Top 54 Maintenance Inventory Management Software (Dec 2022)

2023's Best 55 Maintenance Inventory Management Systems

Shlomi LaviShlomi Lavi / Dec 29, 2022

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1. Fleetio Software

  • Best for: Large business
  • Price: starts at $5 per vehicle
  • Jun 01, 2022
Compare Fleetio Software Vs. Fleetio Software

Fleetio is a fleet management solution designed to help the user track, analyze and improve the fleet operations. Fleetio suite helps automate the fleet operations and manage the asset lifecycles for fleets across multiple industries.


2. eMaint X4

  • Best for: Small, medium and large size businesses
  • Price: starts at $33 per user/month
  • Mar 08, 2022
Compare eMaint X4 Vs. Fleetio Software

eMaint X4 is a cloud-based computerized maintenance management software (CMMS). eMaint X4 was launched by eMaint Enterprises and follows the Software as a Service (SaaS) implementation model. It incorporates a wide range of features divided into various dedicated modules.


3. FTMaintenance

  • Best for: SMBs
  • Price: starts at $40 per month
  • Dec 29, 2022
Compare FTMaintenance Vs. Fleetio Software

FTMaintenance is a maintenance management software solution that automates manual tasks and supervises the assets. The software was designed by FasTrak SoftWorks, Inc., headquartered in Wisconsin, United States. The software works to reduce the downtime and improve the lifetime of equipment. 


4. Hippo CMMS

  • Best for: Small, medium and large size businesses
  • Price: starts at $35 per user/month
  • Mar 10, 2022
Compare Hippo CMMS Vs. Fleetio Software

Hippo CMMS software is a cloud-based CMMS, maintenance, and building maintenance management solution designed for businesses of all sizes. Some of its key features include work-order software, preventive maintenance, equipment maintenance, and facility and inventory management solutions.


5. Cloudbeds

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

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.


6. eMaint CMMS

  • Best for: Small, medium and large size businesses
  • Price: starts at $33 per user/month
  • Mar 12, 2022
Compare eMaint CMMS Vs. Fleetio Software

eMaint CMMS is a cloud-based, computerized maintenance management software solution. It is built to assist businesses globally to manage their enterprise assets, track inventory, streamline workflows, and schedule preventive & predictive maintenance.


7. PropertyZar

  • Best for: SMBs
  • Price: starts at $45 per month
  • May 14, 2022
Compare PropertyZar Vs. Fleetio Software

PropertyZar is a cloud-based Property Management software that enables its users to manage appointments and carry out background screenings on property tenants.


8. Vonigo

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

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...


9. ThermoGRID

  • Best for: SMBs
  • Price:
  • Apr 08, 2022
Compare ThermoGRID Vs. Fleetio Software

ThermoGRID is a software created for HVAC companies that make their processes simpler and faster. It helps ensure that clients get the best service on time, which increase sales, as well as lessen paper works that make work more convenient for the management or people in charge.


10. MaintenanceEssentials Pro

  • Best for: Small, medium and large size businesses
  • Price: starts at $649 per month
  • Mar 20, 2022
Compare MaintenanceEssentials Pro Vs. Fleetio Software

MaintenanceEssentials Pro is a SaaS-based Management Software that allows its users to manage maintenance information on facility equipment and track their assets through an integrated management system.


Pricing Guide - Maintenance Inventory Management Software:

Computerized Maintenance Management System (CMMS) Software

Users can expect to pay between $0 and above $100 a month for the base subscription of the average CMMS Software. The price models are mostly in per month/per user form. Vendors can also charge for additional features such as mobile applications, report dashboarding and document management. However, price points at the different organization sizes vary, and the breakdown is as follows:

  • Small-sized businesses can expect to pay between $75 and $110 a month for a CMMS software. For instance, Maintenance Care Premium pricing begins at $75 a month, MicroMain costs up to $89 for each administrator, and iMaint cost price is at $75 a month. Additionally, Maintenance Connection Technician pricing goes for $60, with a Professional plan at $110 a month.
  • CMMS software for Medium organizations has a price range of $0-195 per month. For example, UpKeep pricing starts at $0 per month, Hippo CMMS cost price is at $99 a month, and eMaint CMMS pricing goes for $33 per month. Other vendors include Fracttal Asset Cloud whose base subscription price is $195 a month, MaintainX is free but with a Premium and Enterprise plan that cost $33 and $115 respectively.
  • Large companies would have to pay $225-1000 a month for CMMS software. For example, TrackAbout pricing plan starts at $225 a month; SAM Aviation Maintenance pricing begins at $300 monthly and DirectLine at $395 per month. However, some vendors use annual billing for their subscription, such as ProLease, which goes for $6000 a year.

Some of the price points for the best of breeds of CMMS software are available as follows:

  • Asset Tracking Software Asset Tracking Software generally has price points within $40 and $119 a month. For instance, Wasp AssetCloud pricing begins at $119 a month, EZOfficeInventory at $40 a month and ManagerPlus costs $45 per month. Some vendors charge annually, or a one-time license, examples of such vendors are MPulse which price begins at $3500 as a one-off fee and GoCodes which has an entry plan of $810 per year.
  • Aviation MRO software Users can expect to pay $60-$99 per month for base Aviation MRO software subscriptions. For illustration, MaintiMizer pricing starts at $60 a month, Loc8 cost price goes for $39 per month, and FreshService Blossom subscription plan starts at $29 monthly. The products also have yearly plans and one-off licensing as well; for example, SS-CMMS pricing begins at $90 a year, and ManWinWin cost price goes for a one-off fee of $599.
  • Equipment Management Software Equipment Management Software products generally begin at $5 a month. For example, Fleetio Base subscription costs $5 a month, 60Hertz pricing starts at $20 a month, and FaciliWorks 8i CMMS cost around $69 monthly. Also, PTM-Vision subscription begins at $80 per month, CHEQROOM and TabWare at $55 a month. Other products have one-time payment plans, such as MAPCON which goes for $495, FastMaint CMMS for $600 and Equipment360 for $1200.
  • Predictive Maintenance Software The price range for Predictive Maintenance Software is $20-$100 a month. QWare CMMS goes for $90 a month, Factory View Online for $50 a month and WebDPW for $20 per month for each user. AssetTiger has a yearly subscription plan of $100, and eSPACE pricing starts at $50 a month; Some vendors offer One-time subscriptions, such as Wintac which starts $1495.
  • Preventive Maintenance Software These product subscription plans begin at $20 and can go up to $2390. For example, Limble CMMS base subscription costs $35 a month, GageList Calibration Management cost price starts at $20 a month, and IndySoft Calibration Management pricing goes for $199 a month. Calibration Control also charges a one-time fee of $768, and MEX Maintenance pricing starts at $2390.
  • Work Order Software Users can expect to pay between $2 and $775 a month for Work Order Software. For instance, Sortly Pro pricing begins at $39 a month with an Ultra plan which goes for $99 monthly. MYBOS pricing goes for $2 a month and iOFFICE for $775 a month. Also, Tikkit cost price begins at $59 a month, TOPdesk for $55 a month, and OfficeTrax for $10 a month. ProCalV5 cost $3000 for a lifetime licensing.

11. uniPoint

  • Best for: Small, medium and large size businesses
  • Price: starts at $6,000 per license
  • Mar 23, 2022
Compare uniPoint Vs. Fleetio Software

uniPoint is a manufacturing and quality management solution for small and medium businesses. It offers such capabilities as supplier quality management, cost of quality, internal quality, and others. The software was designed and launched by uniPoint Software Inc headquartered in Manitoba, Canada. ...


12. HippoFM

  • Best for: SMBs
  • Price: starts at $35 per user/month
  • Apr 15, 2022
Compare HippoFM Vs. Fleetio Software

HippoFM is a web based maintenance management solution for the maintenance operations of your business. The software was launched in 2002 and is currently deployed in over 500 sites and facilities around the world. It streamlines scheduled and preventive maintenance work orders of the business. 


13. CiiRUS

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

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.


14. QT9 Quality Management

  • Best for: Small, medium and large size businesses
  • Price: starts at $1,500 per license
  • Mar 29, 2022
Compare QT9 Quality Management Vs. Fleetio Software

QT9 Quality Management is a cloud-based Manufacturing software that makes it possible for users to automate routines within a team, improve quality by centralizing requirements for compliance, and delegating approvers of tasks according to a laid down procedure.


15. Spendwise

  • Best for: Small, medium and large size businesses
  • Price: starts at $9 per user/month
  • Jun 07, 2022
Compare Spendwise Vs. Fleetio Software

Spendwise is a cloud-based Supply Chain Management software designed to make purchasing easy, fast and secure. This application allows you to create, send and approve quality purchase orders; receive on purchase orders when goods are received or delivered and manage bills and expenses electronically...


16. Avantis EAM Solution

  • Best for: Small, medium and large size businesses
  • Price:
  • Jul 13, 2022
Compare Avantis EAM Solution Vs. Fleetio Software

Avantis Enterprise Asset Management Solution is a cloud-based and on-premise solution that is designed for medium-sized businesses and large enterprises. AVEVA Enterprise Asset Management offers procurement, condition management, inventory management, predictive maintenance,and reporting functionali...


17. Maintenance Connection

  • Best for: Medium and large size businesses
  • Price: starts at $199 per month
  • Aug 18, 2022
Compare Maintenance Connection Vs. Fleetio Software

Maintenance Connection is a scalable web-based maintenance management solution that covers most maintenance services, helping facility and maintenance managers improve asset life, lower total maintenance cost, predict and prevent failures, minimize investments in inventory, improve labor productivit...


18. Whip Around

  • Best for: Small, medium and large size businesses
  • Price: starts at $5 per vehicle/month
  • May 16, 2022
Compare Whip Around Vs. Fleetio Software

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.


19. AgileAssets

  • Best for: Large business
  • Price:
  • Apr 27, 2022
Compare AgileAssets Vs. Fleetio Software

AgileAssets is an infrastructure asset management solution for businesses of all sizes. Its services include maintenance management, facilities management, fleet and equipment management, and others. The software was designed and launched by AgileAssets Inc headquartered in Texas, United...


20. WOW! On the Web

  • Best for: Start up, Small business, Medium business
  • Price: starts at $39.99 per month
  • Apr 26, 2022
Compare WOW! On the Web Vs. Fleetio Software

WOW! is a facility and property management solution for businesses of all sizes. It offers services related to management, accounting, marketing, and other aspects of property management. The software was designed and launched by Core 7 US Inc headquartered in Texas, United States.


21. Kaseya VSA

  • Best for: Small, medium and large size businesses
  • Price: starts at $1,100 per year
  • May 14, 2022
Compare Kaseya VSA Vs. Fleetio Software

Kaseya VSA is an IT Systems Management software designed to provide assistance to any forms of businesses, thanks to the fully integrated IT management system. Through this, users are empowered to make huge improvement to any business with comprehensive tools and services that are essential for MSPs...


22. ConnectPOS

  • Best for: Small, medium and large size businesses
  • Price: starts at $39 per month
  • Apr 25, 2022
Compare ConnectPOS Vs. Fleetio Software

ConnectPOS is a point of sale software designed to manage payments, inventory, and checkouts of any business or organization.


23. V5 Andon

  • Best for: Small, medium and large size businesses
  • Price: starts at $110,000 per year
  • May 21, 2022
Compare V5 Andon Vs. Fleetio Software

V5 Andon (now Pinpoint V5) is a manufacturing software designed to help users create a graphical plan for each product made, and this plan can be shared with others.


24. ManagerPlus

  • Best for: SMBs
  • Price: starts at $85 per user/month
  • May 18, 2022
Compare ManagerPlus Vs. Fleetio Software

ManagerPlus is a maintenance management software solution for asset intensive businesses. The software was designed by Manager Plus, headquartered in Texas, United States. The software provides integrated management services for asset, inventory, and maintenance management. 


25. Guide TI

  • Best for: Medium and large size businesses
  • Price: starts at $4,000 per license
  • May 18, 2022
Compare Guide TI Vs. Fleetio Software

Guide TI is enterprise asset maintenance and management software for your business. It incorporates the important aspects of asset, customer and inventory management. The software was launched by COGEP Inc., which is located in Quebec, Canada. The software aims at efficient planning and the use of a...


26. SapphireIMS

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 08, 2022
Compare SapphireIMS Vs. Fleetio Software

SapphireIMS is an IT Service Management Software which can be deployed as a cloud service or on premises. It can be used by any business of any size to automate company IT service management. It includes incident management, change management, a service catalog, easily customizable workflow and repo...


27. Tire Inventory Solutions

  • Best for: Small businesses and start ups
  • Price: starts at $39 per month
  • Jun 15, 2022
Compare Tire Inventory Solutions Vs. Fleetio Software

Tire Inventory Solutions is a tire inventory management software for tire dealers to manage and promote new and used tires and wheels, organize inventory lists, advertise businesses, and create sales invoices.


28. NorthStar WMS Software

  • Best for: SMBs
  • Price: starts at $900 per month
  • Jun 10, 2022
Compare NorthStar WMS Software Vs. Fleetio Software

NorthStar WMS is a warehouse management software designed for warehouse operations companies to auto allocate inventories, seamless repack items, create picking efficiency, and manage all inbound POs and outbound shipping.


29. EGEM

  • Best for: Small, medium and large size businesses
  • Price: starts at $100 per user/month
  • Jun 22, 2022
Compare EGEM Vs. Fleetio Software

EGEM is a cloud-based maintenance software that affords managers the capacity to organize machinery movement, track costs, and maintenance schedules.


30. Cetaris

  • Best for: Small, medium and large size businesses
  • Price: starts at $1,000 per license
  • Jun 23, 2022
Compare Cetaris Vs. Fleetio Software

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.


31. FieldAx

  • Best for: Small, medium and large size businesses
  • Price: starts at $25 per user/month
  • Jun 23, 2022
Compare FieldAx Vs. Fleetio Software

FieldAX is a cloud-based field service app designed to improve field operations such as task scheduling, customer complaints, resource management, technician dispatch, and invoicing.


32. Performo

  • Best for: Large business
  • Price:
  • Jun 18, 2022
Compare Performo Vs. Fleetio Software

Performo is an asset management and work order tracking solution for businesses of all sizes. It also offers maintenance services in addition to reporting and integration capabilities. The software was designed and launched by Wizard Software Solutions Inc headquartered in Illinois, Unit...


33. HaulWare

  • Best for: SMBs
  • Price: starts at $195 per user/month
  • Jun 18, 2022
Compare HaulWare Vs. Fleetio Software

HaulWare is a web based fleet management solution for small and medium sized businesses. It offers such capabilities as billing and invoicing, job costing, custom reporting, and others. The software was designed and launched by HaulWare Solutions LLC headquartered in Washington, United States.


34. MPulse

  • Best for: Small, medium and large size businesses
  • Price: starts at $80 per user/month
  • Jun 18, 2022
Compare MPulse Vs. Fleetio Software

MPulse offers a maintenance management solution. The software provides maintenance solutions for tracking, scheduling and reporting to extend the life of a company’s assets and equipment. MPulse was founded in 1995 with the goal of helping customers reduce maintenance expenses and minimize equipm...


35. Infor EAM

  • Best for: Medium and large size businesses
  • Price:
  • Dec 14, 2022
Compare Infor EAM Vs. Fleetio Software

Infor EAM is a comprehensive suite of asset management tools. It allows companies to increase reliability, manage asset maintenance, and reduce energy usage. Infor EAM helps companies to efficiently deploy maintenance resources, manage work processes, schedule maintenance based on asset condition an...


36. Lytx

  • Best for: Small, medium and large size businesses
  • Price: starts at $500 per user/month
  • Jul 04, 2022
Compare Lytx Vs. Fleetio Software

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.


37. IFS Field Service Management

  • Best for: Medium and large size businesses
  • Price: starts at $65 per month
  • Jun 24, 2022
Compare IFS Field Service Management Vs. Fleetio Software

IFS Field Service Management software is a service management solution that streamlines and automates processes. The solution offers a number of features that include a mobile application that enables field workers to access data through their devices.


38. Fulcrum

  • Best for: SMBs
  • Price: starts at $15 per month
  • Jul 02, 2022
Compare Fulcrum Vs. Fleetio Software

Fulcrum is a leading cloud-based data collection and mobile form solution that enables users to use a drag and drop builder to create custom forms without knowledge of coding. Its location management module aids users to collect geodata efficiently and accurately on mobile devices without an interne...


39. Azuga

  • Best for: Small, medium and large size businesses
  • Price: starts at $28 per month
  • Jul 04, 2022
Compare Azuga Vs. Fleetio Software

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.


40. QMClouds

  • Best for: Small, medium and large size businesses
  • Price: starts at $99 per user/month
  • Jul 14, 2022
Compare QMClouds Vs. Fleetio Software

QMClouds is a cloud-based manufacturing software that enables executives to implement a compliant quality system for their workforce using document models.


41. MaintainX

  • Best for: Small, medium and large size businesses
  • Price: starts at $8.33 per user/month
  • Apr 03, 2022
Compare MaintainX Vs. Fleetio Software

MaintainX is a maintenance management software that helps businesses to create and monitor preventive and reactive work orders. With it, users can track asset downtime, inventory and cost per work order.


42. Epicor Kinetic

  • Best for: Small, medium and large size businesses
  • Price: starts at $175 per user/month
  • Dec 18, 2022
Compare Epicor Kinetic Vs. Fleetio Software

Future-proof your manufacturing operations with the know-how you need to accelerate business momentum and growth. Integrate social-network-style communication. Empower teams to master content workflow, streamline routine tasks with voice recognition, ease adoption with a modern design interface.


43. PeopleSoft Human Capital Management Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $30 per license
  • Jul 09, 2022
Compare PeopleSoft Human Capital Management Software Vs. Fleetio Software

PeopleSoft Human Capital Management Software is an award-winning cloud-based Human Resources software, it is designed to support small, medium and large size business. PeopleSoft Human Capital Management Software received a rating of 3.6 from ITQlick team. The software cost is considered average (3...


44. EcoTrack Fleet Management

  • Best for: SMBs
  • Price:
  • May 25, 2022
Compare EcoTrack Fleet Management Vs. Fleetio Software

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.


45. Asset Vue

  • Best for: Small, medium and large size businesses
  • Price: starts at $1 per license
  • Mar 29, 2022
Compare Asset Vue Vs. Fleetio Software

Asset Vue is an asset management software designed to help businesses eliminate manual audits by automatically tracking IT assets in real-time.


46. Syxsense Manage

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 18, 2022
Compare Syxsense Manage Vs. Fleetio Software

Syxsense Manage is endpoint management and security software that uses security scanners to generate insights to prevent cyberattacks, communication with corrupted devices, and identify and monitor potential threats.


47. ALICE

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

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.


48. FleetLocate

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

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.


49. Sage Evolution

  • Best for: Medium and large size businesses
  • Price:
  • Jul 05, 2022
Compare Sage Evolution Vs. Fleetio Software

Sage Evolution is an enterprise resource planning solution for small and medium businesses. It deals with such aspects as accounting, business intelligence, supply chain, procurement, and others. The software was designed and launched by Sage Pastel Communication headquartered in South Af...


50. HQMS

  • Best for: Small, medium and large size businesses
  • Price: starts at $1,099 per license
  • Jul 07, 2022
Compare HQMS Vs. Fleetio Software

HQMS (Harrington Quality Management System) is a cloud-hosted solution that targets to enhance enterprise process, compliance, as well as quality management.


51. WebDPW

  • Best for: SMBs
  • Price: starts at $20 per license
  • Jul 05, 2022
Compare WebDPW Vs. Fleetio Software

WebDPW™ is web-based, so you can manage your organization any place you have internet access. Google Maps are incorporated into the package, so you can better organize your projects, employees and travel time. Spend less time managing your organization and more time improving it with WebDPW™ Work Or...


52. Loc8

  • Best for: Small, medium and large size businesses
  • Price: starts at $10 per user/month
  • Jul 12, 2022
Compare Loc8 Vs. Fleetio Software

Loc8 is a maintenance management solution for companies. It is a cloud based software that can be accessed via the internet remotely through a web browser. It is operating system agnostic. It can also handle the asset management and the invoicing of the company.


53. FRONTSTEPS

  • Best for: Small, medium and large size businesses
  • Price: starts at $75 per month
  • Feb 25, 2022
Compare FRONTSTEPS Vs. Fleetio Software

FrontSteps is a resident engagement and property management software that enables property managers to streamline communication with residents, analyze feedback, oversee move-in and move-out processes, track resident requests, and manage visitations.


54. Imperium

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 18, 2022
Compare Imperium Vs. Fleetio Software

Imperium is an accounting and property management software that enables property managers to manage leases and the financial complexities of the leasing process.



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.



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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.