Top 54 Patient Billing Estimate Software (Jan 2023)

2023's Best 55 Patient Billing Estimate Systems

Shlomi LaviShlomi Lavi / Jan 24, 2023

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1. WebPT EMR

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

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.


2. AllegianceMD

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

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.


3. DrChrono EHR

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

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


4. 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. WebPT EMR

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.


5. CareCloud Charts

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

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.


6. RXNT hospice

  • Best for: Small, medium and large size businesses
  • Price: starts at $65 per month
  • Mar 11, 2022
Compare RXNT hospice Vs. WebPT EMR

RXNT hospice is a cloud-based medical billing solution that is designed for use in hospitals and clinics of all sizes. The solution is also distributed as a suite combining all the necessary features that are required in a medical and healthcare setup


7. NexTech EMR

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

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.


8. MDConnection

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

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...


9. ChartLogic

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 12, 2022
Compare ChartLogic Vs. WebPT EMR

ChartLogic is a cloud and on-premise electronic medical record suite that incorporates practice management, e-prescribing, EMR, revenue cycle management, and patient portal. It a solution that is designed to cater to small and medium hospitals and clinics.


10. axiUm Dental Charting

  • Best for: Medium and large size businesses
  • Price:
  • Mar 12, 2022
Compare axiUm Dental Charting Vs. WebPT EMR

axiUm Dental is a dental practice management solution for dental practices and businesses of all sizes. It offers such capabilities as chart tracking, treatment planning, practice management, and others. The software was designed and launched by Exan Group headquartered in British Columbia, Canada. ...


Pricing Guide - Patient Billing Estimate 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. tab32

  • Best for: Small, medium and large size businesses
  • Price: starts at $100 per feature
  • Mar 12, 2022
Compare tab32 Vs. WebPT EMR

tab32 is a web based dental practice management solution for businesses of all sizes. It offers such capabilities as clinical charting, patient scheduling and billing, and others. The software was designed and launched by tab32 headquartered in California, United States.


12. QuickPractice

  • Best for: SMBs
  • Price: starts at $599 per license
  • Mar 12, 2022
Compare QuickPractice Vs. WebPT EMR

QuickPractice software is a cloud-hosted EMR and Practice management solution designed for health practices and billing companies. The platform offers multiple features such as patient records/charting, insurance billing, patient statements, patient billing, scheduling, HIPAA Compliant and more.


13. HARP

  • Best for: SMBs
  • Price: starts at $39.10 per license
  • Mar 13, 2022
Compare HARP Vs. WebPT EMR

HARP (Health Accounts Receivable Processor) is a cloud-hosted and on-premise medical billing platform that is built to support small and medium-sized medical practices. The software is tailored to handle the billing requirements of various medical facilities in different specialties like emergency d...


14. Medical Billing Assistant

  • Best for: SMBs
  • Price: starts at $14.89 per license
  • Dec 09, 2022
Compare Medical Billing Assistant Vs. WebPT EMR

Medical Billing Assistant software is an on-premise Windows-based medical billing, & practice management solution that also includes office management tools. Medical Billing Assistant (MBA) is founded on the Microsoft SQL Server technology as well as being 100% HIPAA compliant.


15. DocuTAP EMR & PM

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

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...


16. Essential RCM

  • Best for: Medium and large size businesses
  • Price: starts at $149 per feature/month
  • Apr 27, 2022
Compare Essential RCM Vs. WebPT EMR

Essential RCM is medical billing software solution medium to large health care providers. Its ultimate goal is to help doctors, laboratories, and hospitals avoid not getting paid. Its key features include billing, collection, and claims management.


17. PrognoCIS EMR

  • Best for: Small, medium and large size businesses
  • Price: starts at $249 per month
  • Apr 21, 2022
Compare PrognoCIS EMR Vs. WebPT EMR

PrognoCIS EMR is a cloud-based electronic medical records (EMR) solution which is designed to assist medical facilities and practitioners manage patient medical recording. The software is ICD-10 compliant and MU certified core features include integrated modules for EHR, Practice Management, Revenue...


18. Speedy Claims Software

  • Best for: SMBs
  • Price: starts at $24.95 per month
  • Mar 22, 2022
Compare Speedy Claims Software Vs. WebPT EMR

Speedy Claims Software is a cloud-based and on-premise medical practice management that has been serving medical professionals, helping them improve the quality of their services to the patients who come seeking for them.


19. Kareo

  • Best for: Small, medium and large size businesses
  • Price: starts at $349 per provider/month + 4% - 9% (collections)
  • Jan 24, 2023
Compare Kareo Vs. WebPT EMR

Kareo EHR is a web-based Meaningful Use Stage 2 certified medical electronic health record (EHR) and practice management solution designed for physicians in small practices and billing companies.


20. TheraNest

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

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.


21. Push Health

  • Best for: Small, medium and large size businesses
  • Price: starts at $0.01 per license
  • Apr 06, 2022
Compare Push Health Vs. WebPT EMR

Push Health was founded with a simple idea: every medical provider should be able to care for his or her network using great technology tools. Since 2013, thousands of patients and providers have connected through Push Health and benefited from increased access, convenience and price transparency.


22. Vitera Intergy EHR

  • Best for: Medium and large size businesses
  • Price: starts at $39 per provider/month
  • May 13, 2022
Compare Vitera Intergy EHR Vs. WebPT EMR

Vitera intergy EHR is a cloud-based medical software that is designed to provide ambulatory solutions to all sized practices. The software works well in small-sized practices, medium-sized practices, and large-sized practices.


23. Claim Manager

  • Best for: Small businesses and start ups
  • Price: starts at $23.25 per month
  • Jun 17, 2022
Compare Claim Manager Vs. WebPT EMR

Claim manager is cloud-based medical billing software that can be used by nurses, health care services and doctors in Canada and British Columbia. Practitioners in all medical fields from small or house practices, medium-sized practices, and major practices such as surgery can use claim manager.


24. bflow Solutions

  • Best for: SMBs
  • Price: starts at $350 per user/month
  • Jul 08, 2022
Compare bflow Solutions Vs. WebPT EMR

BFlow Solutions is a cloud-based medical billing solution for healthcare facilities such as sleep labs, Durable Medical Equipment, homecare business, and so on. With the automated claim management as well as billing feature enables the software to simplify the practice operations with the multi-chan...


25. 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. WebPT EMR

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...


26. CattailsMD

  • Best for: Small, medium and large size businesses
  • Price:
  • Dec 12, 2022
Compare CattailsMD Vs. WebPT EMR

CattailsMD is a medical, EMR, and EHR software designed for healthcare systems to provide training materials, assist technical documentation and aids technical support.


27. NueMD

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

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.


28. PowerMed Billing

  • Best for: SMBs
  • Price: starts at $249 per month
  • Apr 30, 2022
Compare PowerMed Billing Vs. WebPT EMR

Powermed is a cloud-based medical billing solution that is developed to work in all sized practices. It works perfectly in small-sized practices, medium-sized practices, and large-sized practices. Different medical professionals use the software to manage and improve the quality of their medical pra...


29. ClinicMind

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

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,...


30. 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. WebPT EMR

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...


31. 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. WebPT EMR

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.


32. iPatientCare EHR

  • Best for: SMBs
  • Price: starts at $399 per provider/month
  • May 19, 2022
Compare iPatientCare EHR Vs. WebPT EMR

IPatientCare EHR is a cloud-based as well as an on-premise solution that comes to users as a suite that includeS medical practice management software and a medical billing solution on one platform.


33. Futura Practice Management

  • Best for: SMBs
  • Price: starts at $6,500 per license
  • May 20, 2022
Compare Futura Practice Management Vs. WebPT EMR

Futura Practice Management is an on-premise medical practice management solution that is developed to be used in hospitals and clinics of all sizes. The solution provides its clients with mobile applications that make it easy to schedule a meeting with physicians.


34. Claim Agent

  • Best for: SMBs
  • Price:
  • Jun 18, 2022
Compare Claim Agent Vs. WebPT EMR

Claim Agent is a medical billing software designed as an online solution for claims management. The software functionalities help users reduce the possibility of errors, optimizing workflow, and accelerating cash flow.


35. MedClarity Platform

  • Best for: SMBs
  • Price:
  • Jun 18, 2022
Compare MedClarity Platform Vs. WebPT EMR

MedClarity Platform is cloud-based medical billing software that can also be used as an electronic health record solution suitable for use in health facilities of all sizes. The solution is easy to sue for most of the users yet a very powerful tool that can help make billing work easy in any hospita...


36. Medicall Billing Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $250 per license
  • Jun 19, 2022
Compare Medicall Billing Software Vs. WebPT EMR

Quest Medical Billing is a medical billing software designed to help healthcare facilities boost employee productivity and enhance cash flow. With the software, they can get medical reimbursements quickly and with less rejections.


37. MedInformatix

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 17, 2022
Compare MedInformatix Vs. WebPT EMR

MedInformatix is an on-premise medical practice management solution that is also used as an electronic health record that can accommodate all types of hospitals and clinics. The solution is provided with scalability in mind.


38. Carestream Dental

  • Best for: SMBs
  • Price:
  • Jun 18, 2022
Compare Carestream Dental Vs. WebPT EMR

Carestream Dental is a digital imaging and dental practice management solution for businesses of all sizes. It also offers assistance in electronic health records management and financial aspects. The software was designed and launched by Carestream Health headquartered in Georgia, Unite...


39. SynaMed EMR

  • Best for: Small, medium and large size businesses
  • Price: starts at $99 per user/month
  • Dec 17, 2022
Compare SynaMed EMR Vs. WebPT EMR

RISynergy is a cloud-based medical practice management solution that is specifically designed for radiology practitioners and practices. The solution is designed to help reduce the amount of work the radiologists would have to do in order to complete treating one patient.


40. MBO HomeCare

  • Best for: Small, medium and large size businesses
  • Price: starts at $600 per user/year
  • Jun 18, 2022
Compare MBO HomeCare Vs. WebPT EMR

MBO HomeCare is a web based home healthcare solution for home health agencies of all sizes. It offers such capabilities as schedule optimization, appointment management, route planning, and others. The software was designed and launched by SpatialTED Inc headquartered in Massachusetts, U...


41. TrackVia

  • Best for: Medium and large size businesses
  • Price: starts at $499 per month
  • Jun 16, 2022
Compare TrackVia Vs. WebPT EMR

TrackVia is a web-based solution that can also be accessed on mobile, which helps businesses manage their customer relations, sales, projects, assets and more. What separates TrackVia from similar tools is complete customization for dashboards and modules based on each user’s needs by easy and intui...


42. Practice Management ULTRA

  • Best for: Small businesses and start ups
  • Price:
  • Jun 17, 2022
Compare Practice Management ULTRA Vs. WebPT EMR

Practice Management ULTRA is a cloud-hosted medical system created to help manage operations of solo health practices with a one workstation and the enterprise-level clinics with multiple sites and specialties.


43. HealthLink

  • Best for: SMBs
  • Price: starts at $345 per year
  • Jul 02, 2022
Compare HealthLink Vs. WebPT EMR

HealthLink is cloud-based medical practice management that is developed to manage all the activities that are carried out in clinics and hospitals of all sizes. The solution can be sued in all types of practices from various disciplines such as dermatology, urology, optometry, general care practices...


44. Waystar Revenue Cycle Technology

  • Best for: Small, medium and large size businesses
  • Price: starts at $100 per user/month
  • Jul 02, 2022
Compare Waystar Revenue Cycle Technology Vs. WebPT EMR

Waystar is a cloud-based health software that helps healthcare systems to manage their administrative as well as clinical processes. The software uses its algorithms to predict claim denials as well as revenue leakages; upon the prediction of these claim denials, it automatically sends workable deni...


45. Harmony e/Notes

  • Best for: Small, medium and large size businesses
  • Price: starts at $1,500 per month
  • Jul 05, 2022
Compare Harmony e/Notes Vs. WebPT EMR

Harmony e/Notes is both a cloud-based as well as an on-premise solution that is developed to help the mental health practitioners to ease their work. The solution works as a practice management solution and helps to reduce some of the repetitive tasks in mental health clinics such as registration an...


46. Maxident

  • Best for: Small, medium and large size businesses
  • Price: starts at $199.95 per month
  • Jul 06, 2022
Compare Maxident Vs. WebPT EMR

MaxiDent software is an integrated cloud-based dental practice management suite that allows health providers to manage every aspect of their practice. The key features of MaxiDent software include billing, clinical charting, digital imaging, and patient scheduling among others.


47. e-Medsys Electronic Health Record

  • Best for: Small, medium and large size businesses
  • Price: starts at $250 per month
  • Jul 06, 2022
Compare e-Medsys Electronic Health Record Vs. WebPT EMR

e-Medsys Electronic Health Record is a cloud-based as well as an on-premise medical software solution that is designed for a vast range specialty such as cardiology, family medicine, surgery centers, mental health and many more.


48. Virtual Charting

  • Best for: Medium and large size businesses
  • Price:
  • Jul 07, 2022
Compare Virtual Charting Vs. WebPT EMR

Virtual Charting is a trending cloud-based Medical, EMR-EHR software, it is designed to support medium and large size medical practices and hospitals. Virtual Charting received a rating of 3.5 from ITQlick team. The software cost is considered affordable (1.8/5) when compared to alternative solutio...


49. EDIinsight

  • Best for: SMBs
  • Price:
  • Jul 18, 2022
Compare EDIinsight Vs. WebPT EMR

EDIinsight is an on-premise medical billing solution that is developed to work in all types of hospitals and clinics and the size does not matter because it can work in practices of all sizes. the software helps in sorting out all the payment options that are available and allows insurance verifica...


50. Remedly

  • Best for: Small, medium and large size businesses
  • Price: starts at $250 per month
  • Jul 16, 2022
Compare Remedly Vs. WebPT EMR

Remedly software is a cloud-based medical solution that is designed for medical spas, plastic and cosmetic surgeons. The solution offers a number of features which includes reporting that helps users monitor practice performance metrics and insurance claims statuses.


51. DOCISS EMR

  • Best for: Small, medium and large size businesses
  • Price:
  • Jul 23, 2022
Compare DOCISS EMR Vs. WebPT EMR

DOCISS EMR is a cloud-based practice management solution that also is used as an electronic health record solution for all types of medical care. The solution is scalable and can be deployed in more than one location with the solution allowing remote access to the medical records stored in the plat...


52. Acuitas activEHR 2-0

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

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


53. Dovetail

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

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


54. Dentisoft Cloud Pro

  • Best for: Small, medium and large size businesses
  • Price: starts at $249 per month
  • Jul 28, 2022
Compare Dentisoft Cloud Pro Vs. WebPT EMR

Dentisoft Cloud Pro is a cloud based dental practice management solution for dental practices of all sizes. It offers such capabilities as clinical charting, claims management, treatment planning, and others. The software was designed and launched by Dentisoft Technologies headquartered in Maryland,...



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.