed and launched by Easy Software Ltd headquartered in Czech Republic.


29. ServicePower

  • Best for: Medium and large size businesses
  • Price:
  • May 29, 2022
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ServicePower is a web based field service management solution for businesses of all sizes. It offers such services as customer management, scheduling and routing, work order management, and others. The software was designed and launched by ServicePower Inc headquartered in Virginia, United States. ...


30. Repsly

  • Best for: SMBs
  • Price: starts at $24 per user/month
  • Jun 07, 2022
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Repsly is a cloud-based retail execution and sales enablement solution designed to help the user in contact and lead management. The solution helps centralize the sales of a specific brand, observational and in-store data connecting store-level activities with sales impact.


31. Useful

  • Best for: SMBs
  • Price: starts at $49 per user/month
  • Dec 17, 2022
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Useful is an award-winning cloud-based Field Service software, it is designed to support small and medium size business. Useful received a rating of 2.5 from ITQlick team. The software cost is considered affordable (1.4/5) when compared to alternative solutions.


32. Cetaris

  • Best for: Small, medium and large size businesses
  • Price: starts at $1,000 per license
  • Jun 23, 2022
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Cetaris is a cloud-based fleet management software that helps businesses to ease maintenance for vehicles through data analysis and capturing. It enables end-users to boost productivity by conducting standard repairs.


33. Lytx

  • Best for: Small, medium and large size businesses
  • Price: starts at $500 per user/month
  • Jul 04, 2022
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Lytx is a cloud-based and on-premise fleet management software solution that enables safety and video telematics for both public and commercial fleet companies.


34. StreetEagle

  • Best for: Small, medium and large size businesses
  • Price: starts at $10 per month
  • Jun 23, 2022
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StreetEagle software solution is a component of InSight Mobile Data cloud-based set of resource management solutions, which helps businesses to manage their fleets through GPS tracking, compliance tools, and route planning.


35. Azuga

  • Best for: Small, medium and large size businesses
  • Price: starts at $28 per month
  • Jul 04, 2022
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Azuga is a fleet management software designed to help businesses monitor drivers behavior and offer rewards for good driving behavior. The software helps to provide fleets performance updates directly to the drivers and notify them of vehicle maintenance.


36. Tract

  • Best for: Small businesses and start ups
  • Price: starts at $50 per technician/month
  • Jul 09, 2022
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Tract is a field service software designed to help simplify the management of field operations. The software combines mobile, web, and advanced identification devices to increase the accuracy in tracking field operations and enable communications in real-time.


37. EcoTrack Fleet Management

  • Best for: SMBs
  • Price:
  • May 25, 2022
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Eco Track Fleet Management is a fleet management software designed to track and monitor fleets using a GPS tracking system, track and reduce vehicle idle time by providing insights on drivers and fleets, and automatically schedule and carry out maintenance activities.


38. Force by Mojio

  • Best for: SMBs
  • Price: starts at $15 per vehicle
  • Mar 19, 2022
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Force by Mojio is a fleet tracking and management software built to manage and monitor vehicle movements using a live map tracking device, schedule vehicle maintenance activities, and track vehicle health by reading diagnostic engine trouble codes and using a predictive alert system.


39. Oil Command

  • Best for: SMBs
  • Price:
  • Feb 07, 2022
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Oil Command is a field service management software that helps service companies eliminate paperwork distractions in order to focus on key projects. It also gives field staff access to create, manage work tickets and share information.


40. PathRoute

  • Best for: Small businesses and start ups
  • Price: starts at $30 per month
  • Feb 26, 2022
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PathRoute is a cloud-based field service management software that automatically helps businesses create optimized routes for their delivery drivers.


41. Service Assistant

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 10, 2022
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Service Assistant is a field service management software that helps businesses view customer information, from the last time of service to how long they have been customers.


42. Webtech PLM Software

  • Best for: SMBs
  • Price:
  • Jul 13, 2022
Compare Webtech PLM Software Vs. Jobber

WebTech PLM is a cloud-based and on-premise hybrid product lifecycle management (PLM) solution that caters to businesses of all sizes across various industries. It enables the users manage projects, tasks, workflows, and has a built-in reporting engine.


43. FleetLocate

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

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


44. ClearPathGPS Software

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

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


45. FieldEZ Software

  • Best for: Medium and large size businesses
  • Price: starts at $15 per user/month
  • Jul 07, 2022
Compare FieldEZ Software Vs. Jobber

FiledEZ is a field service software designed to help businesses digitalize and transform their field operations. Customizable to suit each business workflow, the software can increase operational efficiency, enhance customer experience, and improve employee satisfaction.


46. FreightPath

  • Best for: Small businesses and start ups
  • Price: starts at $200 per month
  • May 03, 2022
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FreightPath is a cloud-based transportation management software that helps freight brokers automate tasks, including vetting carriers, creating documents, and offering track and trace to shippers.


47. Pacific Timecard

  • Best for: Medium and large size businesses
  • Price: starts at $250 per month
  • Jan 27, 2023
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Pacific Timecard is a cloud-based Human Resource software that allows its users to manage labor costs and other administrative processes. The software also enables them to keep administrative costs at the minimum and determine labor costs as against productive output.


48. 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...


49. Nextraq

  • Best for: Medium business
  • Price: starts at $34.95 per month
  • Oct 19, 2022
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NexTraq is an ELD-compliant fleet management solution for companies to get real-time insights on mobile assets and equipment. From the drivers behavior to how vehicles are being used, the software provides data-driven reports so as to improve drivers accountability and vehicle maintenance.


50. SAMPro Enterprise

  • Best for: Small, medium and large size businesses
  • Price: starts at $20,000 per license
  • Oct 07, 2022
Compare SAMPro Enterprise Vs. Jobber

SAMPro Enterprise is a web based field service management solution for businesses of all sizes. It offers such services as dispatch management, inventory control, job management, and others. The software was designed and launched by Data Basics Inc headquartered in Ohio, United States.


51. S2K Vision

  • Best for: Small, medium and large size businesses
  • Price: starts at $75 per feature/month
  • Feb 03, 2023
Compare S2K Vision Vs. Jobber

S2K Vision is a cloud-based and on-premise field service software solution. The software offers a variety of field solutions as it has electronic dispatching board, GPS tracking as well as scheduling and dispatching features that help with the field service management.


52. Foundation 3000

  • Best for: Small businesses and start ups
  • Price:
  • Jan 31, 2023
Compare Foundation 3000 Vs. Jobber

Foundation 3000 is an accounting and enterprise resource planning solution for businesses of all sizes. Its capabilities include archiving and retention, configurable data searching, and others. The software was designed and launched by SOFTREND Systems Inc headquartered in British Colum...


53. GoServicePro

  • Best for: Small businesses and start ups
  • Price: starts at $45 per user/month
  • Feb 02, 2023
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GoServicePro is a web based field service management solution for businesses of all sizes. It offers such capabilities as inventory control, job management, service history tracking, and others. The software was designed and launched by GoServicePro headquartered in Ohio, United States.


54. Contractor Essentials

  • Best for: SMBs
  • Price: starts at $98 per license
  • Feb 10, 2022
Compare Contractor Essentials Vs. Jobber

Contractor Essentials is a trending cloud-based Construction software, it is designed to support small and medium size construction business. Contractor Essentials received a rating of 4.8 from ITQlick team. The software cost is considered average (3.6/5) when compared to other solutions in their c...



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. 

Finding the right business software for your business
Proper business software selections are the precursor to successful deployment and business growth. Finding the right solutions doesnít have to be complicated, and it doesnít have to take days or weeks of your time.

After researching over 5,000 systems, we can identify the best solution for companies of all shapes and sizes. ITQlick.com is 100% free for software buyers.



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.