Top 54 Patient Management Software (Jan 2023)

2023's Best 55 Patient Management Systems

Shlomi LaviShlomi Lavi / Jan 28, 2023

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1. CareCloud Practice Management Medical Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $349 per provider/month
  • Mar 09, 2022
Compare CareCloud Practice Management Medical Software Vs. CareCloud Practice Management Medical Software

CareCloud Practice Management Medical Software is an integrated electronic health record solution that is designed to offer collective benefits of EMR, practice management, and medical billing services.


2. CareCloud Charts

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

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.


3. TheraNest

  • Best for: Small businesses and start ups
  • Price: starts at $39 per month
  • Dec 21, 2022
Compare TheraNest Vs. CareCloud Practice Management Medical Software

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.


4. Doxy.me Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $35 per provider/month
  • Apr 03, 2022
Compare Doxy.me Software Vs. CareCloud Practice Management Medical Software

Doxy.me Software is a cloud-based telemedicine solution that is suitable for use in hospitals and clinics of all types and sizes. The solution makes work easy for most of the doctors and hence the solution can allow an increase in the profits that are reaped by the hospitals.


5. SisoHIS

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 06, 2022
Compare SisoHIS Vs. CareCloud Practice Management Medical Software

SisoHIS (Healthcare Information System), which provides health institutions with the opportunity to effectively use all of their resources such as time, labor force and finance, provides a modern structure by recording all the data of the health institution quickly and safely. SisoHIS software devel...


6. CarePassport

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 08, 2022
Compare CarePassport Vs. CareCloud Practice Management Medical Software

CarePassport is a trusted healthcare app for patients to aggregate and access all their medical data, including medical images, lab results, dental records, clinical reports and more from different healthcare providers.


7. ECLIPSE Software

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

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...


8. TeleVox

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 28, 2022
Compare TeleVox Vs. CareCloud Practice Management Medical Software

Connecting people with each other and the right information is mission-critical. Intrado, formerly West, develops innovative cloud-based technology to make it easier, more effective and more efficient to make the right connections. Our solutions put people in sync with each other and the right infor...


9. Medstar HIS

  • Best for: SMBs
  • Price: starts at $250 per month
  • Sep 07, 2022
Compare Medstar HIS Vs. CareCloud Practice Management Medical Software

Medstar HIS, one of the top Hospital Management Software, is a comprehensive Hospital Information & Management System, which can integrate all the HIS systems, processes and machines to an intelligent information system to derive operational efficiency and assist hospitals in making the right decisi...


10. Care Logistics

  • Best for: Small, medium and large size businesses
  • Price:
  • Sep 07, 2022
Compare Care Logistics Vs. CareCloud Practice Management Medical Software

Performance Excellence means continuity of patient care, increased revenue and higher reimbursement, and the reduction of avoidable patient days, while increasing safety and improving patient outcomes.


Pricing Guide - Patient Management 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. ChiroFusion

  • Best for: SMBs
  • Price: starts at $99 per month
  • Jan 03, 2023
Compare ChiroFusion Vs. CareCloud Practice Management Medical Software

ChiroFusion is a cloud-based practice management solution suitable for use in chiropractic practices in hospitals and clinics of all sizes. The solution is able to save much time when it is used by physicians since most of the functionalities that are provided by the solution help in handling most o...


12. NaviNet Open

  • Best for: Small, medium and large size businesses
  • Price:
  • Oct 24, 2022
Compare NaviNet Open Vs. CareCloud Practice Management Medical Software

NaviNet® Open is one of Americas leading payer-provider collaboration platforms, facilitating provider engagement and generating trustworthy, actionable data throughout the continuum of care delivery. A secure multi-payer platform, NaviNet Open enhances communication, boosts operating efficiency,...


13. Chiron Health

  • Best for: Small, medium and large size businesses
  • Price: starts at $150 per provider
  • May 01, 2022
Compare Chiron Health Vs. CareCloud Practice Management Medical Software

Chiron Health is a cloud-based medical practice management solution that also works as a telemedicine software for hospitals and clinics of all sizes. The solution allows the hospitals that are using it to give their customers a good experience that is more likely to encourage them to come back to t...


14. TM3

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

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


15. Intelligent Medical Software (IMS) by Meditab

  • Best for: Small, medium and large size businesses
  • Price: starts at $199 per provider/month
  • May 16, 2022
Compare Intelligent Medical Software (IMS) by Meditab Vs. CareCloud Practice Management Medical Software

Intelligent Medical Software is a hybrid integrated Electronic Health Records and Practice Management solution that includes applications for e-prescribing, practice reporting, patient portal, and communication tools.


16. Quick Charts Complete Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $99 per month
  • Jun 10, 2022
Compare Quick Charts Complete Software Vs. CareCloud Practice Management Medical Software

Quick Charts Complete Software is a cloud-based and on-premise electronic health record solution that is developed as a medical practice management solution, a medical billing software, and a revenue cycle management solution that is provided all in one platform.


17. CAREWORKS

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 12, 2022
Compare CAREWORKS Vs. CareCloud Practice Management Medical Software

SOFSCRIPT is a leading provider of Healthcare Software Solutions. Our CAREWORKS™ HMIS has been a resounding success across prestigious Hospitals and Laboratories. CAREWORKS™ is also actively considered by Hospitals in replacing imperfect systems or failed implementations.


18. Medicfusion EHR

  • Best for: Small businesses and start ups
  • Price: starts at $200 per month
  • Jun 18, 2022
Compare Medicfusion EHR Vs. CareCloud Practice Management Medical Software

Medicfusion is a cloud-based practice management software that is suitable for use in medical practices of all sizes. Dentists, opticians, nurses, care homes, can use Medicfusion and all other medical practitioners like psychologists.


19. MedInformatix

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 17, 2022
Compare MedInformatix Vs. CareCloud Practice Management Medical Software

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.


20. bestPTsystem

  • Best for: SMBs
  • Price:
  • Jun 18, 2022
Compare bestPTsystem Vs. CareCloud Practice Management Medical Software

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


21. Insta HMS

  • Best for: SMBs
  • Price: starts at $20 per user/month
  • Jan 26, 2022
Compare Insta HMS Vs. CareCloud Practice Management Medical Software

Insta Health Solutions specializes in providing cloud-based and local server-based solutions to hospitals and clinics across the globe. It enhances their efficiency and productivity by automating clinical, financial, operational and management processes. Insta Health Solutions has a customer base of...


22. CollaborateMD

  • Best for: SMBs
  • Price: starts at $194 per month
  • Jul 05, 2022
Compare CollaborateMD Vs. CareCloud Practice Management Medical Software

CollaborateMD is a cloud-based practice management system that is developed to be used in all types of mental health care practices. these practices can include occupational therapy, behavioral therapy, speech therapy, and physical therapy among others.


23. Experity

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 25, 2022
Compare Experity Vs. CareCloud Practice Management Medical Software

Experity is a care EMR software for medical practitioners to manage urgent care delivery to patients for better outcomes.


24. Clearwave

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 02, 2022
Compare Clearwave Vs. CareCloud Practice Management Medical Software

Clearwave is a patient engagement software that helps healthcare organisations improve patient satisfaction while saving time, reducing cost and driving productivity.


25. Verto Flow

  • Best for: Medium and large size businesses
  • Price:
  • Jan 04, 2022
Compare Verto Flow Vs. CareCloud Practice Management Medical Software

Verto Flow is a digital twin software that improves patient coordination, care, and data distribution by health care practitioners in healthcare service centers.


26. Cardiology Cloud

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

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


27. Isoratec CRM

  • Best for: Small businesses and start ups
  • Price: starts at $62 per user/month
  • Jul 19, 2022
Compare Isoratec CRM Vs. CareCloud Practice Management Medical Software

Isoratec CRM is a CRM software designed to help healthcare providers accelerate their sales. As a HIPAA-compliant solution, the software allows users to get — with its proprietary forms — pre-qualified referrals for PDGM admissions.


28. eHospital Systems

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 24, 2022
Compare eHospital Systems Vs. CareCloud Practice Management Medical Software

eHospital Systems is a customizable, comprehensive, and integrated Hospital Management System designed to manage all hospital operations. The ideal client base for eHospital is Healthcare facilities, multi-specialty clinics, and medical practitioners. Multi-Location functionality allows your hospita...


29. Remedly

  • Best for: Small, medium and large size businesses
  • Price: starts at $250 per month
  • Jul 16, 2022
Compare Remedly Vs. CareCloud Practice Management Medical Software

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.


30. Wellsoft EDIS

  • Best for: Small, medium and large size businesses
  • Price: starts at $25 per license
  • Jul 18, 2022
Compare Wellsoft EDIS Vs. CareCloud Practice Management Medical Software

Wellsoft EDIS is a web based electronic health records (EHR) solution for medical practices of all sizes. It offers such capabilities as patient records management, physician management, electronic prescribing, and others. The software was designed and launched by Wellsoft Corporation headquartered ...


31. Dovetail

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

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...


32. BackChart - Chiropractic EHR

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

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


33. Chiro QuickCharts!

  • Best for: Large business
  • Price: starts at $99 per month
  • Aug 04, 2022
Compare Chiro QuickCharts! Vs. CareCloud Practice Management Medical Software

Chiro QuickCharts! is an on-premise chiropractic software that is designed for use in all types of chiropractic practices. The solution is easy to use because of the elegant user interface designs that are clear and visible while also mixed with simplicity.


34. MTBC Software

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

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


35. Quanta WebHIMS

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 23, 2022
Compare Quanta WebHIMS Vs. CareCloud Practice Management Medical Software

A complete hospital management software using mobile apps. Mobile applications for Doctors, Nurses, CEO, CFO, Patients, Pharmacy. Do every hospital operation on the touch of your mobile phones | Tablets. Birlamedisoft provides easier solutions and a better management system for hospitals which helps...


36. e-MDs

  • Best for: Small, medium and large size businesses
  • Price: starts at $399 per month
  • Sep 21, 2022
Compare e-MDs Vs. CareCloud Practice Management Medical Software

e-MDs is a cloud-based as well as an on-premise electronic medical record solution that can also be used as a medical billing solution and a practice management solution. The software comes in a suite that makes it more profitable to the organizations that buy the solution.


37. Wellsoft Urgent Care EHR

  • Best for: Small, medium and large size businesses
  • Price: starts at $25 per license
  • Jan 28, 2023
Compare Wellsoft Urgent Care EHR Vs. CareCloud Practice Management Medical Software

Wellsoft Urgent Care EHR is a Meaningful Use Compliant and On-premise CCD solution that is designed to handle patient tracking systems in medical emergency departments. Its features such as charge and image capture and order management, help physicians to keep track of their patients records and sta...


38. Nudge Coach

  • Best for: Small businesses and start ups
  • Price: starts at $60 per month
  • Jan 27, 2023
Compare Nudge Coach Vs. CareCloud Practice Management Medical Software

Nudge Coach is a cloud-based electronic medical record solution that is designed to help medical practitioners create platforms where they can engage their patients as well as provide them with the instructions.


39. PetalMD Medical Scheduling

  • Best for: Small businesses and start ups
  • Price: starts at $10 per user/month
  • Oct 10, 2022
Compare PetalMD Medical Scheduling Vs. CareCloud Practice Management Medical Software

PetalMD Medical Scheduling is a leading cloud-based Human Resources software, it is designed to support small and medium size business. PetalMD Medical Scheduling received a rating of 4 from ITQlick team. The software cost is considered affordable (1.4/5) when compared to alternative solutions.


40. eHAT

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 28, 2022
Compare eHAT Vs. CareCloud Practice Management Medical Software

eHAT general practice is one stop EMR that cancapture complete patient health information thereby establishing and maintaining effective clinical workflows. The patient health information is available instantly and securely to the authorized users. The EMR uses SOAP method of documentation that help...


41. VitalHealth

  • Best for: Small, medium and large size businesses
  • Price:
  • Oct 20, 2022
Compare VitalHealth Vs. CareCloud Practice Management Medical Software

Use hundreds of validated questionnaires, including ICHOM standard sets, to start Shared Decision. Making and automated consultation preparation.


42. Infor Location Based Intelligence

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 07, 2022
Compare Infor Location Based Intelligence Vs. CareCloud Practice Management Medical Software

Healthcare has never been more expensive and complicated than it is today. We work with our customers to improve patient flow, asset utilization and operational efficiency in clinics, acute care facilities and health delivery networks. Our software processes location data from RTLS, RFID, BLE and ot...


43. Experity Patient Engagement

  • Best for: Small, medium and large size businesses
  • Price: starts at $350 per license
  • Oct 21, 2022
Compare Experity Patient Engagement Vs. CareCloud Practice Management Medical Software

Clockwise.MD is cloud-based medical scheduling software that allows physicians to schedule meetings with their patients online. The solution also is a queue management solution that can be used in various hospitals and clinics such as specialty care clinics, outpatient laboratory clinics, hospitals,...


44. AdApps HMS

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 18, 2022
Compare AdApps HMS Vs. CareCloud Practice Management Medical Software

Web-based software solution MediSteer ( Previously Known as AdApps HMS) is an ERP which takes the stress out of offering quality medicalcare by revolutionizing billing procedures. MediSteer simplifies and automates the billing process and eases the pain of having to bill everything manually and redu...


45. Orchestra One

  • Best for: SMBs
  • Price: starts at $2 per month
  • Oct 23, 2022
Compare Orchestra One Vs. CareCloud Practice Management Medical Software

Orchestra One software is a cloud-based solution that is designed for small and direct care medical practices. The solution has a number of features that include a mobile application tool that coordinates communication between patients and doctors.


46. Trillian

  • Best for: Small, medium and large size businesses
  • Price: starts at $3.33 per user/month
  • Feb 22, 2022
Compare Trillian Vs. CareCloud Practice Management Medical Software

For nearly 20 years, Trillian has been a driving force behind messaging innovation. Today, Trillian is a both a free instant messenger and a powerful business and HIPAA-compliant messaging platform. Your healthcare organization needs secure messaging, and Trillians HIPAA-compliant messaging platform...


47. MocDoc HMS

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 26, 2022
Compare MocDoc HMS Vs. CareCloud Practice Management Medical Software

MocDoc HMS is a complete Integrated Solution for small Hospitals to Multi-Chain Hospitals! Comprehensive OP Management from Doctor Discovery, Appointments, Check In, Billing, EMR, Prescription to mobile apps. Comprehensive IP Management handles corporate and insurance patients, reduces pilferage, el...


48. Mend

  • Best for: Small, medium and large size businesses
  • Price: starts at $49 per provider/month
  • Dec 23, 2022
Compare Mend Vs. CareCloud Practice Management Medical Software

Mend software is a cloud-based Telemedicine and Digital Patient Intake system that allows patients and care providers to connect, share files, assessments, messages, photos and data. Care providers and the users can easily use video conferencing as well as live chat tools on their mobile devices or ...


49. TIMS Software | HME Providers

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 05, 2022
Compare TIMS Software | HME Providers Vs. CareCloud Practice Management Medical Software

Independent distributors work with us to deploy a customizable, integrated, ERP software solution to streamline all of the various processes essential to running a business, including inventory control, asset and rental management, sales, accounting, business intelligence, customer relationship mana...


50. WonderDoc

  • Best for: SMBs
  • Price: starts at $75 per month
  • Mar 08, 2022
Compare WonderDoc Vs. CareCloud Practice Management Medical Software

WonderDoc is an on-premise medical practice management solution designed for chiropractic practice in hospitals and clinics of all sizes.


51. Altai Oncology Suite

  • Best for: Small, medium and large size businesses
  • Price: starts at $99 per user/month
  • Mar 08, 2022
Compare Altai Oncology Suite Vs. CareCloud Practice Management Medical Software

Altai Oncology Suite is a cloud-based medical practice management that comes to users as a suite offering electronic health record, medical billing solution, and a revenue cycle management all to be used in oncology practices of all sizes.


52. PatientPop

  • Best for: SMBs
  • Price: starts at $700 per month
  • Mar 22, 2022
Compare PatientPop Vs. CareCloud Practice Management Medical Software

PatientPop is a solution that delivers an end to end practice growth platform for private practice doctors or physicians and single and multi-provider practices. The solution helps health providers thrive in the digital era by combining technology with innovative practices in marketing strategies.


53. ChiroSpring

  • Best for: Small businesses and start ups
  • Price: starts at $99 per month
  • Mar 29, 2022
Compare ChiroSpring Vs. CareCloud Practice Management Medical Software

ChiroSpring is a cloud-based as well as an on-premise medical practice management solution that has been developed for use in chiropractic practices. the solution is reliable enough because it has provided the customers with data backup for the cloud option and hence in case there is a system failur...


54. Lifeline E-Clinic

  • Best for: SMBs
  • Price:
  • Nov 01, 2022
Compare Lifeline E-Clinic Vs. CareCloud Practice Management Medical Software

Lifeline E-Clinic is an award-winning cloud-based ERP software, it is designed to support small and medium size business. Lifeline E-Clinic received a rating of 5 from ITQlick team. The software cost is considered average (3/5) when compared to other solutions in their category.



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.