Top 54 Mac EMR and Medical Billing Software (Jan 2023)

2023's Best 55 Mac EMR and Medical Billing Systems

Shlomi LaviShlomi Lavi / Jan 24, 2023

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1. Practice fusion

  • Best for: Small businesses and start ups
  • Price: starts at $149 per provider/month
  • Jan 23, 2023
Compare Practice fusion Vs. Practice fusion

Practice Fusion is a medical practice management and EHR solution for medical practices of all sizes. The software offers a variety of electronic health record solutions along with practice management features. It was designed by Practice Fusion, Inc., founded in 2005 and headquartered in California...


2. WebPT EMR

  • Best for: Small, medium and large size businesses
  • Price: starts at $3 per provider/day
  • Aug 17, 2022
Compare WebPT EMR Vs. Practice fusion

WebPT EMR is a cloud-based electronic health record solution that is used in practices of all sizes in hospitals and clinics of all sizes. The solution is designed to be used in multiple disciplines such as general family care, therapy, dermatology, and family care services among other disciplines.


3. eClinicalWorks

  • Best for: Small, medium and large size businesses
  • Price: starts at $449 per provider/month + 2.9% of practice collections
  • Dec 21, 2022
Compare eClinicalWorks Vs. Practice fusion

eClinicalWorks is a practice management solution for healthcare providers. The solution offers a number of features that include a patient engagement tool that allows patients to engage better with their own health. The solution also allows patients to book appointments online.


4. AdvancedMD

  • Best for: Small, medium and large size businesses
  • Price: starts at $429 per provider/month
  • Jan 24, 2023
Compare AdvancedMD Vs. Practice fusion

AdvancedMD is a web based practice management solution for medical businesses of all sizes. Other than practice management, it also features user communication, accounting, and customization capabilities. The software was developed and launched by AdvancedMD Software Inc headquartered in...


5. DrChrono EHR

  • Best for: Small, medium and large size businesses
  • Price: starts at $199 per provider/month
  • Jan 24, 2023
Compare DrChrono EHR Vs. Practice fusion

DrChrono EHR is a cloud-hosted medical practice management platform that is compatible with iPhone and iPad devices. The software offers EHR & medical billing solutions that lets its users manage patient intake, billing, revenue cycle management, and clinical charting.


6. Therabill

  • Best for: Small, medium and large size businesses
  • Price: starts at $149 per provider/month + $199 setup fee
  • Dec 22, 2022
Compare Therabill Vs. Practice fusion

Therabill is a cloud-based medical software for small to large mental health and speech therapy institutions. Its key features include Home health management, Physician management, Automated scheduling, Document management, Claims processing, and Invoice management to name a few.


7. MacPractice DDS

  • Best for: SMBs
  • Price: starts at $100 per host/hour
  • Mar 12, 2022
Compare MacPractice DDS Vs. Practice fusion

MacPractice DDS is an on-premise chiropractic software solution that offers a new option of clinical and practice management platform for all practitioners. The software is a MacOS and iOS-based software that caters for chiropractic, medical, dental and optical practices. It offers a Mac OS X migrat...


8. Valant EHR

  • Best for: Small, medium and large size businesses
  • Price: starts at $135 per month
  • Jul 24, 2022
Compare Valant EHR Vs. Practice fusion

Valant EHR is a cloud-based electronic health records solution designed for mental and behavioral health professionals. The solution helps the user increase efficiency, streamline documentation, and enhance practice and agency productivity.


9. Praxis EMR

  • Best for: Small, medium and large size businesses
  • Price: starts at $259 per month
  • Mar 12, 2022
Compare Praxis EMR Vs. Practice fusion

Praxis EMR software is a leading electronic health record solution designed for different healthcare practices. It offers a number of solutions that include template-free documentation that helps users practice faster and easier medicine.


10. DrFirst Rcopia

  • Best for: Large business
  • Price: starts at $799 per year
  • Mar 13, 2022
Compare DrFirst Rcopia Vs. Practice fusion

DrFirst Rcopia MU is a cloud based HIPAA compliant medication management and advanced clinical solution that helps specialty, hospitals and other enterprises to track patient safety and medication.


Pricing Guide - Mac EMR and Medical Billing Software:

Medical Software Price Range

Small and midsize practices can expect to pay around $500 per month for an EMR subscription. There are some free solutions, of course, that simply don’t get the job done, and others that charge $1,000+ per month. Major healthcare organizations are paying between $10,000 to $100,000 per month on this type of software.

  • EHR Software: can cost between $99 to $999+ per provider per month. For example, e-MDs Chart starts at $399 per month, eClinicalWorks is $499 per month, and Intelligent Medical Software starts at $199 per month. Praxis Electronic Medical Records pricing is $259 per month, and Practice Fusion is offered for free but it’s not recommended for every type of practice.
  • Medical Billing Software: $99 – $1,000+ per provider per month - In addition some vendors charge a percentage of the collections (between 2% to 10%). A few examples include: PrognoCIS costs $250 per month, NueMd is $150 per month, and Kareo charges 4%-9% of the collections.
  • Appointment Scheduling Software: $9 – $299 per month, depending on how many users need a license. BookSteam starts at $19.95 per month per user, SimplyBook.me offers a free version, and it offers another plan starting at $10 per month.
  • Medical Practice Management Software: $9.99 – $149 per month; vCita starts at $12 per month and Caspio at $99 per month - Caspio also offers a free version.
  • Patient Portals: $9.99 to $149.00 per month; TeamDesk costs $49 per month, and Solutionreach pricing starts at $299 per month.
  • Online Reputation Software: Pricing ranges between $199 to $4999. RemoveYourName starting at $3,000 and Integrity Defenders at $630.
  • Chiropractic Software: Pricing ranges between $49 to $999+. vCita starts at $12 per month and Intelligent Medical Software price starts at $199 per month.

11. ElationEMR

  • Best for: Small businesses and start ups
  • Price: starts at $275 per month
  • Dec 21, 2022
Compare ElationEMR Vs. Practice fusion

ElationEMR is a cloud-based electronic health record solution that comes to users as a suite with medical billing solution and a medical practice management solution available that are suitable for use in all disciplines of the healthcare and the medical industry.


12. AntWorks Healthcare

  • Best for: SMBs
  • Price:
  • Mar 11, 2022
Compare AntWorks Healthcare Vs. Practice fusion

AntWorks Healthcare is a cloud-based medical practice management solution that is designed for use in all types of hospitals and clinics. The solution can be used in all types of practices including small-sized practices, medium-sized practices, and large practices and in diverse practices including...


13. Office Practicum

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 25, 2022
Compare Office Practicum Vs. Practice fusion

Office Practicum is a cloud-based electronic health record solution suitable to be sued as a medical billing software as well as a practice management solution in various disciplines of the healthcare and medical industry.


14. OpenEMR

  • Best for: Small businesses and start ups
  • Price: starts at $5 per month
  • Jun 22, 2022
Compare OpenEMR Vs. Practice fusion

OpenEMR is a cloud-based and on-premise solution that provides electronic medical reports, patient scheduling, and medical billing services. Functionalities offered in OpenEMR help the medical team to provide reports on their patients, take notes during appointments with the patients that are then u...


15. Eyefinity EHR

  • Best for: SMBs
  • Price: starts at $100 per provider
  • Jul 08, 2022
Compare Eyefinity EHR Vs. Practice fusion

Eyefinity EHR is an electronic health records management solution for businesses of all sizes. It offers assistance in practice management, scheduling, patient data management, and other aspects. The software was designed and launched by Eyefinity Inc headquartered in California, United ...


16. TherapyNotes

  • Best for: SMBs
  • Price: starts at $49 per user/month
  • Dec 21, 2022
Compare TherapyNotes Vs. Practice fusion

TherapyNotes is a cloud-based electronic health record solution also used a medical billing solution. The solution can be used in all non-medical practices in the hospitals as well as the medical practice.


17. NueMD

  • Best for: SMBs
  • Price: starts at $149 per user/month
  • Apr 23, 2022
Compare NueMD Vs. Practice fusion

NueMD is a cloud-based electronic health record solution that can be used as a medical billing solution and is designed for use in hospitals and clinics of all sizes.


18. MacPractice MD

  • Best for: Small, medium and large size businesses
  • Price: starts at $100 per hour
  • Oct 17, 2022
Compare MacPractice MD Vs. Practice fusion

MacPractice MD is an on-premise medical practice management solution that is developed to be used by physicians in improving the quality of practices they offer their patients. the software is developed to be used only on Mac OS and IOS phones only because it has a mobile friendly application also. ...


19. Genesis Chiropractic

  • Best for: Small businesses and start ups
  • Price:
  • Apr 25, 2022
Compare Genesis Chiropractic Vs. Practice fusion

Genesis Chiropractic is a cloud-based solution that offers billing services and can be implemented in any practice. The solution has a number of features including a point of scale feature that handles inventory management, patient financing, and sales tax tracking.


20. Insight EMR and Billing by Clinicient

  • Best for: Small, medium and large size businesses
  • Price: starts at $50 per feature/month
  • Apr 28, 2022
Compare Insight EMR and Billing by Clinicient Vs. Practice fusion

Insight EMR and Billing is an integrated web-based EMR, practice management and billing solution that is designed for outpatient rehabilitation practices. The solution has a number of features that include patient registration, appointment scheduling, medical recording, accounts receivable among oth...


21. Kipu Systems

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 28, 2022
Compare Kipu Systems Vs. Practice fusion

Kipu Systems is a medical, HER, and EMR solution for small, medium, and large healthcare companies specializing in Behavioral Health, SUD, and Eating Disorders. Its key features include appointment scheduling, compliance tracking, e-prescribing, treatment plans, and employee management.


22. ReadySet

  • Best for: Large business
  • Price:
  • Apr 25, 2022
Compare ReadySet Vs. Practice fusion

ReadySet is a cloud-based occupational health and safety software solution. It offers a number of features that include an employee portal which helps employees update their health information, print records, and self-report incident.


23. Community CareLink

  • Best for: Large business
  • Price: starts at $499 per license
  • May 22, 2022
Compare Community CareLink Vs. Practice fusion

Community Carelink was established in 1959 in Lansdowne, Philadelphia. It was established with the motto to provide people with mental illness a progressive alternative to the revolving door of hospital care. Currently, Carelink serves over 1000 participants in 31 community programs. It employs ov...


24. TM3

  • Best for: Small, medium and large size businesses
  • Price: starts at $50 per month
  • May 22, 2022
Compare TM3 Vs. Practice fusion

TM3 is a cloud-based electronic health record solution that is developed to be used also as a practice management solution and a medical billing solution. The solution comes to users as a suite and this helps the users save much of their money and has helped in reducing the maintenance cost of mana...


25. ChiroSuite EHR

  • Best for: Small businesses and start ups
  • Price: starts at $149 per license
  • May 19, 2022
Compare ChiroSuite EHR Vs. Practice fusion

ChiroSuite EHR is a cloud-based chiropractic Electronic Health Record software which helps in healthcare practice management and billing. The solution offers a number of features which include a SOAP note documentation system for entering and maintaining patient exam information and documentation.


26. TouchWorks EHR

  • Best for: Medium and large size businesses
  • Price: starts at $150 per provider
  • May 19, 2022
Compare TouchWorks EHR Vs. Practice fusion

TouchWorks EHR is a cloud-based electronic health record solution that is suitable for use in midsize and large health facilities. The solution is ONC-ATCB certified for meaningful use and can, therefore, be applicable in all types of practices. the solution allows the physicians to access the patie...


27. meridianEMR

  • Best for: Large business
  • Price:
  • Dec 14, 2022
Compare meridianEMR Vs. Practice fusion

MeridianEMR is cloud-based and on-premise electronic health record (EHR). MeridianEMR is certified by ONC-ATCB for small, midsize and large general surgeons and urologists.


28. CodoniXnotes

  • Best for: SMBs
  • Price: starts at $498 per user/month
  • Jun 16, 2022
Compare CodoniXnotes Vs. Practice fusion

CodoniXnotes is a cloud-based medical solution that is designed for physician practices and urgent medical facilities. The solution allows clinicians to create records while providing granular data capture.


29. EncounterWorks

  • Best for: Medium business
  • Price: starts at $150 per license
  • Jun 17, 2022
Compare EncounterWorks Vs. Practice fusion

EncounterWorks is a cloud-based solution that combines billing, data management, and other EHR functions into one platform. The data management module helps users streamline day-to-day operations, billing and organizations administration.


30. bestPTsystem

  • Best for: SMBs
  • Price:
  • Jun 18, 2022
Compare bestPTsystem Vs. Practice fusion

bestPT is a web-based EHR and practice management solution designed for physical therapy clinics and practice of all sizes. It has a number of features including a physical therapy office billing solution that allows users to process and collect payments faster.


31. TherapyRehab Plus

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 18, 2022
Compare TherapyRehab Plus Vs. Practice fusion

TherapyRehab Plus is both cloud-based as well as an on-premise electronic health record solution that stores all the necessary information produced in a hospital. The solution is developed for physicians of all disciplines, physical therapists, occupational therapists, and speech therapists.


32. Medics EHR

  • Best for: Small, medium and large size businesses
  • Price:
  • Aug 24, 2022
Compare Medics EHR Vs. Practice fusion

Medic EHR is a cloud-based Medical, EMR & EHR software that allows practitioners to access chart and transcription functions with voice and intelligent data insertions.


33. TherapySource

  • Best for: Medium and large size businesses
  • Price: starts at $29 per license
  • Jun 24, 2022
Compare TherapySource Vs. Practice fusion

Therapysource is a cloud-based medical software that works perfectly in clinics of all sizes, especially outpatient therapy clinics. The software provides physical therapy tools for small-sized practices and medium-sized practices.


34. iDoc

  • Best for: Medium and large size businesses
  • Price: starts at $2,500 per license
  • Jun 24, 2022
Compare iDoc Vs. Practice fusion

iDoc is a cloud-based solution as well as an on-premise document management solution that is designed to be used in businesses as well as by individuals. The solution can be used in all types of businesses such as small-sized businesses, medium-sized businesses, and large enterprises since it has th...


35. LeonardoMD Renaissance

  • Best for: Small businesses and start ups
  • Price: starts at $150 per month
  • Dec 19, 2022
Compare LeonardoMD Renaissance Vs. Practice fusion

LeonardoMD Renaissance is a cloud-based medical practice management solution that is designed to help physicians to become more effective in their work. This is achieved since the solution is able to reduce the time spent by physicians in doing repetitive tasks.


36. MedGre

  • Best for: SMBs
  • Price: starts at $350 per provider/month
  • Jul 07, 2022
Compare MedGre Vs. Practice fusion

MedGre is both a cloud-based solution as well as an on-premise electronic health record solution that is designed for use in hospitals and clinics of all types. The solution is offered with features and functionalities that maKe it suitable to be used in practices of all sizes such as small-sized pr...


37. BillingDoc

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 21, 2022
Compare BillingDoc Vs. Practice fusion

BillingDoc Medical Billing is committed to offering healthcare professionals a cost-effective alternative to maintaining an in-house billing office by providing the same benefits and services without the overhead and time constraints associated with housing, managing payroll and personnel.


38. Cardiology Cloud

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 21, 2022
Compare Cardiology Cloud Vs. Practice fusion

Cardiology-Cloud, powered by WRS Health, an EHR and Practice Management System is designed specifically to meet the needs of Cardiologists, integrating every aspect of your practice from appointment scheduling to revenue cycle management on a single, cloud-based platform. You can access the system 2...


39. FreeMED

  • Best for: Small business, Large business
  • Price:
  • Feb 01, 2022
Compare FreeMED Vs. Practice fusion

FreeMED is an opensource electronic medical record and practice management system which has been developed since 1999. It was developed under the GPL, and remains free and open for all to modify and use.


40. InterSystems HealthShare

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 21, 2022
Compare InterSystems HealthShare Vs. Practice fusion

InterSystems technology and solutions power intelligent clinical workflows and real-time decision support wherever care decisions are made. They provide the analytics to manage an organization – or the health of a population. They are built to mine the largest data lakes through machine learning and...


41. Medsphere Systems

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 22, 2022
Compare Medsphere Systems Vs. Practice fusion

Comprehensive EHR and RCM solutions for inpatient and ambulatory facilities with outsourced managed IT services and supply chain management to improve overall patient care.


42. OpenMRS

  • Best for: Small, medium and large size businesses
  • Price: Has a free version
  • Jul 23, 2022
Compare OpenMRS Vs. Practice fusion

OpenMRS is a cloud-based electronic management record solution that allows users to store and update records of their patients. The software is an open-source medical solution that allows healthcare facilities to customize and adjust the software to meet their needs.


43. Acuitas activEHR 2-0

  • Best for: Medium and large size businesses
  • Price:
  • Jul 18, 2022
Compare Acuitas activEHR 2-0 Vs. Practice fusion

Acuitas activEHR 2.0 is an on-premise or cloud-based electronic health record solution that caters to midsize and large ophthalmology and optometry practices. It offers a number of features that include frames data IDA (Immediate Data Access) that help in updating of the frames.


44. OPTIMIS PT

  • Best for: Large business
  • Price: starts at $200 per month
  • Jul 18, 2022
Compare OPTIMIS PT Vs. Practice fusion

OPTIMISPT is a cloud-based practice management solution that is suitable for use in all types of therapy practices. The solution is designed with features that make it suitable for use in practices of all sizes such as small-sized practices, medium-sized practices, and large practices.


45. Dovetail

  • Best for: SMBs
  • Price: starts at $399 per month
  • Jul 18, 2022
Compare Dovetail Vs. Practice fusion

Dovetail software is a cloud-based EHR solution that facilitates intuitive patient care. The solution offers a number of features that include a file cabinet that contains all the patients files. The financial reporting module allows users to optimize their practice in real-time and on a future plan...


46. BackChart - Chiropractic EHR

  • Best for: Small businesses and start ups
  • Price: starts at $89 per provider/month
  • Jul 30, 2022
Compare BackChart - Chiropractic EHR Vs. Practice fusion

BackChart – Chiropractic is a cloud-based solution that is developed specifically for the chiropractors. The solution is developed with an Electronic health record feature in it, practice management solution as well as a billing software to be used in chiropractic practices.


47. MedServices STAT EHR

  • Best for: SMBs
  • Price: starts at $3,000 per month
  • Feb 21, 2022
Compare MedServices STAT EHR Vs. Practice fusion

MedServices STAT EHR is a cloud-based electronic health record solution that is designed for use in hospitals and clinics of all sizes. The solution is also used as a practice management solution helping perform the various practices in the healthcare and medical industry.


48. WEBeDoctor Physician-office

  • Best for: Small businesses and start ups
  • Price: starts at $199 per month
  • Jul 26, 2022
Compare WEBeDoctor Physician-office Vs. Practice fusion

WEBeDoctor Physician-office is a cloud-based practice management solution that is key for most physician since it helps in automating most of the tasks that are administrative in nature. Therefore, the physician can reduce the workload and focus more on treating their patients and hence this will im...


49. Epitomax EHR/PM

  • Best for: Small, medium and large size businesses
  • Price: starts at $75 per user/month
  • Jul 26, 2022
Compare Epitomax EHR/PM Vs. Practice fusion

Epitomax EHR/PM is a cloud-based practice management solution suitable for use in mental health practices. the solution provides the physician with a platform where they can rely on to offer various practices to their patients maximizing the output.


50. EZnotes™ documentation & billing software

  • Best for: Small businesses and start ups
  • Price: starts at $2,200 per license
  • Aug 05, 2022
Compare EZnotes™ documentation & billing software Vs. Practice fusion

EZnotes is a web based medical practice management solution for medical practices of all sizes. It offers such capabilities as patient documentation, billing and invoicing, scheduling, and others. The software was designed and launched by EZnotes Inc headquartered in Illinois, United States.


51. Pulse Complete EHR-EMR

  • Best for: Small, medium and large size businesses
  • Price: Has a free version
  • Aug 04, 2022
Compare Pulse Complete EHR-EMR Vs. Practice fusion

Pulse Complete EHR-EMR is a cloud-based electronic health record solution that is developed to be used in hospitals and clinics of all sizes. The solution is also developed to be used as a medical practice management for all disciplines of the health care and medical industry and also a medical bill...


52. Curve Dental

  • Best for: Small businesses and start ups
  • Price: starts at $350 per month
  • Aug 24, 2022
Compare Curve Dental Vs. Practice fusion

Curve Dental is a cloud-based dental software that is used as a practice management solution as well as an electronic health record in dental practices. the solution allows the dentists to be flexible in that they can get access to all their patients data in one platform and save new data in the sam...


53. MTBC Software

  • Best for: Medium business
  • Price:
  • Sep 07, 2022
Compare MTBC Software Vs. Practice fusion

MTBC Software is a cloud-based health care information technology solution. It offers a number of features that include a product portfolio and native mobile applications that help healthcare providers meet regulatory challenges.


54. SpringCharts EMR

  • Best for: Small, medium and large size businesses
  • Price: starts at $4,000 per license
  • Aug 05, 2022
Compare SpringCharts EMR Vs. Practice fusion

SpringCharts EMR is a cloud-based electronic health record solution that is also used in most cases as a practice management solution that is multi-discipline. The solution can be used in various disciplines of the health care and medical industry such as therapy, rehabilitation, general care servic...



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
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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.