Top 54 Patient Records Software (Mar 2023)

2023's Best 55 Patient Records Systems

Shlomi LaviShlomi Lavi / Mar 01, 2023

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1. WebPT EMR

  • Best for: Small, medium and large size businesses
  • Price: starts at $3 per provider/day
  • Feb 17, 2023
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. Athenahealth

  • Best for: Small, medium and large size businesses
  • Price: starts at $140 per provider/month + 4% to 7%
  • Feb 17, 2023
Compare Athenahealth Vs. WebPT EMR

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

3. CareCloud Practice Management Medical Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $349 per provider/month
  • Mar 01, 2023
Compare CareCloud Practice Management Medical Software Vs. WebPT EMR

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.

4. AllegianceMD

  • Best for: SMBs
  • Price: starts at $400 per provider/month
  • Feb 17, 2023
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.

5. DrChrono EHR

  • Best for: Small, medium and large size businesses
  • Price: starts at $199 per provider/month
  • Feb 18, 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.

6. ChiroTouch

  • Best for: SMBs
  • Price: starts at $159 per provider/month
  • Dec 21, 2022
Compare ChiroTouch Vs. WebPT EMR

ChiroTouch is an on-premise medical practice management solution that is designed for use in all types of chiropractic practices. the solution is developed with features that are suitable for use in practices of all sizes such as small-sized practices, medium-sized practices, and large practices.

7. Therabill

  • Best for: Small, medium and large size businesses
  • Price: starts at $149 per provider/month + $199 setup fee
  • Feb 23, 2023
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.

8. RXNT hospice

  • Best for: Small, medium and large size businesses
  • Price: starts at $75 per month
  • Feb 25, 2023
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

9. NexTech EMR

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 20, 2023
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.

10. zHealth EHR

  • Best for: Small, medium and large size businesses
  • Price: starts at $99 per provider/month
  • Aug 10, 2022
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This is a cloud-based health practice management software made for the use of chiropractors. The software automates processes like scheduling, billing, online calendar, and automated text. The tool can be used by practicing chiropractors who work without the aid of assistants.

Pricing Guide - Patient Records 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, 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. MDConnection

  • Best for: Small businesses and start ups
  • Price: starts at $199 per provider/month
  • Mar 01, 2023
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...

12. ChartLogic

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 20, 2023
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.

13. QuickPractice

  • Best for: SMBs
  • Price: starts at $599 per license
  • Feb 20, 2023
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.

14. InSync

  • Best for: Small, medium and large size businesses
  • Price: starts at $6 per license
  • Feb 27, 2023
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InSync is a cloud-based Mental Health software that allows practitioners to manage health records through customizable systems and carry out other operations such as transcription and revenue management.

15. HARP

  • Best for: SMBs
  • Price: starts at $39.10 per license
  • Feb 25, 2023
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...

16. RXNT

  • Best for: Small, medium and large size businesses
  • Price: starts at $75 per month
  • Feb 20, 2023
Compare RXNT Vs. WebPT EMR

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

17. Nextech Practice

  • Best for: SMBs
  • Price: starts at $35 per year
  • Feb 25, 2023
Compare Nextech Practice Vs. WebPT EMR

Nextech Practice is a cloud-hosted, medical practice management software built for plastic surgery, dermatology, ophthalmology specialties among others. Through its customizable templates and intuitive design, the software is able to integrate with specialty practices, to enhance overall patient car...

18. DocuTAP EMR & PM

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 21, 2023
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...

19. athenaOne

  • Best for: Small, medium and large size businesses
  • Price: starts at $140 per month
  • Feb 22, 2023
Compare athenaOne Vs. WebPT EMR

Patients today expect convenient, digital interactions in most areas of their life. With athenahealth patient engagement tools and services, you can bring that experience to your patients while also reducing your practice workload, using automated messaging services, appointment reminders, and more....

20. Essential RCM

  • Best for: Medium and large size businesses
  • Price: starts at $149 per feature/month
  • Feb 25, 2023
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.

21. PrognoCIS EMR

  • Best for: Small, medium and large size businesses
  • Price: starts at $249 per month
  • Feb 22, 2023
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...

22. Speedy Claims Software

  • Best for: SMBs
  • Price: starts at $29.95 per month
  • Feb 25, 2023
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.

23. Kareo

  • Best for: Small, medium and large size businesses
  • Price: starts at $349 per provider/month + 4% - 9% (collections)
  • Feb 22, 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.

24. Affinity Hospital Information System

  • Best for: Small, medium and large size businesses
  • Price:
  • May 22, 2022
Compare Affinity Hospital Information System Vs. WebPT EMR

The development of software solutions to improve business productivity encompasses many different skills and disciplines. Key to this is awareness of the fast changing nature of the industry and the ability to keep up with the rapid changing needs. Affinity Info Solutions professionals work closely ...

25. B Care

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 13, 2022
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VitalHub develops and supports mission-critical healthcare information systems in the Mental Health (Child, Youth and Adult), Long Term Care, Community and Social Service, and Hospital sectors. VitalHub solutions include Blockchain, Mobile, and Web-Based Assessment and Electronic Health Record solut...

26. TheraNest

  • Best for: Small businesses and start ups
  • Price: starts at $39 per month
  • Feb 27, 2023
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.

27. PowerChart

  • Best for: Small, medium and large size businesses
  • Price: starts at $25 per year
  • Feb 23, 2023
Compare PowerChart Vs. WebPT EMR

Powerchart is medical Electronic Health Record and Electronic Resource Management software that has components that make it usable for use across various practices and specialities. It aims to streamline the workflow for the physicians such that the entire workflow is integrated in a one desktop sys...

28. SisoHIS

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 06, 2022
Compare SisoHIS Vs. WebPT EMR

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...

29. 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.

30. oneMAR

  • Best for: Small, medium and large size businesses
  • Price: starts at $6 per month
  • Apr 05, 2022
Compare oneMAR Vs. WebPT EMR

One of the highest healthcare costs governments face today is that of prescribed medications not being taken properly. Medication errors result in more doctor visits, increased trips to hospitals and poor patient outcomes. Catalyst Healthcare is a technology company based in Kelowna, British Columbi...

31. Medismart

  • Best for: Small, medium and large size businesses
  • Price: starts at $515 per license
  • Jan 27, 2022
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Dont let your dreams as dreams. We can bring your dreams to reality. Let us break the boundaries with our Softwares & Digital strategies to push your business forward.

32. BDM Software Suite

  • Best for: Small, medium and large size businesses
  • Price:
  • May 06, 2022
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For over 40 years the team at BDM IT Solutions Inc. has been trusted by North America’s leading healthcare institutions, including hospitals, correctional facilities, long term care centers and pharmacies, to develop and implement innovative tools that enhance the delivery of patient care.

33. CurisHealth

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 23, 2023
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Our mission is to help global enterprises grow, adapt, scale, reinvent and digitally transform themselves through our relentless pursuit of engineering excellence and our commitment to deliver with certainty. GGK Tech is part of the ACS group.

34. IQI Intuition

  • Best for: Small, medium and large size businesses
  • Price: starts at $50 per month
  • Feb 24, 2023
Compare IQI Intuition Vs. WebPT EMR

Is your organization tracking incidents with a spreadsheet? You are not alone. There have never been purpose-built tools for the tracking of this data. Where are falls occurring? Is there an infectious outbreak on the second floor? Where should we focus our quality improvement efforts? The spreadshe...

35. MyValueMed

  • Best for: Small, medium and large size businesses
  • Price:
  • May 06, 2022
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As a total pharmacy solution, PharMerica is a true partner to providers and staff of all types of senior communities: assisted living, skilled nursing, public health organizations, long-term care and post-acute care settings.

36. 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.

37. Aquarius EMR

  • Best for: SMBs
  • Price:
  • May 13, 2022
Compare Aquarius EMR Vs. WebPT EMR

Aquarius EMR is a medical, EMR & EHR software built to help businesses digitalize their documents, making it easier for them to manage information.

38. Filopto

  • Best for: Small, medium and large size businesses
  • Price: starts at $166 per month
  • Jun 07, 2022
Compare Filopto Vs. WebPT EMR

We LOVE software and Filopto Eye Care Vision Practice Management System is a business-focused, modern, proven, easy to use and complete eye care office / EHR / practice productivity solution to help maintain and grow your eye care business – We are Leader in Vision Eye Care Practice Management solu...

39. Client Slate

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 05, 2022
Compare Client Slate Vs. WebPT EMR

Our attractive, responsive, and easy to use application controls decrease the learing curve and cut data entry time so you can spend more time with your clients and less time with technology.

40. 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.

41. ECLIPSE Software

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

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...

42. LiquidEHR

  • Best for: Small businesses and start ups
  • Price: starts at $199 per month
  • Feb 07, 2022
Compare LiquidEHR Vs. WebPT EMR

LiquidEHR Optometry Software is a ONC-ACB certified cutting edge electronic health record (EHR) solution, combined with a practice management system designed for speed and ease of use, scalable to your office needs, developed specifically for the eye care industry in conjunction with a team of forwa...

43. HealthConnect

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 27, 2022
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We are empowered with a sound and sophisticated infrastructure well equipped with latest hi-tech IT resources to fulfill the application development requirement.

44. ePersonam

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 28, 2022
Compare ePersonam Vs. WebPT EMR

Advenias proposes itself as a unique and strategic partner for Cooperatives and Multi-structure Groups with both Residential and Domiciliary services, for the integrated management and management of all healthcare reception processes, medical records, invoicing and management control.

45. Compulink Eyecare Advantage

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

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

46. ScheduFlow Online

  • Best for: Small, medium and large size businesses
  • Price: starts at $39.95 per month
  • Jun 09, 2022
Compare ScheduFlow Online Vs. WebPT EMR

Scheduflow Online is a SaaS-based Employee Scheduling software that enables employers to manage their workforce and client appointment information in centralized information and interact with new leads through consultations and appointment scheduling.

47. HMIS Pro

  • Best for: Small, medium and large size businesses
  • Price: starts at $5,000 per license
  • Jul 16, 2022
Compare HMIS Pro Vs. WebPT EMR provides Technology Solutions & Professional Consultancy services to many Businesses across Middle East. We strive to be IT OUTSOURCING partner for all our Clients. Our Strength in Software Applications, Security Assessment, Project Management & Trainings are unique & Professional that p...

48. Medesync EMR

  • Best for: SMBs
  • Price:
  • Jul 07, 2022
Compare Medesync EMR Vs. WebPT EMR

Medesync EMR is a cloud-based electronic medical/health record that is built for healthcare providers and practitioners. This software automates some of the clinical tasks as well as administrative ones within the medical facility.

49. Palash Practice

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 26, 2022
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To overcome these individual challenges, PALASH has come out with an Innovative way of reaching out to individuals; for their curative & preventive healthcare needs; under PALASH HealthyU Wellness Program.

50. VectorCare

  • Best for: Small, medium and large size businesses
  • Price:
  • Jul 16, 2022
Compare VectorCare Vs. WebPT EMR

Gone are the days of spreadsheets, fax machines, and outdated tools. Our intuitive solution helps busy care team members coordinate patient services on a single platform.

51. Medstar HIS

  • Best for: SMBs
  • Price: starts at $250 per month
  • Sep 07, 2022
Compare Medstar HIS Vs. WebPT EMR

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...

52. Get Well

  • Best for: Small, medium and large size businesses
  • Price: starts at $2,400 per license
  • Feb 23, 2023
Compare Get Well Vs. WebPT EMR

We design and realize tailor-made web projects for a wide range of companies and bring your company on the road to success with intelligent solutions. The fact that we remain loyal to our customers for years is our greatest success. We would like to give you an impression of our services and the way...

53. Optisoft

  • Best for: Small, medium and large size businesses
  • Price: starts at $100 per month
  • Sep 10, 2022
Compare Optisoft Vs. WebPT EMR

Optisoft leads the way in developing practice management solutions for opticians that are simple, flexible & affordable. Based on our insight into the optical market, there is continual investment in research and development of new technology that meets the changing needs of your business.

54. Care Logistics

  • Best for: Small, medium and large size businesses
  • Price:
  • Sep 07, 2022
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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.

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 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, 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 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.