Top 54 Patient Scheduling Software (Jan 2023)

2023's Best 55 Patient Scheduling Systems

Shlomi LaviShlomi Lavi / Jan 23, 2023

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1. Practice fusion

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

Practice Fusion is a medical practice management and EHR solution for medical practices of all sizes. The software offers a variety of electronic health record solutions along with practice management features. It was designed by Practice Fusion, Inc., founded in 2005 and headquartered in California...


2. WebPT EMR

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

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.


3. eClinicalWorks

  • Best for: Small, medium and large size businesses
  • Price: starts at $449 per provider/month + 2.9% of practice collections
  • Dec 21, 2022
Compare eClinicalWorks Vs. Practice fusion

eClinicalWorks is a practice management solution for healthcare providers. The solution offers a number of features that include a patient engagement tool that allows patients to engage better with their own health. The solution also allows patients to book appointments online.


4. Athenahealth

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

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.


5. 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. Practice fusion

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.


6. AllegianceMD

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

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.


7. ChiroTouch

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

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.


8. 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. Practice fusion

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.


9. RXNT hospice

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

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


10. NexTech EMR

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

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.


Pricing Guide - Patient Scheduling 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. MDConnection

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

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. MacPractice DDS

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

MacPractice DDS is an on-premise chiropractic software solution that offers a new option of clinical and practice management platform for all practitioners. The software is a MacOS and iOS-based software that caters for chiropractic, medical, dental and optical practices. It offers a Mac OS X migrat...


13. ChartLogic

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

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.


14. tab32

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

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.


15. QuickPractice

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

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.


16. ScriptSure

  • Best for: Small, medium and large size businesses
  • Price: starts at $20 per user/month
  • Mar 12, 2022
Compare ScriptSure Vs. Practice fusion

ScriptSure software is a cloud-based electronic medical records solution tailored for doctors, hospitals and clinics. The primary features of ScriptSure software include electronic medical records, appointment scheduling, e-prescribing, lab testing, plus notes, document scanning, referrals managemen...


17. RXNT

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

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


18. Praxis EMR

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

Praxis EMR software is a leading electronic health record solution designed for different healthcare practices. It offers a number of solutions that include template-free documentation that helps users practice faster and easier medicine.


19. DrFirst Rcopia

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

DrFirst Rcopia MU is a cloud based HIPAA compliant medication management and advanced clinical solution that helps specialty, hospitals and other enterprises to track patient safety and medication.


20. Nextech Practice

  • Best for: SMBs
  • Price: starts at $35 per year
  • Mar 13, 2022
Compare Nextech Practice Vs. Practice fusion

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...


21. ElationEMR

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

ElationEMR is a cloud-based electronic health record solution that comes to users as a suite with medical billing solution and a medical practice management solution available that are suitable for use in all disciplines of the healthcare and the medical industry.


22. SRS EHR

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

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


23. DocuTAP EMR & PM

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

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


24. PrognoCIS EMR

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

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...


25. 1st Providers Choice

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

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


26. Speedy Claims Software

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

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.


27. TheraNest

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

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.


28. AntWorks Healthcare

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

AntWorks Healthcare is a cloud-based medical practice management solution that is designed for use in all types of hospitals and clinics. The solution can be used in all types of practices including small-sized practices, medium-sized practices, and large practices and in diverse practices including...


29. SisoHIS

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

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...


30. care360

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

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


31. myEvolv by Netsmart

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

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


32. Office Practicum

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

Office Practicum is a cloud-based electronic health record solution suitable to be sued as a medical billing software as well as a practice management solution in various disciplines of the healthcare and medical industry.


33. VIS - VEPRO Information System RIS

  • Best for: Small, medium and large size businesses
  • Price:
  • May 07, 2022
Compare VIS - VEPRO Information System RIS Vs. Practice fusion

For 38 years, VEPRO has been one of the most experienced and innovative eHealth companies for PACS - RIS - Cloud Videoconferencing Solutions - Referral and Patient Portals. For many years now, thousands of satisfied users in private and public hospitals worldwide have been working with VEPRO film-l...


34. OpenEMR

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

OpenEMR is a cloud-based and on-premise solution that provides electronic medical reports, patient scheduling, and medical billing services. Functionalities offered in OpenEMR help the medical team to provide reports on their patients, take notes during appointments with the patients that are then u...


35. 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. Practice fusion

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.


36. Media Importer + Scan

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 29, 2022
Compare Media Importer + Scan Vs. Practice fusion

Easily upload CDs and DVDs and scan documents into your radiology workflow. Reconcile, view and share images and reports brought in from outside sources.


37. Optum physician emr suite

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

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


38. Medesync EMR

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

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.


39. Eyefinity EHR

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

Eyefinity EHR is an electronic health records management solution for businesses of all sizes. It offers assistance in practice management, scheduling, patient data management, and other aspects. The software was designed and launched by Eyefinity Inc headquartered in California, United ...


40. TherapyNotes

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

TherapyNotes is a cloud-based electronic health record solution also used a medical billing solution. The solution can be used in all non-medical practices in the hospitals as well as the medical practice.


41. 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. Practice fusion

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...


42. CattailsMD

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

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


43. patientNOW

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

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


44. MyHomecareBiz

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 17, 2022
Compare MyHomecareBiz Vs. Practice fusion

MyHomeCareBiz is a cloud-based home health care solution designed for skilled home health Hospice, Pediatrics Rehabilitation, Medicaid Home Health, and more. The software core features include billing & invoicing employee tracking and task reporting, and more.


45. Solutionreach

  • Best for: Small, medium and large size businesses
  • Price: starts at $299 per month
  • Sep 28, 2022
Compare Solutionreach Vs. Practice fusion

SolutionReach is a dental software for healthcare systems designed by fosters patient relationship management tools, improve communication with patients, protect patients and staff, and make telehealth visits.


46. RevenueXL EMR

  • Best for: SMBs
  • Price: starts at $250 per provider/month
  • Sep 28, 2022
Compare RevenueXL EMR Vs. Practice fusion

RevenueXL EMR is a cloud-based electronic medical record software that is designed to offer multi-specialty capabilities for healthcare facilities. The software is a multi-purpose EMR solution as it offers a wide range of services such as medical practice management, medical billing services, and cl...


47. Private Practice

  • Best for: Small, medium and large size businesses
  • Price: starts at $60 per month
  • Sep 28, 2022
Compare Private Practice Vs. Practice fusion

Private Practice, which is widely known as TM3, is a cloud-based as well as on-premise medical practice management with an integrated EMR. With the reception tool that is available on the software, users can easily manage their appointment schedules as well as book appointments.


48. InSync by Qualifacts

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

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


49. NueMD

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

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.


50. MacPractice MD

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

MacPractice MD is an on-premise medical practice management solution that is developed to be used by physicians in improving the quality of practices they offer their patients. the software is developed to be used only on Mac OS and IOS phones only because it has a mobile friendly application also. ...


51. ReLiMedEMR

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

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


52. RadPix

  • Best for: Small, medium and large size businesses
  • Price: starts at $199 per license
  • Jan 02, 2022
Compare RadPix Vs. Practice fusion

RadPix is a radiological teaching file system which can be integrated into a PACS environment. It allows users to send selected images directly from the PACS to a stand-alone teaching file server. Complete radiological teaching files can be created by adding text, annotations and images. Annotatio...


53. Genesis Chiropractic

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

Genesis Chiropractic is a cloud-based solution that offers billing services and can be implemented in any practice. The solution has a number of features including a point of scale feature that handles inventory management, patient financing, and sales tax tracking.


54. TherapyAppointment

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

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



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.