Top 54 Picture Archiving (PACS) Software (Dec 2022)

2023's Best 55 Picture Archiving (PACS) Systems

Shlomi LaviShlomi Lavi / Dec 21, 2022

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1. WebPT EMR

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

WebPT EMR is a cloud-based electronic health record solution that is used in practices of all sizes in hospitals and clinics of all sizes. The solution is designed to be used in multiple disciplines such as general family care, therapy, dermatology, and family care services among other disciplines.


2. EHR YOUR WAY

  • Best for: Medium and large size businesses
  • Price: starts at $60 per user/month
  • Mar 13, 2022
Compare EHR YOUR WAY Vs. WebPT EMR

EHR YOUR WAY is a cloud-based solution as well as an on-premise electronic health record solution that is developed for use in hospitals and clinics of all sizes. The solution can be used in various practices of the medical and health care industry such as cardiology, optometry, dentistry, dermatolo...


3. SRS EHR

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

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.


4. TheraNest

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

TheraNest is a HIPAA compliant web-based mental health software that is designed for use by solo practitioners, large mental health practices, and nonprofit organizations.


5. myEvolv by Netsmart

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

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.


6. Office Practicum

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

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.


7. QT9 Quality Management

  • Best for: Small, medium and large size businesses
  • Price: starts at $1,500 per license
  • Mar 29, 2022
Compare QT9 Quality Management Vs. WebPT EMR

QT9 Quality Management is a cloud-based Manufacturing software that makes it possible for users to automate routines within a team, improve quality by centralizing requirements for compliance, and delegating approvers of tasks according to a laid down procedure.


8. MoreApp Forms

  • Best for: Small, medium and large size businesses
  • Price: starts at $43 per month
  • Aug 23, 2022
Compare MoreApp Forms Vs. WebPT EMR

Create a digital application form for free with our easy and intuitive Form Builder. Use MoreApp to create a form for every occasion!


9. OpenEMR

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

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...


10. 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.


Pricing Guide - Picture Archiving (PACS) 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. VoiceboxMD

  • Best for: Small, medium and large size businesses
  • Price: starts at $49 per month
  • Jun 27, 2022
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VocieboxMD is HIPAA compliant by employing secure encryption methods throughout the work flow.


12. Widen Media Collective

  • Best for: Medium business
  • Price: starts at $29,990 per year
  • Jul 01, 2022
Compare Widen Media Collective Vs. WebPT EMR

Widen Media Collective software is a cloud-hosted digital asset management platform intended to support the content lifecycle right from creation to distribution. The software offers a central library that helps to manage documents, audio and video files, as well as images in one place.


13. Eyefinity EHR

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

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 ...


14. TherapyNotes

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

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.


15. patientNOW

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

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...


16. TimeSolv Legal

  • Best for: Small businesses and start ups
  • Price: starts at $39.95 per user/month
  • Apr 15, 2022
Compare TimeSolv Legal Vs. WebPT EMR

TimeSolv Legal is a web based legal billing solution for small and medium law firms. It offers such services as billing and invoicing, calendar management, conflict management, and others. The software was designed and launched by TimeSolv Corporation headquartered in Minnesota, United States.


17. ReLiMedEMR

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

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.


18. Genesis Chiropractic

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

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.


19. Altapoint

  • Best for: Small businesses and start ups
  • Price: starts at $29 per provider/month
  • Apr 27, 2022
Compare Altapoint Vs. WebPT EMR

Altapoint is a cloud-based practice management solution designed for a growing practice. The solution enables the user to access patient information, billing and ledgers, and appointments from a single location. Some of its core features include appointment & scheduling, patient profile management, ...


20. ClinicMind

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

ClinicMind is a cloud-based electronic health record solution that is designed to be used as a practice management solution in hospitals and clinics of all sizes. The solution can be used in various disciplines of the medical and healthcare industry including ambulatory services, inpatient services,...


21. Insight EMR and Billing by Clinicient

  • Best for: Small, medium and large size businesses
  • Price: starts at $50 per feature/month
  • Apr 28, 2022
Compare Insight EMR and Billing by Clinicient Vs. WebPT EMR

Insight EMR and Billing is an integrated web-based EMR, practice management and billing solution that is designed for outpatient rehabilitation practices. The solution has a number of features that include patient registration, appointment scheduling, medical recording, accounts receivable among oth...


22. Kipu Systems

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 28, 2022
Compare Kipu Systems Vs. WebPT EMR

Kipu Systems is a medical, HER, and EMR solution for small, medium, and large healthcare companies specializing in Behavioral Health, SUD, and Eating Disorders. Its key features include appointment scheduling, compliance tracking, e-prescribing, treatment plans, and employee management.


23. ReadySet

  • Best for: Large business
  • Price:
  • Apr 25, 2022
Compare ReadySet Vs. WebPT EMR

ReadySet is a cloud-based occupational health and safety software solution. It offers a number of features that include an employee portal which helps employees update their health information, print records, and self-report incident.


24. RevolutionEHR

  • Best for: SMBs
  • Price: starts at $420 per doctor/month
  • Dec 21, 2022
Compare RevolutionEHR Vs. WebPT EMR

RevolutionEHR is a cloud-based electronic health record solution that is also developed as a medical practice management solution for use in optometry practices of all sizes. The solution can be used in practices of all sizes starting from small-sized practices, medium-sized practices, and large pra...


25. TM3

  • Best for: Small, medium and large size businesses
  • Price: starts at $50 per month
  • May 22, 2022
Compare TM3 Vs. WebPT EMR

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


26. MyB2B

  • Best for: Small, medium and large size businesses
  • Price: starts at $39 per month
  • May 17, 2022
Compare MyB2B Vs. WebPT EMR

CovalentWorks specializes in providing EDI services for small companies that need to do business with their large-company customers.MyB2B EDI service makes sending and receiving EDI as easy as email.EDI compliance and any electronic format your customers choose are fully supported. All document type...


27. Tricefy Software

  • Best for: Small, medium and large size businesses
  • Price:
  • May 23, 2022
Compare Tricefy Software Vs. WebPT EMR

Tricefy is a cloud-based medical software that is developed to work perfectly in all sized practices. The software works well in small-sized practices, medium-sized practices, and large-sized practices.


28. ChiroSuite EHR

  • Best for: Small businesses and start ups
  • Price: starts at $149 per license
  • May 19, 2022
Compare ChiroSuite EHR Vs. WebPT EMR

ChiroSuite EHR is a cloud-based chiropractic Electronic Health Record software which helps in healthcare practice management and billing. The solution offers a number of features which include a SOAP note documentation system for entering and maintaining patient exam information and documentation.


29. vxVistA

  • Best for: Small, medium and large size businesses
  • Price: Has a free version
  • May 20, 2022
Compare vxVistA Vs. WebPT EMR

vxVistA Medical both a cloud-based solution as well as an on-premise electronic medical record solution that provides the best services to all disciplines of practices. The solution works in all types of hospitals and clinics and provides them with a platform where the patients records can be stored...


30. VidCruiter Video Interviewing

  • Best for: Medium and large size businesses
  • Price:
  • May 25, 2022
Compare VidCruiter Video Interviewing Vs. WebPT EMR

VidInterviewing is an applicant tracking and recruiting management system for businesses of all sizes. It features various interview, workflow, and screening related capabilities. The software was designed and launched by VidCruiter headquartered in Canada.


31. WritePad

  • Best for: SMBs
  • Price:
  • May 27, 2022
Compare WritePad Vs. WebPT EMR

WritePad is a cloud-based as well as an on-premise electronic health record that can also be used as a practice management solution for hospital and clinics of all sizes. The solution is designed with usability in mind and hence it is made to be as simple as possible for use by all kinds of users.


32. MedicsRIS

  • Best for: Small, medium and large size businesses
  • Price: starts at $450 per user/month
  • May 26, 2022
Compare MedicsRIS Vs. WebPT EMR

MedicsRIS is a cloud-based electronic health record solution that is developed to be sued in all radiology practices in hospitals and clinics of all sizes. the solution offers a mobile application that is suitable to be used in both the android devices and IOS devices.


33. Enterprise Workflow Unifier

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

Dicom Systems is a Health IT company that offers a broad range of Enterprise Imaging Solutions and teleradiology workflow enablers, ranging from simple smart routing, SSL-based DICOM and HL7 integration tools, all the way to enterprise-class vendor neutral archiving.


34. Medicfusion EHR

  • Best for: Small businesses and start ups
  • Price: starts at $200 per month
  • Jun 18, 2022
Compare Medicfusion EHR Vs. WebPT EMR

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


35. bestPTsystem

  • Best for: SMBs
  • Price:
  • Jun 18, 2022
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bestPT is a web-based EHR and practice management solution designed for physical therapy clinics and practice of all sizes. It has a number of features including a physical therapy office billing solution that allows users to process and collect payments faster.


36. SynaMed EMR

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

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


37. Radekal

  • Best for: SMBs
  • Price: starts at $499 per provider
  • Jul 01, 2022
Compare Radekal Vs. WebPT EMR

Radekal is a cloud-based as well as an on-premise medical billing solution that helps many hospitals reduce the lines that customers have to make while their payments are being sorted and their claims are being verified.


38. A-I-med 9

  • Best for: SMBs
  • Price: starts at $599 per provider/month
  • Jun 23, 2022
Compare A-I-med 9 Vs. WebPT EMR

A-I-med 9 is a cloud-based medical practice management and EMR solution for medical businesses of all sizes. It offers a number of features that include management capabilities of chart management, image management, lab management, medication management, and note management.


39. iDoc

  • Best for: Medium and large size businesses
  • Price: starts at $2,500 per license
  • Jun 24, 2022
Compare iDoc Vs. WebPT EMR

iDoc is a cloud-based solution as well as an on-premise document management solution that is designed to be used in businesses as well as by individuals. The solution can be used in all types of businesses such as small-sized businesses, medium-sized businesses, and large enterprises since it has th...


40. DSWings

  • Best for: Small, medium and large size businesses
  • Price: starts at $65 per user/year
  • May 29, 2022
Compare DSWings Vs. WebPT EMR

Wings Legal Disability Case Management software in the Cloud is a nationally recognized secure Cloud-based software that is a platform for law firms of all sizes to store, manage and protect their clients disability case files and offers unparalleled automation for the practice of law, especially in...


41. MahlerRCM

  • Best for: Medium and large size businesses
  • Price:
  • Jul 09, 2022
Compare MahlerRCM Vs. WebPT EMR

MahlerRCM is a cloud-based medical practice management solution that can also be used as an electronic health record solution as well as a medical billing solution in hospitals and clinics of all sizes. The solution is provided as a suite that helps most of the users to save on cost since they only ...


42. Matter365

  • Best for: Small, medium and large size businesses
  • Price: starts at $29.99 per user/month
  • Jun 09, 2022
Compare Matter365 Vs. WebPT EMR

Streamline document and task management with a matter-centric approach that will help you manage your firm without having to jump in and out of various disparate applications.


43. PracticeStudio

  • Best for: SMBs
  • Price:
  • Jul 05, 2022
Compare PracticeStudio Vs. WebPT EMR

PracticeStudio is an on-premise electronic health record solution that has its place in all the various disciplines that are available in the medical and health care industry. The solution has a wide range of use from cardiology, chiropractic, dermatology, family practices, internal medicine as well...


44. CyramedX

  • Best for: Small businesses and start ups
  • Price:
  • Jul 06, 2022
Compare CyramedX Vs. WebPT EMR

CyramedX is a cloud-based as well as an on-premise electronic health record solution that is developed to be used by clinicians in all levels of hospitals. The solution is produced with features and functionalities that aid clinicians in all their tasks at the hospitals and run through all the avail...


45. CasePacer

  • Best for: Medium and large size businesses
  • Price: starts at $5 per month
  • May 23, 2022
Compare CasePacer Vs. WebPT EMR

CasePacer is a legal case management software developed for plaintiffs to facilitates team collaboration on cases, revolutionizes document management, and provides access to relevant details on cases.


46. DocTract

  • Best for: Medium and large size businesses
  • Price:
  • Jan 24, 2022
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DocTrack is a policy management software that helps businesses automate the management of document processing stages such as reviews, approval, distribution, content validation, feedback tracking and management, response system, and publishing.


47. CloudTalk

  • Best for: SMBs
  • Price: starts at $20 per user/month
  • Feb 27, 2022
Compare CloudTalk Vs. WebPT EMR

CloudTalk offers native integrations with most popular CRMs, Helpdesks and Business tools like Pipedrive, Hubspot, Salesforce, Zendesk and more. Access phone call details in your CRM or see caller CRM information in CloudTalk with our 2-way sync solutions.


48. DOX Podiatry

  • Best for: SMBs
  • Price: starts at $500 per month
  • Jul 06, 2022
Compare DOX Podiatry Vs. WebPT EMR

DOX Podiatry software is a cloud-based medical solution that handles all aspects of patient care. The solution offers a number of features that include a patient portal tool that enables patients to send lab results, secure communications and radiology results.


49. Call Center Studio

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 07, 2022
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Now your customer service agents can work their magic from anywhere, with the world first call center built on Google.


50. Acuitas activEHR 2-0

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

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


51. BestNotes

  • Best for: SMBs
  • Price: starts at $55 per user/month
  • Jul 18, 2022
Compare BestNotes Vs. WebPT EMR

BestNotes is a cloud-based HIPAA compliant customer relationship management and electronic health record database system designed for the behavioral health and substance abuse industry. The solution offers a number of features that include a patient calendar that automatically includes notes and bil...


52. QNotes Office EMR

  • Best for: SMBs
  • Price: starts at $1,995 per license
  • Jul 18, 2022
Compare QNotes Office EMR Vs. WebPT EMR

Qnotes office EMR is an on-premise medical software that is designed to help medical professionals who aim at making medical record solution easier. The solution is developed to work perfectly in all sized medical practices, small-sized practices, medium-sized practices, and large-sized practices.


53. UJET

  • Best for: Small, medium and large size businesses
  • Price: starts at $65 per month
  • Jul 19, 2022
Compare UJET Vs. WebPT EMR

Ujet is a call center software designed to help businesses improve customer experience and eliminate channel switching. The software has an AI and automated system that helps save cost and drive efficiency in call center workflow.


54. MedEZ™

  • Best for: Medium and large size businesses
  • Price: starts at $45 per license
  • Jul 28, 2022
Compare MedEZ™ Vs. WebPT EMR

MedEZ is a medical practice management solution for small and medium medical practices. It offers such capabilities as document management, electronic prescribing, insurance verification, and others. The software was developed and launched by MedEZ headquartered in Florida, United States.



A Buyer's Guide to Business Software Solutions

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

Finding the right business software for your business
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Auditor - Shlomi Lavi

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Shlomi Lavi is an entrepreneur and founder of ITQlick.com. He holds a Bachelor of Science (B.Sc.) in Information Systems Engineering from Ben Gurion University in Israel. Shlomi brings 17 years of global IT and IS management experience as a consultant and implementation expert for small, medium and large-sized (global) companies. Shlomi’s goal is to share the best knowledge and news about information systems so you can make smarter buying decisions for your business.