Top 54 ONC-ATCB Certified EMR Software (Jan 2023)

2023's Best 55 ONC-ATCB Certified EMR Systems

Shlomi LaviShlomi Lavi / Jan 23, 2023

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1. NextGen Healthcare

  • Best for: SMBs
  • Price: starts at $299 per provider/month
  • Jan 01, 2023
Compare NextGen Healthcare Vs. NextGen Healthcare

Nextgen is a healthcare solution that offers electronic health records (EHR) and practice management (PM) solutions suitable for medical and dental practices of all sizes.


2. Practice fusion

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

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...


3. WebPT EMR

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

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.


4. 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. NextGen Healthcare

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.


5. Athenahealth

  • Best for: Small, medium and large size businesses
  • Price: starts at $140 per provider/month + 4% to 7%
  • Dec 08, 2022
Compare Athenahealth Vs. NextGen Healthcare

Athenahealth is a cloud-based medical, EMR and EHR software small, medium, and large healthcare enterprises. Its key features include electronic health records, medical billing, patient engagement, claims management, appointment scheduling, e-prescribing, charting, and reporting.


6. Allscripts EHR

  • Best for: SMBs
  • Price: starts at $150 per provider
  • Jan 18, 2023
Compare Allscripts EHR Vs. NextGen Healthcare

Allscripts is an EMR tool for practices involving generic specialities. Its solutions are aimed towards the client meeting the standards of today as well as of the future while ensuring affordability and proper care. It is a web based tool that can help the clinicians in using the services by remote...


7. AdvancedMD Medical Billing

  • Best for: Small, medium and large size businesses
  • Price: starts at $429 per provider/month
  • Mar 09, 2022
Compare AdvancedMD Medical Billing Vs. NextGen Healthcare

AdvancedMD Medical Billing is an integrated cloud-based medical software solution for private medical practitioners. Some core features of Advanced Billing include Claims Management, Code & Charge Entry, Compliance Tracking, practice management and electronic health records among others.


8. AllegianceMD

  • Best for: SMBs
  • Price: starts at $400 per provider/month
  • Mar 09, 2022
Compare AllegianceMD Vs. NextGen Healthcare

AllegianceMD is a cloud-based medical software that is designed to serve small and midsize practices. The solution offers a number of features that include prescribing of medications for patients that enables users to check if a proposed prescription has possible side effects.


9. 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. NextGen Healthcare

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.


10. CareCloud Charts

  • Best for: Medium and large size businesses
  • Price: starts at $349 per provider/month
  • Mar 10, 2022
Compare CareCloud Charts Vs. NextGen Healthcare

CareCloud is a cloud-based electronic health records solution designed for medical practices of all sizes. The solution enables the user to get all the tools that they need to deliver better medical patient care.


Pricing Guide - ONC-ATCB Certified EMR 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. NexTech EMR

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 11, 2022
Compare NexTech EMR Vs. NextGen Healthcare

Nextech EMR software is an integrated cloud based Electronic Medical Record and Practice Management software that is specifically designed to offer functional solutions to medical practices of all sizes. It is a fully integrated software solution that features EMR and PM within one database.


12. MDConnection

  • Best for: Small businesses and start ups
  • Price: starts at $199 per provider/month
  • Dec 21, 2022
Compare MDConnection Vs. NextGen Healthcare

MDConnection is a cloud-based medical practice management solution that is developed in order to be used in improving the efficiency of all practices that are carried out in the healthcare and medical industry. The software makes sure that the workflow of all practices is automated regardless of the...


13. MacPractice DDS

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

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...


14. CureMD SMART Cloud

  • Best for: SMBs
  • Price: starts at $295 per license
  • Mar 12, 2022
Compare CureMD SMART Cloud Vs. NextGen Healthcare

CureMD Smart Cloud is an award-winning network of health information management systems and services, offering practice management, certified EMR, medical billing and a patient portal to help accelerate adoption and Meaningful Use qualification-driving outcomes.


15. InSync

  • Best for: Small, medium and large size businesses
  • Price: starts at $6 per license
  • Jan 01, 2023
Compare InSync Vs. NextGen Healthcare

InSync is a cloud-based Mental Health software that allows practitioners to manage health records through customizable systems and carry out other operations such as transcription and revenue management.


16. Intergy Practice Management

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 13, 2022
Compare Intergy Practice Management Vs. NextGen Healthcare

Intergy Practice Management is a solution that is designed to deliver the billing process to medical practices. The software has a number of features that include a patient engagement tool that offers patients access to their health information.


17. RXNT

  • Best for: Small, medium and large size businesses
  • Price: starts at $75 per month
  • Dec 21, 2022
Compare RXNT Vs. NextGen Healthcare

RXNT eRx is a cloud-based e-prescribing solution that is developed as a suite with it containing various platforms suitable for use in hospitals and clinics of all sizes. The solution comes with a medical billing solution to help hospitals collect fees from patients.


18. Praxis EMR

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

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.


19. DrFirst Rcopia

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

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.


20. ElationEMR

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

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.


21. SRS EHR

  • Best for: Medium and large size businesses
  • Price:
  • Dec 09, 2022
Compare SRS EHR Vs. NextGen Healthcare

SRS EHR is cloud-based and on-premise electronic medical records solution designed for especially orthopedics practices among other different specialty practices. Some of its core features include lab management, data interoperability, and flexinote and more.


22. Aprima

  • Best for: Start up, Small business, Medium business, Large business
  • Price:
  • Mar 19, 2022
Compare Aprima Vs. NextGen Healthcare

Aprima is both cloud-based and on-premise software solution that caters for efficient management of health records. Aprima’s design adapts automatically to the workflow of the physician.


23. DocuTAP EMR & PM

  • Best for: Small, medium and large size businesses
  • Price:
  • Dec 09, 2022
Compare DocuTAP EMR & PM Vs. NextGen Healthcare

DocuTAP EMR & PM is a cloud-based electronic health records solution that can be used as a practice management solution suitable for all disciplines in the medical and healthcare industry. The solution allows most of the physicians to reduce the workload they have filling in documents and writing re...


24. 1st Providers Choice

  • Best for: Large business
  • Price:
  • Apr 24, 2022
Compare 1st Providers Choice Vs. NextGen Healthcare

1st Providers Choice is an EMR and practice management solution for medical practices of all sizes. It offers such services as billing and invoicing, claims management, appointment scheduling, and others. The software was designed and launched by 1st Providers Choice Inc headquartered in Arizona, Un...


25. Sevocity

  • Best for: Small businesses and start ups
  • Price: starts at $379 per provider
  • Mar 01, 2022
Compare Sevocity Vs. NextGen Healthcare

Sevocity EHR is a cloud-based medical solution that is designed for solo and small group practices. It has a number of features that include customizable work queues, HIPAA compliant, workflow management, patient portal among others.


26. TheraNest

  • Best for: Small businesses and start ups
  • Price: starts at $39 per month
  • Dec 21, 2022
Compare TheraNest Vs. NextGen Healthcare

TheraNest is a HIPAA compliant web-based mental health software that is designed for use by solo practitioners, large mental health practices, and nonprofit organizations.


27. AntWorks Healthcare

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

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...


28. care360

  • Best for: SMBs
  • Price: starts at $55 per license
  • Jun 01, 2022
Compare care360 Vs. NextGen Healthcare

Quanum electronic health record is a comprehensive, fully-mobile and secure solution that helps keep medical practices efficient and profitable. The solution offers a number of features that include patient flow that medical staff to document all patients encounter and track facility movement while ...


29. myEvolv by Netsmart

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 25, 2022
Compare myEvolv by Netsmart Vs. NextGen Healthcare

Netsmart is cloud-based as well as an on-premise solution that is developed as an electronic health record solution that is used in home care living. The solution is developed to be fit for use in all care processes that are long term and most of them are home care practices.


30. Office Practicum

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

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.


31. OpenEMR

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

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...


32. ECLIPSE Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $69.33 per month
  • Jun 11, 2022
Compare ECLIPSE Software Vs. NextGen Healthcare

ECLIPSE is a billing and practice management solution for medical businesses of all sizes. It offers such capabilities as electronic claims management, patient and physician scheduling, and customized documentation. The software was designed and launched by MPN Software Systems Inc headq...


33. Compulink Eyecare Advantage

  • Best for: Small, medium and large size businesses
  • Price: starts at $149 per user/month
  • Jun 14, 2022
Compare Compulink Eyecare Advantage Vs. NextGen Healthcare

Eyecare Advantage is an on-premise as well as a cloud-based integrated health system which is suitable for health sector operators with small scale business and medium-scale business as well as large enterprises.


34. Optum physician emr suite

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 07, 2022
Compare Optum physician emr suite Vs. NextGen Healthcare

Optum Physician EMR Suite is a medical, EMR and EHR solution for small to large healthcare companies. It has an interactive dashboard, claims management, population health analytics, document management and sharing, patient portal, pm integration, web-based medical billing, practice management, and ...


35. Eyefinity EHR

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

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 ...


36. TherapyNotes

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

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.


37. Fits America Platform

  • Best for: Small, medium and large size businesses
  • Price: starts at $1,500 per license
  • Sep 16, 2022
Compare Fits America Platform Vs. NextGen Healthcare

Promote continued patient engagement with two-way messaging through our personalized patient portals. Automated, customized product solutions help build recurring revenue. Free, unlimited portals and a unique sign-up link for your patients. Our integrated telehealth offers a digital healthcare exper...


38. patientNOW

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 23, 2022
Compare patientNOW Vs. NextGen Healthcare

PatientNow is an EMR, Practice Management, and Patient Engagement Software for Aesthetic Medical Practices. It supports plastic cosmetic surgeries, medical spas, and cosmetic dermatology as well. It is a tool for plastic surgeons that is designed by plastic surgeons themselves. It streamlines the wo...


39. InSync by Qualifacts

  • Best for: Small, medium and large size businesses
  • Price: starts at $195 per month
  • Nov 29, 2022
Compare InSync by Qualifacts Vs. NextGen Healthcare

InSync is a cloud-based electronic medical record solution that is designed to be used in clinics and hospitals of all types. The solution is suitable for use in all types of disciplines in the medical and healthcare industry such as cardiology, optics, dermatology, therapy, mental rehabilitation, a...


40. NueMD

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

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.


41. MacPractice MD

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

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. ...


42. ReLiMedEMR

  • Best for: SMBs
  • Price: Has a free version
  • Oct 18, 2022
Compare ReLiMedEMR Vs. NextGen Healthcare

ReLiMedEMR is a solution that is designed for medical practices. The solution offers a number of features which include a practice management module that for every service provided, the practice generates revenue.


43. Aprima EHR

  • Best for: Small, medium and large size businesses
  • Price:
  • May 14, 2022
Compare Aprima EHR Vs. NextGen Healthcare

Aprima EHR is an electronic medical records (EMR) software. It is an ONC ATCB Certified application. It is a part of the full suite of Aprima Systems. It offers Practice Management and Revenue cycle management solutions. It can be provided as web based as well as on premise solutions, as per the pre...


44. Genesis Chiropractic

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

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.


45. TherapyAppointment

  • Best for: SMBs
  • Price: starts at $10 per month
  • Apr 28, 2022
Compare TherapyAppointment Vs. NextGen Healthcare

TherapyAppointment is a cloud-based electronic medical recording system that is designed to serve the mental health practices. The software facilitates a paperless clinical workflow as it electronically documents the various associated clinical procedures as well as provide a document storage reposi...


46. McKesson Practice Choice

  • Best for: SMBs
  • Price: starts at $249 per provider/month
  • Apr 28, 2022
Compare McKesson Practice Choice Vs. NextGen Healthcare

McKesson Practice Choice is a web based EMR and practice management solution for small and medium businesses. It offers such capabilities as scheduling and accounting, appointment management, patient portal, and others. The software was designed and launched by McKesson Corporation headquartered in ...


47. ClinicMind

  • Best for: Small businesses and start ups
  • Price: starts at $149 per month
  • Apr 28, 2022
Compare ClinicMind Vs. NextGen Healthcare

ClinicMind is a cloud-based electronic health record solution that is designed to be used as a practice management solution in hospitals and clinics of all sizes. The solution can be used in various disciplines of the medical and healthcare industry including ambulatory services, inpatient services,...


48. 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. NextGen Healthcare

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...


49. Kipu Systems

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

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.


50. ReadySet

  • Best for: Large business
  • Price:
  • Apr 25, 2022
Compare ReadySet Vs. NextGen Healthcare

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.


51. RevolutionEHR

  • Best for: SMBs
  • Price: starts at $420 per doctor/month
  • Dec 21, 2022
Compare RevolutionEHR Vs. NextGen Healthcare

RevolutionEHR is a cloud-based electronic health record solution that is also developed as a medical practice management solution for use in optometry practices of all sizes. The solution can be used in practices of all sizes starting from small-sized practices, medium-sized practices, and large pra...


52. iSALUS EHR Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $149 per user/month
  • Apr 25, 2022
Compare iSALUS EHR Software Vs. NextGen Healthcare

iSALUS EHR Software is a cloud-based medical billing and practice management solution. The solution offers a number of features that include a meaningful use dashboard that allows knowing whether they are complying with requirements.


53. Community CareLink

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

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...


54. MindLinc

  • Best for: Small, medium and large size businesses
  • Price:
  • Dec 13, 2022
Compare MindLinc Vs. NextGen Healthcare

MindLinc is a cloud-based as well as an on-premise electronic health record solution that is suitable for use in all types of hospitals and clinics. The solution is very flexible for users since it can be used inside the hospitals and can also be used while doctors are on a remote location using the...



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.