Top 54 Payroll Software

2022's Best 54 Payroll Systems

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1. RUN Powered by ADP

  • Best for: Small businesses and start ups
  • Price: starts at $59 per employee/month + $4 per employee
  • Mar 09, 2022
Compare RUN Powered by ADP Vs. RUN Powered by ADP

Run Payroll is a web based payroll management solution for small and medium businesses. It also facilitates management of federal and state taxes in addition to other capabilities. The software was designed and launched by ADP LLC headquartered in New Jersey, United States.


2. Ascentis HR

  • Best for: Medium business
  • Price: starts at $5.40 per user/month
  • Mar 10, 2022
Compare Ascentis HR Vs. RUN Powered by ADP

Ascentist HR is a cloud-based software designed to help businesses in the USA to manage their operations. The software is designed to work well in small-sized businesses, medium-sized businesses, and large-sized companies.


3. SurePayroll

  • Best for: Small businesses and start ups
  • Price: starts at $29.99 per month
  • Mar 11, 2022
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SurePayroll is a cloud-based Human Resources software that enables employers, business owners, or managers to automate their payroll system, as well as manage their consistent expenditures.


4. Optimum Solutions

  • Best for: Medium and large size businesses
  • Price: starts at $10,000 per license
  • Mar 12, 2022
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Optimum HRIS is a cloud-based and on-premise human resource and payroll software that offers HR, payroll, as well as time and attendance management features. Optimum solutions provide a payroll module that enables users to remain compliant to ACA/OSHA/HIPAA as well as other government requisites on ...


5. Millennium software

  • Best for: Small, medium and large size businesses
  • Price: starts at $24.94 per user/month
  • Apr 12, 2022
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Millennium software is a cloud-based Payroll software that enables retailers to manage their business online through mobile store listings and geo-coordinates.


6. Rippling

  • Best for: SMBs
  • Price: starts at $8 per user/month
  • May 20, 2022
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Rippling is a human resources software designed to handle the integral parts of your organizations functioning, which are HR and IT. You can manage your workers payroll, active computers, and all your HR software, plus you can manage your apps provisioning and single-sign-ons.


7. MyPayrollHR

  • Best for: Small businesses and start ups
  • Price: starts at $40 per month
  • Feb 18, 2022
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MyPayrollHR is a cloud-based human resource and payroll management system, which is suitable for growing businesses, which are small. With time as the business grows, MyPayrollHR will offer enough scalability that will facilitate the growth.


8. ezPaycheck

  • Best for: SMBs
  • Price: starts at $139 per year
  • Jul 02, 2022
Compare ezPaycheck Vs. RUN Powered by ADP

EzPaycheck is a cloud-based and on-premise payroll management system that is suitable for use in all businesses including small-sized businesses, medium-sized businesses, and large enterprises. With EzPaycheck, businesses can manage their employees’ payment in an easy and paperless manner.


9. Paychex Flex

  • Best for: SMBs
  • Price: starts at $39 per month
  • Apr 28, 2022
Compare Paychex Flex Vs. RUN Powered by ADP

Paychex Flex software is a comprehensive web-based, payroll and HR management solution tailored to cover the needs of small and medium-level organizations in any industry. The software offers the users access to various modules such as applicant tracking, recruiting, onboarding, time and attendance,...


10. StarGarden HR Suite

  • Best for: Medium and large size businesses
  • Price: starts at $100,000 per user/year
  • Nov 23, 2022
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StarGarden HR Suite is a cloud-based human capital management solution that supports the entire HR spectrum. This spectrum includes HR records management, payroll, time management, compensation, benefits, training, recruiting and onboarding activities, as well as workflow automation.


Pricing Guide - Payroll Software:

Human Resources Software Products Price Range

HRIS comes with different prices, which are usually determined by either number of employees or the number of users. Either way, HR Tools pricing ranges from $5–$15 and $16–$25 per employee per month; for most providers, these prices are also set based on the robustness of the chosen package feature-wise, and they may not include fees for setup or training.

However, HR software that are priced based on the number of users may have slightly higher prices because, unlike ones with per employee prices, they do not require an organization to pay for every employee but, instead, employees that are actively using the tools. For example, Conrep is priced at around $30 per user per month, while HRnest costs around $20 per employee per month. Another instance is HRnest, which costs $1 per employee, provided its paid in bulk for 35 employees each, and 2 feature plugins, which cost $40 and $60 respectively, must be paid for alongside.

In addition, HRIS pricings are adjusted by most vendors, depending on the business size.

  • Small Businesses can expect around $5 for a single employee or nothing at all, as some software makes their basic HR features free for small workforces. Some examples are PeopleBookHR, Snappi, and IceHRM. At the same time, premium HR providers like VAIRKKO Suite costs $1 monthly per employee, Optimity pricing is around $5 monthly per user, and Attendee HRM costs $28 per year to manage 28 employees.
  • Medium Businesses that need more robust HRIS features can expect to pay between $5–$15 per employee. For instance, ICMIS Recruit costs around $6,000 per year to manage between 51–100 employees, Info:HR charges a one-time fee of $2800, and FingerCheck pricing is priced at $200 monthly for 50 employees.
  • Large Businesses can expect to pay less on a per-employee basis because the logic is the more the employee, the lesser the fee. However, the number of features and onboarding costs may cost more. For instance, FingerCheck costs $1,600 monthly for 500 employees and Britix24 $199 per month.

HRIS best of breeds and their price ranges are as follows:

  • Applicant Tracking Tools While some applicant tracking apps are priced per job posting, businesses can, however, expect to pay between $19–$28, $28–$49, and $49 upwards per user, per month. For instance, Yahoo Indeed costs around $150 per month, Monster TMS costs $5,000 per year while Manatal pricing is charged at $15 per user per month.
  • Performance Appraisal Software Like most applicant tracking solutions, performance appraisal pricing is based on a "per user, per month" basis. So, business enterprises can expect to pay between $1 to $4, $4 to $10, and $10 upwards. Note that the package type is also a determining factor for performance appraisal tool pricing, as some packages have more features than others. The pricing of some performance appraisal appls like Performly Talent starts from $2 monthly per user, Small Improvements from $5 per user per year, and AssessTEAM costs $1 monthly per user.
  • Onboarding Software Onboarding Tools are also priced on a "per user, per month" basis. Users can expect to pay between $1 and $12 upwards. However, these prices are mostly for entry-level prices found on vendor website; more robust packages may be slightly higher, depending on the number of users. For example, Boardon costs $50 per month for a bunch of active users, EmployeeConnect $6 monthly per user, and WISP pricing falls around $50 depending on company size.
  • 360 Degree Feedback 360 Degree feedback products mostly have per month pricings. In this case, companies can expect to pay between $1 and $149 and above. Again, these prices depend on the number of features the vendor is offering. Examples are Click-360 costs between $7-$55 per report, SurveyLab $29 per month, and Bloomin costs $4 monthly per user.
  • Payroll The pricing for payroll products is usually divided into three tiers and priced per user per month. Enterprises can expect to pay between $1 to $5, $5 to $12, and above $12 per user, per month and depending on the tier. For instance, Payroll Mate is priced around $120 per year ($15 per month) and Payment Evolution Payroll costs $22 monthly per user. Alternatively, some payroll products have a one-time payment; examples are Accounting Xpert costs around $1,500 for one user, and Brightpay pricing is around $300.

11. Global Payroll

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 28, 2022
Compare Global Payroll Vs. RUN Powered by ADP

Global Payroll is a cloud-based payroll software designed for businesses to administer global payroll services, boost accuracy level, increase compliance, and enhance security.


12. PayFocus

  • Best for: Small businesses and start ups
  • Price:
  • Jul 08, 2022
Compare PayFocus Vs. RUN Powered by ADP

PayFocus Pro is a cloud-based payroll software that enables employers to implement a self-service structure for their staff, giving access to benefits and other HR-related details.


13. UMANA

  • Best for: Medium and large size businesses
  • Price:
  • Jul 24, 2022
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Umana is time management, human resources, and payroll software designed for businesses to set rules, apply exceptions, track employee history, build job tables, and track events and positions.


14. Payroll Mate 2012

  • Best for: Medium and large size businesses
  • Price: starts at $149 per license
  • Jul 15, 2022
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Payroll Mate is a payroll software designed to help accountants and SMBs arrange payroll, make payments, and print checks with Paystub. The software also helps calculate taxes at all government levels and generate reports such as deposit requirements.


15. Paycom payroll Services

  • Best for: Medium and large size businesses
  • Price: starts at $195.67 per license
  • Aug 24, 2022
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Paycom Payroll is a cloud-based expense and garnishment management solution for businesses of all sizes. It also facilitates talent management, HR management, reporting, and other tasks. The software was designed and launched by Paycom Software Inc headquartered in Oklahoma, United States.


16. CYMA Payroll Software

  • Best for: SMBs
  • Price: starts at $3,000 per license
  • Aug 01, 2022
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CYMA Payroll Software is a payroll management solution for businesses of all sizes. It offers such services as benefits management, payroll tax management, wage garnishment, and others. The software was designed and launched by CYMA Systems Inc headquartered in Arizona, United States.


17. entireHR Software

  • Best for: SMBs
  • Price: starts at $1,000 per month
  • Sep 29, 2022
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EntireHR is a human resource software designed for hiring agencies to integrate and connect all business aspects. The software also enables businesses to optimize market budgets and expand candidate databases.


18. Payroll by Wave

  • Best for: Small businesses and start ups
  • Price: starts at $35 per month
  • Sep 21, 2022
Compare Payroll by Wave Vs. RUN Powered by ADP

Payroll by Wave is a web based payroll management solution for small and medium businesses. Its capabilities include accounting integration, benefits management, tax form printing, and others. The software was designed and launched by Wave Accounting Inc headquartered in Ontario, Canada.


19. Payroll Connected

  • Best for: Small businesses and start ups
  • Price: starts at $19 per month
  • Apr 10, 2022
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Payroll connected is a cloud-based human resources software that is built to help organizations and companies in automating their payrolls. The software intuitive build makes it capable of paying out as soon as hours worked are subsequently entered into the system.


20. CenterPoint Payroll Software

  • Best for: Small businesses and start ups
  • Price: starts at $1,200 per license
  • Oct 01, 2022
Compare CenterPoint Payroll Software Vs. RUN Powered by ADP

CenterPoint Payroll is an on-premise or cloud-hosted Accounting & Payroll Software system ideal for businesses, nonprofits, and farms. The platform offers features that help the users to manage payroll needs for their growing businesses.


21. QuickBooks Full Service Payroll FrontRunners 2019

  • Best for: Small, medium and large size businesses
  • Price: starts at $12.50 per user/month
  • Aug 25, 2022
Compare QuickBooks Full Service Payroll FrontRunners 2019 Vs. RUN Powered by ADP

QuickBooks Full Service Payroll is a cloud-based payroll system that utilizes QuickBooks accounting platform to help SMEs manage payroll and accounting in one platform.


22. 1099-Etc

  • Best for: Small business, Medium business, Private use
  • Price: starts at $79 per license
  • May 21, 2022
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1099-Etc is a payroll management solution for businesses of all sizes. Its capabilities include accounting integration, check printing, payroll tax management, and others. The software was designed and launched by Advanced Micro Solutions Inc headquartered in Oklahoma, United States.


23. OnPay

  • Best for: Small businesses and start ups
  • Price: starts at $40 per user/month
  • Feb 12, 2022
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OnPay software is a cloud based payroll and HR solution that assists small businesses and growing businesses to automate filling of tax and compensation workflows. The primary functionalities of OnPay software include new hire reporting, employee self onboarding, automated payroll Benefits Managemen...


24. Millennium

  • Best for: Small, medium and large size businesses
  • Price: starts at $69 per month
  • Feb 07, 2022
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Millennium is a donor and alumni relation management solution for businesses of all sizes. Its capabilities include donor relationship management, online campaign management, customized reporting, and others. The software was designed and launched by Abila Inc headquartered in Texas, Uni...


25. NolaPro - Payroll

  • Best for: Small, medium and large size businesses
  • Price: starts at $5 per month
  • Feb 22, 2022
Compare NolaPro - Payroll Vs. RUN Powered by ADP

NolaPro is a payroll management solution for businesses of all sizes. It also offers tax management, employee management, reporting, and other services. The software was designed and launched by Noguska LLC headquartered in Ohio, United States.


26. EBS PaySuite

  • Best for: Large business
  • Price:
  • Mar 15, 2022
Compare EBS PaySuite Vs. RUN Powered by ADP

EBSPaySuite is a web based payroll and HR management solution for businesses of all sizes. It also offers time and attendance tracking, benefits administration, and other capabilities. The software was designed and launched by Employee Based Systems LLC headquartered in Colorado, United States.


27. Netchex

  • Best for: SMBs
  • Price: starts at $12 per user/month
  • Mar 02, 2022
Compare Netchex Vs. RUN Powered by ADP

Netchex is a comprehensive, cloud based system that is designed to offer HR and payroll services to helps employers manage the employee lifecycle from hire to retirement. Its core functionalities include payroll and tax, analytics, human resources, time and attendance, benefits and talent management...


28. Sage Payroll

  • Best for: SMBs
  • Price: starts at $9.25 per user/month
  • Mar 07, 2022
Compare Sage Payroll Vs. RUN Powered by ADP

Sage is a cloud-based payroll software solution that streamlines complexities that surround payrolls and tax compliance within the small business as well as mid-sized business. Some of the features possessed by Sage Payroll include reporting and analytics, wage garnishment, tax management, direct de...


29. CheckMark Payroll

  • Best for: SMBs
  • Price: starts at $17 per license
  • Mar 03, 2022
Compare CheckMark Payroll Vs. RUN Powered by ADP

CheckMark Payroll is a growing cloud-based Payroll software, it is designed to support small and medium size business. CheckMark Payroll received a rating of 4.4 from ITQlick team. The software cost is considered affordable (1.2/5) when compared to alternative solutions.


30. CertiPay HR

  • Best for: Medium and large size businesses
  • Price: starts at $46 per user/month
  • Mar 05, 2022
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CertiPay HR software is a cloud-based payroll & HR management solution designed for the large and medium business market. The software helps users to remain compliant with employment laws and implement best practices to accelerate growth.


31. UltiPro Payroll

  • Best for: Medium and large size businesses
  • Price: starts at $600 per year
  • Mar 08, 2022
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UltiPro Payroll software is a cloud-based HCM (human capital management) solution that enables organizations to manage their payroll, HR, and talent needs.


32. StratEx

  • Best for: Medium business
  • Price: starts at $165 per month
  • Aug 24, 2022
Compare StratEx Vs. RUN Powered by ADP

StratEx is a human resource management solution for small and medium businesses. It offers such capabilities as applicant tracking, employee management, hiring management, and others. The software was designed and launched by StratEx headquartered in Illinois, United States.


33. Evolution Human Capital Management Software

  • Best for: Small, medium and large size businesses
  • Price:
  • Oct 29, 2022
Compare Evolution Human Capital Management Software Vs. RUN Powered by ADP

Evolution Human Capital Management Software is a leading cloud-based Payroll software, it is designed to support small, medium and large size business. Evolution Human Capital Management Software received a rating of 4.4 from ITQlick team. The software cost is considered affordable (1.4/5) when com...


34. PrimePay

  • Best for: SMBs
  • Price:
  • Mar 30, 2022
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PrimePay is a cloud based HR and payroll management software solution that is designed to cater to small businesses. PrimePay software offers payroll management services, benefits administration, a time clock, and compliance management.


35. factoHR Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $39.30 per month
  • Apr 21, 2022
Compare factoHR Software Vs. RUN Powered by ADP

factoHR Software is a cloud based HRMS and Payroll software solution that is designed to serve businesses of various sizes and industries. Its features include Benefits Management, Compensation Management, Employee Database, Employee Lifecycle Management, Onboarding and more.


36. Centerpoint Payroll

  • Best for: Small businesses and start ups
  • Price: starts at $1,200 per license
  • May 10, 2022
Compare Centerpoint Payroll Vs. RUN Powered by ADP

Centerpoint payroll is a cloud-based human resources software that is capable of automating all processes involved in payroll. The software checks and calculates the earnings of each employee as well as tax deductions in real-time.


37. Payroll City

  • Best for: SMBs
  • Price:
  • May 12, 2022
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Payroll City is a cloud-based Human Resource software that allows its users to oversee payroll management in their organization, as well as managing filings and entries on employees PTO and 401K reports. It also enables them to compute payroll taxes and tax deposits.


38. ATTendee HRM

  • Best for: SMBs
  • Price: starts at $28.79 per year
  • May 12, 2022
Compare ATTendee HRM Vs. RUN Powered by ADP

Attendee HRM is a human resources software designed to handle the processes that come with HR management. The software can keep track of employees medical records and personal information, as well as evaluate their performances and manage and keep a record of their work hours, attendance, and shift.


39. Payfit

  • Best for: SMBs
  • Price: starts at $47.83 per feature/month
  • May 14, 2022
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Payfit is a cloud-based human resources management software that is built to help organizations with the automation of their entire payroll process. The software intuitive interface helps in tracking expenses and managing accounts from a single platform.


40. Unit4 Prosoft

  • Best for: Small, medium and large size businesses
  • Price:
  • May 16, 2022
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Unit4 Prosoft is a cloud-based Human resources software that enables employers and organizations human resource managers to track, analyze, and manage talents through their organizations HR cycle.


41. SumoPayroll

  • Best for: Small businesses and start ups
  • Price: starts at $5.25 per employee
  • May 20, 2022
Compare SumoPayroll Vs. RUN Powered by ADP

Sumopayroll is a cloud-based human resources software that is designed to streamline payroll processes as well as benefits optimization. The software enables businesses and firms to manage their payroll schedules without the need for the usual papers and sheets.


42. Sage Instant Payroll

  • Best for: Start up, Small business
  • Price: starts at $149 per license
  • May 27, 2022
Compare Sage Instant Payroll Vs. RUN Powered by ADP

Sage Instant Payroll is a payroll management software designed for small companies that can help users to pay their employees accurately and quickly. The software is very easy to setup and doesn’t require any previous payroll software experience. Sage UK, the company behind Sage Instant Payroll,...


43. Advanced Micro Solutions

  • Best for: Small business, Medium business, Private use
  • Price: starts at $75 per license
  • Jun 06, 2022
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Advanced Micro Solutions is a growing cloud-based Business tax software, it is designed to support small and medium size business. Advanced Micro Solutions received a rating of 4 from ITQlick team. The software cost is considered affordable (2.3/5) when compared to alternative solutions.


44. ProfitKeeper

  • Best for: SMBs
  • Price: starts at $6 per user/month
  • Apr 15, 2021
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ProfitKeeper is a growing cloud-based Accounting-Finance software, it is designed to support small and medium size business. ProfitKeeper received a rating of 3.6 from ITQlick team. The software cost is considered average (3.5/5) when compared to other solutions in their category.


45. CHIPS

  • Best for: SMBs
  • Price: starts at $2,500 per license
  • Jun 02, 2022
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CHIPS is a fast growing cloud-based Payroll software, it is designed to support small and medium size business. CHIPS received a rating of 4.5 from ITQlick team. The software cost is considered average (3.4/5) when compared to other solutions in their category.


46. PelicanSTP

  • Best for: Small, medium and large size businesses
  • Price:
  • Nov 16, 2022
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PelicanSTP is a growing cloud-based Payroll software, it is designed to support small, medium and large size business. PelicanSTP received a rating of 3.6 from ITQlick team. The software cost is considered affordable (2.1/5) when compared to alternative solutions.


47. PelicanPay

  • Best for: Small, medium and large size businesses
  • Price:
  • May 25, 2022
Compare PelicanPay Vs. RUN Powered by ADP

PelicanPay is a fast growing cloud-based Payroll software, it is designed to support small, medium and large size business. PelicanPay received a rating of 3.9 from ITQlick team. The software cost is considered affordable (1.9/5) when compared to alternative solutions.


48. PelicanGateway

  • Best for: Small, medium and large size businesses
  • Price:
  • Nov 16, 2022
Compare PelicanGateway Vs. RUN Powered by ADP

PelicanGateway is a growing cloud-based Payroll software, it is designed to support small, medium and large size business. PelicanGateway received a rating of 4.3 from ITQlick team. The software cost is considered average (3.4/5) when compared to other solutions in their category.


49. Adrenalin

  • Best for: Small, medium and large size businesses
  • Price:
  • Jul 20, 2022
Compare Adrenalin Vs. RUN Powered by ADP

Adrenalin is a web based payroll and HR management solution for businesses of all sizes. It offers such capabilities as compliance management, employee self-service, recruitment management, and others. The software was designed and launched by Adrenalin eSystems Limited headquartered in Chennai, Ind...


50. astutepayroll

  • Best for: Medium and large size businesses
  • Price: starts at $10 per user/month
  • Apr 07, 2021
Compare astutepayroll Vs. RUN Powered by ADP

astutepayroll is a fast growing cloud-based Payroll software, it is designed to support medium and large size business. astutepayroll received a rating of 4.1 from ITQlick team. The software cost is considered average (2.7/5) when compared to other solutions in their category.


51. 1C:Enterprise 8- Payroll & HR

  • Best for: SMBs
  • Price:
  • Jul 18, 2022
Compare 1C:Enterprise 8- Payroll & HR Vs. RUN Powered by ADP

1C:Enterprise 8- Payroll-HR is a growing cloud-based Human Resources software, it is designed to support small and medium size business. 1C:Enterprise 8- Payroll-HR received a rating of 4.6 from ITQlick team. The software cost is considered affordable (2.3/5) when compared to alternative solutions.


52. PayBridge Enterprise-Smart Payroll

  • Best for: SMBs
  • Price:
  • Apr 25, 2021
Compare PayBridge Enterprise-Smart Payroll Vs. RUN Powered by ADP

PayBridge Enterprise-Smart Payroll is a growing cloud-based Human Resources software, it is designed to support small and medium size business. PayBridge Enterprise-Smart Payroll received a rating of 4.8 from ITQlick team. The software cost is considered average (3.4/5) when compared to other solut...


53. Emportant

  • Best for: Small, medium and large size businesses
  • Price: starts at $44.44 per user/month
  • Jul 20, 2022
Compare Emportant Vs. RUN Powered by ADP

Emportant is a web based human resource management solution for businesses of all sizes. It offers such capabilities as payroll management, employee database, benefits management, and others. The software was designed and launched by Emportant Technologies Pvt Ltd headquartered in India.


54. Payroll-One

  • Best for: SMBs
  • Price: starts at $36 per month
  • Nov 14, 2022
Compare Payroll-One Vs. RUN Powered by ADP

Payroll-One is a fast growing cloud-based Human Resources software, it is designed to support small and medium size business. Payroll-One received a rating of 4.3 from ITQlick team. The software cost is considered affordable (1.9/5) when compared to alternative solutions.



A Buyer's Guide to Business Software Solutions

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

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2022 best Payroll Software | ITQlick.com

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Author - 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.