Top 54 Online Project Management Software (Jan 2023)

2023's Best 55 Online Project Management Systems

Shlomi LaviShlomi Lavi / Jan 25, 2023

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1. Procore

  • Best for: Small, medium and large size businesses
  • Price: starts at $667 per month
  • Jan 01, 2023
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Procore is a cloud-based construction management solution that is developed to be used by businesses in the construction industry as well as by the individual professionals in the construction industries. The software improves the efficiency and accountability in construction projects making sure th...


2. Trello

  • Best for: Small, medium and large size businesses
  • Price: starts at $5 per user/month
  • Dec 16, 2022
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Trello is online-based task management software that is suitable for any type of business. The program will help any organization in various tasks which will result into better organization for the company. The dashboard allows the users to see all the tasks in the company and their completion statu...


3. PlanGrid

  • Best for: Small, medium and large size businesses
  • Price: starts at $39 per user/month
  • Mar 08, 2022
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PlanGrid is cloud-based construction management, construction document management and collaboration platform designed for the construction teams. The solution features progress, documents, and reporting and more.


4. Basecamp

  • Best for: Small, medium and large size businesses
  • Price: starts at $11 per user/month
  • Jan 25, 2023
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Basecamp software is a project management solution that helps teams become better. The solution offers a number of capabilities that include message boards that keep the entire conversation about a specific topic together on a single page.


5. monday.com

  • Best for: Small, medium and large size businesses
  • Price: starts at $10 per seat/month
  • Jan 25, 2023
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monday.com is both a cloud-based as well as an on-premise software solution that was developed mainly to assist in project and team management. The software fosters team collaboration as it connects and allows team members to work together on any project.


6. BuilderTREND

  • Best for: Small, medium and large size businesses
  • Price: starts at $99 per month
  • Mar 08, 2022
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BuilderTREND is a cloud-based construction management solution that is designed to be used by professional individuals and well as businesses in the construction industry. The software is designed with features that make it suitable for use in businesses of all sizes such as small-sized businesses, ...


7. Asana

  • Best for: Small, medium and large size businesses
  • Price: starts at $10.99 per user/month
  • Jan 25, 2023
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Asana software is a solution that manages projects and work teams. The solution offers a number of capabilities that include a timeline tool that creates a plan that shows you how the pieces of your project fit together.


8. eSUB

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 08, 2022
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With eSUB you can create, manage, store and access all your construction documents and project management activities from one central location with no need to manually sync data; whether you’re at the office, in the field, on the road or working from home, you manage your remote, paperless projects ...


9. CoConstruct

  • Best for: SMBs
  • Price: starts at $99 per month
  • Mar 08, 2022
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CoConstruct software is a cloud-based construction management solution. The software offers a number of features that include simplified bidding tool that helps create bids in minutes and estimate data.


10. Smartsheet

  • Best for: Small, medium and large size businesses
  • Price: starts at $7 per user/month
  • Dec 17, 2022
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Smartsheet is a cloud-based project management solution that is developed to be used by individuals and by businesses that are in the manufacturing businesses, construction, and oil and gas companies among others.


Pricing Guide - Online Project Management Software:

Project Management Software Price Range

Project management products pricing are divided into three tiers. The prices range between $0 to $7, $7 to $10, and $10 upwards. In addition to this, the prices are set on a "per user, per month" basis or a bulk "per month" basis. However, it is worth noting that these price ranges are mostly for the lower offering found on each vendor website.

Enterprise plans on project management software have more robust features; thus, they cost more but are adjusted to suit each organization based on their number of employees; as a result, their prices are mostly made available upon request. For instance, Asana basic plan costs ₦11, Miro costs $10, and Toggl pricing falls around $8— all per user per month; but their prices for their enterprise plan quotes are not made available.

In addition, project management prices are set based on the size of an organization. Their ranges are as follows:

  • Small Businesses can expect to pay around $5 per user for the basic plan of a project management software. However, small businesses with a very tiny workforce can get many project management products for free because they have free versions that allow between 2-5 employee sizes. Examples of these vendors offering free versions for a small employee size are Candy, Lumeer, and Quire. Some premium project management for small businesses are MetaTask, which starts at $6 per month, FreedCamp pricing starts at $1.50 per month, and Tracked for BaseCamp cost around $3 per month.
  • Medium Businesses can expect to pay between $5 to $25 for project management software, depending on the package type and their number of employees. Todo.Vu costs around $9 per user, per month, Studio Organizer pricing starts at $19.50, and Lumeer costs around $8.
  • Large Businesses can expect to pay less than medium-sized businesses for standard project management packages because their workforce is larger. However, prices for enterprise plans cost more. For example, Agile CRM costs around $80 per month, JotForm pricing is around $100 per month, and Kanbanchi $40 per month.

The price ranges for project management best of breeds are as follows:

  • Collaboration Software Most of the collaboration tools in the market are priced per month and per user, and their pricings are usually divided into three tiers, which range from $0 to $4, $4 to $16, and $16 upward, respectively. However, these are the entry-level plans; premium and enterprise plans cost more depending on the vendors. An example is Pobuca Connect, which costs $2 monthly per user for its standard plan and $8 monthly per user for its enterprise plan. Others are Loop email, which costs at $8 monthly per user; HeySpace pricing starts at $4 monthly per user.
  • Time Tracking Software Vendors of most time tracking software charge on a per user, per month basis, and the prices are divided into three tiers; they range from $0 to $3, $3 to $9, and $9 and above. Note that these are prices for the entry-level plans. For instance, Time Doctor pricing starts from $5 per month, TimeCamp pricing from around $6 per month, and Elorus costs up to $9 per month.
  • Workflow Management Software Like other products related to project management, workflow management software are usually priced on a per-user, per-month basis, and the prices range from $0 to $13 and above. For example, Forms on Fire pricing starts from $20 monthly per user, Formstacks Form starts from $19 monthly, and KissFlow Digital Workplace from $360 per month for 30 users.
  • Time & Expense Software Time and expense products in the market have pricings that range from $2 and $11 upwards, depending on the type of plan and number of users. Examples are EverHour, which starts from $5 monthly per user, Microsoft Dynamics GP costs for less than $1, and WorkTime Professional pricing starts from around $12 per month.
  • Professional Services Automation Software Users can expect to be charged per month for most products in this category. The prices can be divided into three sections, and they range from $3 to $50 and above. For example, TigerPaw Software pricing is priced around $80 per user, per month, Business VoiceEdge costs around $30 per month, and Coaches Console pricing is around $150 per month.

11. AccuLynx

  • Best for: SMBs
  • Price: starts at $69 per user/month
  • Mar 08, 2022
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AccuLynx is a web based roofing solution for businesses of all sizes. It offers such services as Customer Relationship Management, aerial measurement ordering, photos, and estimating. The software was designed and launched by ExactLogic Inc headquartered in Wisconsin, United States.


12. e-Builder Enterprise

  • Best for: Small, medium and large size businesses
  • Price: starts at $20,000 per license
  • Mar 09, 2022
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e-Builder Enterprise is a construction management software solution for businesses of all sizes. Other than project management, it offers estimating, accounting, and integration services. The software was designed and launched by E-Builder Inc headquartered in Florida, United States.


13. ComputerEase

  • Best for: SMBs
  • Price: Has a free version
  • Mar 09, 2022
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Construction firms and contractors need a construction software solution that takes on challenges specific to their industry. Every contractor knows that the construction industry presents numerous unique accounting problems. In our Industry Solution section, you can learn how ComputerEase addresses...


14. WorkZone Project Management

  • Best for: Small, medium and large size businesses
  • Price: starts at $24 per user/month
  • Mar 09, 2022
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WorkZone Project Management is a cloud-based project management solution that is designed for both individuals as well as businesses. The software provides the project managers with the ability to manage all projects from a single interface and provides them with gantt charts that allow the critical...


15. Dataforma

  • Best for: Small, medium and large size businesses
  • Price: starts at $69.99 per user/month
  • Mar 09, 2022
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Dataforma software is a web-hosted field service management solution that is integrated with scheduling, GPS Tracking and invoicing tools for contractors. Originally the platform was built specifically for roofing contractors but currently it can be used by various construction businesses such as pl...


16. JobNimbus

  • Best for: SMBs
  • Price: starts at $99 per month
  • Dec 18, 2022
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JobNimbus CRM is a cloud-based CRM that also incorporates project management, thus simplifying daily organizational tasks and management issues. This solution is a product of JobNimbus which is committed to delivering the best user experience to all clients.


17. Workfront

  • Best for: Small, medium and large size businesses
  • Price: starts at $30 per user/month
  • Dec 11, 2022
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Workfront is a cloud-based project management software that aims at helping teams collaborate, prioritize tasks, report on their work, and any other project management capabilities. The software has a library of standard reports which a user can access and use or customize them to meet the company’s...


18. Pivotal Tracker

  • Best for: Small, medium and large size businesses
  • Price: starts at $10 per month
  • Mar 09, 2022
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Pivotal Tracker is a cloud based project management solution for businesses of all sizes. Core services of the software include document management, task management, collaboration, reporting, and others. The software was designed and launched by Pivotal Labs headquartered in California, ...


19. Hubstaff

  • Best for: Small, medium and large size businesses
  • Price: starts at $7 per user/month
  • Mar 09, 2022
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Hubstaff is a web based time and attendance tracking solution for businesses of all sizes. It offers such services as payroll management, weekly budget management, custom reporting, and others. The software was designed and launched by Netsoft Holdings headquartered in New York, United States.


20. KanbanFlow

  • Best for: Small, medium and large size businesses
  • Price: starts at $5 per user/month
  • Mar 10, 2022
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KanbanFlow is a cloud-based project management solution that enables the user to collaborate in real-time with co-workers. Using Kanban boards, it offers an overview of the prevailing work situation and helps improve communication.


21. Foundation

  • Best for: SMBs
  • Price:
  • Mar 11, 2022
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FOUNDATION software is construction accounting that incorporates job costing, scheduling, and project management tools and that is deployed through on-premise or through the cloud. This platform provides numerous automatic job costing formats & reports, as well as the capability to build custom repo...


22. RedTeam Software

  • Best for: SMBs
  • Price: starts at $395 per month
  • Mar 11, 2022
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RedTeam is a web based construction management solution for Commercial General Contractors of all sizes. It offers assistance in project management, estimating, construction accounting, equipment, Gantt scheduling as well as managing change orders, RFIs, RFQs and Submittals RedTeam was founded b...


23. Box

  • Best for: Small, medium and large size businesses
  • Price: starts at $15 per user/month
  • Mar 11, 2022
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Box is a cloud-based file-sharing, collaboration, and storage solution designed for companies of all sizes and used across multiple industry verticals. The primary features of Box include digital asset management, document management, file sharing, and content management and more.


24. Knowify for Contractors

  • Best for: SMBs
  • Price: starts at $68 per month
  • Mar 14, 2022
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Knowify for Contractors is a cloud-based construction management solution that is developed to be used by businesses that are in the construction businesses as well as individuals that are doing construction work such as subcontractors and contractors.


25. Red Rhino

  • Best for: SMBs
  • Price: starts at $75 per month
  • Mar 19, 2022
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Red Rhino Software by Hard Hat is a CMS (construction management solution) that offers integrated software features for takeoff, project management, bid management, estimating, and customer management. The software is also installed as a web-based software solution, making it accessible to users tha...


26. CMiC Open Enterprise v10x

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 22, 2022
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CMiC Open Enterprise v10x is an integrated construction software solution that helps in the entire construction processes, from the conception of the project, to the project becoming an asset. Other features of CMiC Open Enterprise v10x helps improve and develop several aspects of construction proce...


27. Microsoft Project

  • Best for: Small, medium and large size businesses
  • Price: starts at $10 per user/month
  • Apr 22, 2022
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Microsoft Project is project management software that has all the necessary tools to help take a project to completion. There are so many Microsoft programs and this software was designed to help in the utilization of all these tools in the managing projects. This is another product from Microsoft w...


28. ArchiOffice

  • Best for: Small, medium and large size businesses
  • Price: starts at $7.95 per month
  • Apr 24, 2022
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Serenic Navigator is an accounting software specially built for non-profit for small to large non-profit organizations. Its key features include budget management, accounting, and financial management, award management, payroll and human resources, and analytics and decision support capabilities.


29. Wrike

  • Best for: Small, medium and large size businesses
  • Price: starts at $9.80 per user/month
  • Jan 03, 2023
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Wrike is a cloud-based as well as an on-premise enterprise resource planning solution that is developed to be used by individuals as well as by businesses that are either talent tracking companies or human resource companies.


30. ProWorkflow

  • Best for: Small, medium and large size businesses
  • Price: starts at $20 per user/month
  • May 13, 2022
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ProWorkflow is a web based project management software originally created in 2002 by a team who wanted to develop a solution that would facilitate its internal workflow and communication needs. It didn't take long until other companies developed an interest in the solution, and by 2003, ProWorkflow ...


31. Liquid Planner project management software

  • Best for: SMBs
  • Price: starts at $15 per user/month
  • Jan 15, 2023
Compare Liquid Planner project management software Vs. Procore

LiquidPlanner project management software is a project management solution that gives teams a better way to plan and execute work. It offers a few features that include; smart schedules that adjust expected completion dates when estimates expand.


32. UDA ConstructionOnline

  • Best for: Small, medium and large size businesses
  • Price: starts at $270 per month
  • Jun 16, 2022
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UDA Construction Online is a cloud-based construction software designed as a centralized hub for construction companies for building services.


33. Deltek Vision

  • Best for: Small, medium and large size businesses
  • Price: starts at $30 per employee/month
  • Jun 08, 2022
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Deltek Vision is an ERP solution designed for AE (Architecture and Engineering) firms. It provides integrated project management and accounting in a single application. Through this software, firm-wide visibility of projects is achieved, benefiting from the accuracy and taking control of it. Users c...


34. Jonas Construction Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $189 per user/month
  • Apr 02, 2022
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Jonas Construction Software (JCS) offers a business management solution for construction contractors. The product includes project & service management, accounting, document management, inventory as well as payroll. JCS has been providing solutions for the construction sector for over twenty year...


35. Sage 300 Construction and Real Estate

  • Best for: Small, medium and large size businesses
  • Price: starts at $14,000 per license
  • Apr 01, 2022
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Sage 300 Construction and Real Estate is an end-to-end construction and property management solution. It offers a number of features that include a document management feature that provides greater control of users’ documents and a clean audit trail.


36. Mavenlink

  • Best for: Small, medium and large size businesses
  • Price: starts at $19 per user/month
  • Dec 26, 2022
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Kantata is a cloud-based project management solution designed for professional services and businesses that need collaboration and project management suite such as architecture, IT services and engineering and more.


37. Primavera P6 Enterprise Project Portfolio Management

  • Best for: Small, medium and large size businesses
  • Price: starts at $3,904 per license
  • Jul 13, 2022
Compare Primavera P6 Enterprise Project Portfolio Management Vs. Procore

Primavera P6 Enterprise Project Portfolio Management is a cloud and on-premise construction software that is aimed at project portfolio management. The software helps in planning, managing, and delivering successful projects as well as bringing in all the participants of the construction project onb...


38. FACS Project Controller

  • Best for: Start up, Small business, Medium business, Large business
  • Price:
  • Aug 25, 2022
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FACS (Field Automated Communication Systems) Project Controller is a cloud-based construction management software that is designed to eliminate the communication breakdown and delayed information as well as redundant work endured within the construction projects.


39. TimeCamp Software

  • Best for: SMBs
  • Price: starts at $6.30 per user/month
  • Sep 02, 2022
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TimeCamp Software can be installed on-premise or hosted on the cloud. It is a time tracking as well as project management software that allows project managers to collaborate with the team handling a certain project, monitor the status of the project, and track billable hours.


40. PrioSoft

  • Best for: Small, medium and large size businesses
  • Price: starts at $795 per license
  • Sep 28, 2022
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Priosoft is a construction software for contractors, builders, and other businesses to make estimates, bid management, project management, and job scheduling.


41. ProjectManager-com

  • Best for: Medium and large size businesses
  • Price: starts at $11.50 per user/month
  • Sep 20, 2022
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ProjectManager is a web based project management solution for businesses of all sizes. It offers such services as resource management, document management, project planning, and others. The software was designed and launched by ProjectManager.com headquartered in Texas, United States.


42. Podio

  • Best for: SMBs
  • Price: starts at $11.20 per month
  • Jan 04, 2023
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Podio is a web based project management solution for businesses of all sizes. It offers such services as task management, resource management, collaboration, and others. The software was designed and launched by Citrix Systems Inc headquartered in Florida, United States.


43. Zoho Projects

  • Best for: SMBs
  • Price: starts at $5 per user/month
  • Jan 10, 2023
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Zoho Projects is a web based project management software that has been building a good reputation online. It offers team members a secure environment for collaborating and ensuring that work is accomplished on time. Zoho Projects was developed by Zoho Corporation Pvt, a privately held Indian co...


44. B2W Estimate

  • Best for: Small, medium and large size businesses
  • Price: starts at $5,500 per license
  • Apr 27, 2022
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B2W Estimate is designed to manage your entire estimating and bidding process. Despite its power and feature-rich functionality, it is intuitive and easy to learn. Estimators can be up and running in days, not weeks or months. By spending more time estimating rather than entering data, you can accom...


45. Construction / Job Cost

  • Best for: SMBs
  • Price:
  • Apr 30, 2022
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Construction/Job Cost (referred to as Key2Act) is a cloud-based construction software built for companies to increase revenue and reduce risks.


46. Project Drive

  • Best for: SMBs
  • Price: starts at $40 per user/month
  • Apr 25, 2022
Compare Project Drive Vs. Procore

Project Drive is a construction project management solution for businesses of all sizes. Core modules of the software include project management, resource management, task management, and service management. The software was designed and launched by TGMT-Systems Inc headquartered in Queb...


47. SAP for Project Management

  • Best for: Small, medium and large size businesses
  • Price: starts at $41 per user/month
  • Apr 27, 2022
Compare SAP for Project Management Vs. Procore

SAP is a cloud-based as well as an on-premise leader in project management tasks suitable for businesses of all sizes from small-scale businesses, medium-sized business, and large-scale businesses.


48. Paskr Project Management Suite

  • Best for: SMBs
  • Price: starts at $425 per month
  • Apr 26, 2022
Compare Paskr Project Management Suite Vs. Procore

Paskr is a construction and project management solution for small and medium construction businesses. It offers a variety of project management, estimating, and accounting services for construction purposes. The software was designed and launched by Paskr Inc., headquartered in Tennessee, United Sta...


49. NetSuite Services Resource Planning (SRP)

  • Best for: SMBs
  • Price: Has a free version
  • Apr 28, 2022
Compare NetSuite Services Resource Planning (SRP) Vs. Procore

NetSuite Services Resource Planning is a professional services management solution for businesses of all sizes. It offers such capabilities as integrated project management, resource management, time and expense tracking, and others. The software was designed and launched by NetSuite Inc headquarter...


50. Canvas

  • Best for: Medium and large size businesses
  • Price: starts at $20 per user/month
  • May 18, 2022
Compare Canvas Vs. Procore

Canvas is a mobile business app and form management solution for businesses of all sizes. Its capabilities include signature and image capture, barcode scanning, app customization, and others. The software was designed and launched by Canvas Solutions Inc headquartered in Virginia, Unite...


51. PENTA Construction ERP

  • Best for: Start up, Small business, Medium business, Large business
  • Price:
  • May 18, 2022
Compare PENTA Construction ERP Vs. Procore

PENTA helps you manage operations with less effort, consistently execute best practices, and improve productivity by continually analyzing your performance. In the office and in the field, North American construction firms trust PENTA software every day. Construction document management software PEN...


52. Digital Time Capture

  • Best for: Small, medium and large size businesses
  • Price: starts at $25,000 per license
  • May 18, 2022
Compare Digital Time Capture Vs. Procore

Digital Time Capture is a construction timesheet management software that can help users to capture invoicing and payroll data directly from the field. The software can automate all necessary calculations and integrate the captured data with any ERP or payroll system. Users don’t have to use separat...


53. Optimy Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $6,500 per year
  • May 24, 2022
Compare Optimy Software Vs. Procore

Optimy is a SaaS-based Nonprofit software that assists sponsors in managing their CSR (Corporate Social Responsibility) operations through optimizations and measurements.


54. PMWeb

  • Best for: Small, medium and large size businesses
  • Price:
  • May 25, 2022
Compare PMWeb Vs. Procore

PMWeb is a web-based software solution that is used in project management. The software is built to work with Microsoft .NET technology. The software can be accessed through a web client as long as there is an internet access. This access can help with construction contractors to stay updated with t...



A Buyer's Guide to Business Software Solutions

How to Evaluate and Buy Business Software
 
If you’re somehow puzzled if this article is only for a specific size of business, no, it’s not. This is for you SMEs, MNEs and start-ups software buyers. Also, we’re not talking about a specific software solution here. Whether the software solution that you’re planning to buy is for Accounting, Business Intelligence, ERP, CRM, Help Desk, Maintenance Management or other types of application, one thing is for sure; with the help of this article, you will be able to know the right process in evaluating and buying a business software solution.
 
We’ve been into the software business for years and we’re seeing a lot of nitty-gritty things that often bring confusions and hesitations to many companies looking for better software solutions. Some companies can’t afford to let go their legacy systems while a few is encountering technological snags once the new system is in place. While this is the underlying truth behind software acquisition and implementation, what’s exciting about buying a business software solution is that there is a clear and obvious proof that thousands of companies and corporations today are happy with the benefits this technology is bringing into their respective businesses.  There is a significant increase in their revenue and the growth is on-going. And it’s easy to say; many from the Fortune 500 companies are making a lot of money because of their smartly-acquired business software.
 
So, let’s get straight to the point. What should you do in order to acquire that business software that could make your organization achieve its goals? The answer to this is pretty straightforward: evaluate and buy that right business software. Yes, that’s what you need to do and here’s the best manual from ITQlick.com that could certainly help you in doing that strategically.
 
Consider the Needs of Your Organization
Let’s assume that at this point, the entire management team agreed that you are ready to invest on a certain software application. The budget has been compromised and the key persons who will be involved in the acquisition process were already identified. Therefore, it’s time to approach things the project management way.
 
Define the Project
Every business software solution is categorized base on application type, features, deployment model, market size and pricing model. Remember that our objective here is to evaluate and buy a business software product that will fit into the size and present needs of your business. So what the project management team should try to deal with first is to define the real requirements of your business exactly base on the categories set by the software industry. Moreover, by doing this activity, you are already narrowing down your search for the right solution. Now, consider bringing this list of FAQs to the project management and aim to come up with clear-cut answers.
 
  1. What type of software is needed? Is it Integrated-Suite, Best-of-Breed or Industry-Specific? Ask your CEO’s main agenda and find the perfect match from these available options.
  2. What are the core and secondary features? Are you looking for basic, advanced or hi-end features? List down the specific features per category and allow the department managers and supervisors to give their insights on this list.
  3. How are you going to deploy the system? Would it be on-premise, cloud-based, hosted, or mobile-based? Weigh these options with the help of your CIO.
  4. Are you going for Tier 1, Tier 2 or Tier 3 vendors? Their offered solutions are base on the size of their target market - SMEs, MNEs or start-ups. Seek your CFO’s advice as it is important to match your financial capacity against the cost of the solution that the providers have for you.
  5. Are you willing to pay for the perpetuity software license or a subscription-based solution is way better? How many users are there and what would be their roles in using the system? Solicit feedbacks from future end users for they know better what challenges and risks might possibly come along their way when they’re using the system.
 
Finalize the BOM or List of Requirements
After providing definite answers on the above questions, we can say that the project has already been defined. Your procurement team is now ready to do their role in the acquisition process of this solution. However, in order for them to execute their job properly, they must have the complete list of requirements - features, specifications, hardware, and the software product. In other words, the Bill-of-Materials (BOM) that is final, complete and well-prepared must be handed over to the procurement director. Needless to say, it is very important that everybody is following the company purchasing and procurement protocols at all times.  
 
Request for Proposal (RFP)
The RFP process will bring everything into formality. Since you’re more likely in a line of business that doesn’t regularly buy software products, it is of critical importance that your RFP is well-structured before you send it to your prospect solution providers.
 
Draft the RFP
An RFP that contains all the relevant information as discussed during the project management meetings will enable the providers to return back to you their proposal that is complete and substantial. Therefore, your RFP should basically contain the following:
 
Brief Introduction
  • Company Name
  • Mission and Goals
  • Purpose of the RFP (or the need for software solution)
Business Background
  • Organizational Structure
  • Current Situation (IT infrastructure, system currently in-use, system issues and desired solutions, etc.)
  • Major Objectives of the Software Purchase
Request for Specific Requirements
  • Solution Functionality
  • System Specifications
  • Vendor Company Information
  • Price Model, Service Plans, Package Options
Other Important Inquiries (if necessary)
 
Send the RFP
Well-structured RFP will bring a lot of advantages especially when the proposals from various providers are received and then subjected for review and analysis. Send your RFP to at least three to five providers (or prospects which you have already shortlisted during the project definition phase). Depending on the complexity of the solution, most vendors will send their proposal in a matter of time, which could be around 4 to 6 weeks for Integrated-Suite solution.
 
Why still send RFP?
Is there really a need for RFP if your preferred solution (like cloud-based) and the service plans or packages are already displayed on the vendor’s website? Well, yes, you still need to undergo the RFP process. For most sales people, they certainly know that those figures appearing in the vendor’s website are usually the “list price” and not the “actual price”. More importantly, the vendor’s proposal (response to RFP) will serve as your main basis for the negotiation. Therefore, sending an RFP is a strict requirement.
 
Follow up questions relevant to RFP
More often than not, questions and concerns will be raised by the vendors to whom you send the RFP. You have to entertain them with utmost professionalism. Solution providers who are seeking further clarifications relevant to the RFP are consisting of professional software experts who wants to help your organization as much as they can. Entertain them but at the same time, always be cautious when providing additional information which you know is confidential or proprietary.
 
Evaluate the Proposals
Always refer to your finalized BOM when tabulating the contents of each proposal. Part of this process is to check the features that are available from this certain vendor and to cross out those that are not. While using spreadsheet aids the tabulation process, laying down the document proposals on the table and allowing your project management team to review them one by one should always be conducted. Evaluating the proposals in full force can help strengthen your decision-making process. Have another round of brain-storming session and come with the name of your preferred solution provider.
 
When selecting the final vendor, always promote the best interest of your organization. Consider answering these questions with full sincerity.
 
  1. Which vendor can provide the long-term benefits to your organization?
  2. Which vendor can provide the best and honest service from acquisition to full implementation?
  3. Which vendor is willing to devote most of its time in better serving its client?
 
Contact this solution provider and in your own strategic approach, try to get the answers to those three important questions above. In most cases, vendor who really wants to prove its craft will offer product demos on a higher level. Others will even invite you to check their already deployed and working systems. Feel free to connect with this type of vendor. Conduct simulation and testing, be it a cloud-based or on-premise solution. Examine all aspects and angles especially those that your project management team want to really know in-depth. For as long as it could help you arrive at a better decision, consider doing all the options available – for the interest of the organization.
 
Enter the Negotiation Process
Most solutions providers can be flexible in terms of pricing. Although the final say is oftentimes on the mouth of the sales person from the vendor’s side, a good negotiation process can always deliver a win-win situation to both parties involve. While negotiation sometimes cannot be settled in one sitting session, always be honest with your intentions whenever negotiating with your provider. If it’s about your budget, justify it with clarity. If it’s about their service plans, tell them what’s lacking or missing on their solution. At the end of the day, the most important event that should happen is that both of you are shaking hands because of a well done negotiation process.
 
Seal the Contract
So what are you going to do on a contract that involves a significant amount of investment? There are three project management approaches for this.
 
  1. Pass the ball to you legal team. They know what to do and more or less they will tell you if there is something wrong with the contract. Give them enough time to review before they affix their signature and then finally seal the contract.
  2. Hire a consultant base on the technical aspect that you want to clarify in the contract. If it’s the Scope of Work (SOW), a software implementation expert is the right person. If it is related to complex legal terms and conditions, a lawyer can help. If it has something to do with money, invite an accountant to conduct a thorough review and computation if necessary.
  3. Always consider consulting your project management team. Remember that the CIO, CFO and CEO are all team members. They will be the signatories and they know what’s best for the interest of the company when signing a contract agreement.
 
From evaluation to buying stage, it is important that the project manager must take full responsibility of monitoring all the works identified and distributed among team members. This is why delegating the right project manager is also an important consideration when buying a business software solution. And again, ITQlick.com wants to emphasize that whatever the size of your company is, using the project management approach will always lead you into a better outcome – that is getting what you paid for the right business software solution. 

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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.