Top 54 PO: Purchase orders Software

2022's Best 54 PO: Purchase orders Systems

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1. NetSuite

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $99 per user/month + $999 per month for the platform fee
  • Mar 07, 2022
Compare NetSuite Vs. NetSuite

NetSuite is a cloud ERP solution software that offers its users an all-inclusive platform that enables them to organize most office procedures and processes, such as eCommerce, CRM, and accounting for optimum efficiency.


2. SAP ERP

  • Best for: Large business
  • Price: starts at $56 per user/month
  • Mar 08, 2022
Compare SAP ERP Vs. NetSuite

SAP ERP is a cloud ERP suite that offers resource planning and business management solution designed to offer the users the financial transparency they need to execute growth plans, expand margins, and satisfy customers. It offers end-to-end with fully integrated business functions, automated proces...


3. Vyapar

  • Best for: Small businesses and start ups
  • Price: starts at $49.99 per year
  • Mar 09, 2022
Compare Vyapar Vs. NetSuite

Vyapar is a mobile/desktop based accounting software that allows business owners to oversee the financial performance of their establishment, as well as managing the security of their business accounts data against loss.


4. Xero

  • Best for: Small businesses and start ups
  • Price: starts at $12 per month
  • Mar 09, 2022
Compare Xero Vs. NetSuite

Xero is a cloud-based accounting and finance software for small, start-up, and growing enterprises. It has invoice management, purchasing, bank reconciliation, and bookkeeping features which help businesses boost their cash flow.


5. Global Shop Solutions ERP

  • Best for: SMBs
  • Price:
  • Mar 09, 2022
Compare Global Shop Solutions ERP Vs. NetSuite

Global Shop Solutions One System ERP Solutions is a cloud-based enterprise resource planning (ERP) software solution that helps the small to midsize businesses manage their manufacturing activities as well as operations.


6. Multiview

  • Best for: Small, medium and large size businesses
  • Price: starts at $150 per user/year
  • Mar 11, 2022
Compare Multiview Vs. NetSuite

Multiview Financial Software is a cloud-based modular financial management system that incorporates accounts payable, accounts receivable, purchase order management, a general ledger, inventory management, business intelligence, order management, document management, and more.


7. OptiProERP

  • Best for: SMBs
  • Price: starts at $700 per license
  • Mar 12, 2022
Compare OptiProERP Vs. NetSuite

OptiPro ERP is a cloud-based enterprise resource planning solution that is custom made for small-sized and medium-sized manufacturers. OptiPro ERP is designed for growing businesses since it has a highly scalable index.


8. Adminsoft Accounts

  • Best for: SMBs
  • Price: starts at $259 per license
  • Mar 12, 2022
Compare Adminsoft Accounts Vs. NetSuite

Adminsoft Accounts software is a free accounting solution designed for small to mid-level businesses and can also be deployed as an on-premise solution. The software incorporates numerous features and functionalities including purchase ledger, sales ledger, Bank Reconciliation, Billing & Invoicing, ...


9. FINSYNC

  • Best for: Small businesses and start ups
  • Price: starts at $40 per month
  • Apr 12, 2022
Compare FINSYNC Vs. NetSuite

FINSYNC is a cloud-based financial management software that helps businesses to manage cash flow and solve other financial problems. This software provides businesses with a solution to payments, invoicing, accounting, financing etc.


10. Visual EstiTrack ERP

  • Best for: SMBs
  • Price: starts at $3,000 per feature
  • Mar 19, 2022
Compare Visual EstiTrack ERP Vs. NetSuite

Visual EstiTrack is a manufacturing management solution for businesses of all sizes. It offers such services as customer management, job estimating, order management, and others. The software was designed and launched by Hanning Software Inc headquartered in Ohio, United States.


Pricing Guide - PO: Purchase orders Software:

Procurement Management Software Price Range

The starting price for a typical Procurement Software is in the range of $0 and $40 per month. The majority of vendors offer their products using the “per month/per user” price format. They may also bundle additional service charges for features such as integrations to third-party software, advanced report and portals for suppliers.

  • Small businesses can expect to pay $7-$1500 a month for a procurement software product. For example, Quartzy pricing starts at $39 per month, Deltek Costpoint costs around $7 a month for the first three months, and Khareed E-Procurement goes for $1500 a month. Some other vendors would offer annual licenses as well. One example is Market Dojo, which costs about $1550 per year for each user.
  • SMBs: The pricing for procurement software products for Medium-sized organisations is typically between $1 and $500 per month. For instance, CommonPage pricing starts at $9 a month, SnapAP cost around $500 and ALTO eProcure pricing goes for $1 a month. Gluh begins at around $100 a month as well.
  • Large Establishments can expect to pay upwards of $11 a month for Procurement software. For context, Oracle Procurement Cloud pricing starts at $575 per month, Tradogram at $15 a month and Bellwether goes for $18 a month for its Enterprise plan.
  • Free software: Some vendors offer free versions of their Procurement software. For example, Spendwise provides a free version, and a subscription plan of $9 a month if the user needs it. Chondrion offers a free plan for the first month. Applegate PRO is free as well, but with paid plans starting at 1 cent a month.
  • Procurement software products for Windows OS have a subscription price up to $350 a month. For instance, WebReq pricing goes for $20 a month and Avartantech for $350 per month. Other vendors charge a one-time fee, like Ourshared P2P, which starts at $6500 one-time licensing.
  • Web-based Procurement Solutions typically start at $19 a month. Precoro, for example, starts from $29 a month and also offers large plans of $19 per month. Also, ISNetworld charges $680 a year. Some other vendors charge one-time fees; for example, Panacea costs $7000 for a one-time licensing.
  • macOS users can expect to pay up to $775 for a procurement software product. For example, e-proCAT charges $499 one-time fee, FirstBIT pricing goes for $8 per month for the first three months, and Gatekeeper costs up to $775 monthly.

11. BillQuick - Integrated Project Management and Accounting

  • Best for: Small, medium and large size businesses
  • Price: starts at $7.95 per user/month
  • Mar 20, 2022
Compare BillQuick - Integrated Project Management and Accounting Vs. NetSuite

BillQuick is a cloud based and on premise integrated project management and time and billing software that is designed for users in various industries including architecture, construction, accounting and consulting and more.


12. Odoo

  • Best for: SMBs
  • Price: starts at $6 per user/month
  • Mar 22, 2022
Compare Odoo Vs. NetSuite

Odoo is a customizable fully integrated, and open-source project management software with a plethora of business applications such as manufacturing, project management, CRM, accounting, inventory and some other business requirements integrated into one solution.


13. SynerTrade

  • Best for: Medium and large size businesses
  • Price: starts at $59 per user/month
  • Mar 23, 2022
Compare SynerTrade Vs. NetSuite

SynerTrade Accelerate is a cloud-based supply chain management and procurement solution for medium and large enterprises. Its key features include catalog, contract, requisition, sourcing, spend, purchase order, and supplier manager, invoice processing, and supplier web portal.


14. SAP Business ByDesign

  • Best for: SMBs
  • Price: starts at $20 per user/month
  • Apr 13, 2022
Compare SAP Business ByDesign Vs. NetSuite

SAP Business ByDesign is a cloud based ERP software suite, designed for small and medium sized enterprises. It deals with all your business branches, and does so through the use of a centralized system presenting all options in one interface. The program is also located on cloud storage and processi...


15. Sage 100 Contractor (formerly Sage Master Builder)

  • Best for: SMBs
  • Price: starts at $115 per user/month
  • Mar 26, 2022
Compare Sage 100 Contractor (formerly Sage Master Builder) Vs. NetSuite

Sage 100 Contractor (formerly Sage Master Builder) is a leading cloud-based Construction software, it is designed to support small and medium size construction business. Sage 100 Contractor (formerly Sage Master Builder) received a rating of 4.1 from ITQlick team. The software cost is considered aff...


16. Spendwise

  • Best for: Small, medium and large size businesses
  • Price: starts at $9 per user/month
  • Jun 07, 2022
Compare Spendwise Vs. NetSuite

Spendwise is a cloud-based Supply Chain Management software designed to make purchasing easy, fast and secure. This application allows you to create, send and approve quality purchase orders; receive on purchase orders when goods are received or delivered and manage bills and expenses electronically...


17. Passport Business Solutions

  • Best for: Small, medium and large size businesses
  • Price: starts at $995 per license
  • Jun 02, 2022
Compare Passport Business Solutions Vs. NetSuite

Passport Business Solutions (PBS) is an accounting software that helps increase business profitability. This software provides entry-level solutions and enables companies to structure a system that is peculiar to their needs.


18. Precoro

  • Best for: Small, medium and large size businesses
  • Price: starts at $35 per user/month
  • Jun 07, 2022
Compare Precoro Vs. NetSuite

Precoro is cloud-based Procurement Software that allows managers to organize orders and send them to suppliers in an automated system.


19. Fishbowl Manufacturing

  • Best for: Small businesses and start ups
  • Price: starts at $4,395 per license
  • Jun 14, 2022
Compare Fishbowl Manufacturing Vs. NetSuite

Fishbowl Manufacturing is a web based enterprise resource planning solution designed for small and medium businesses. It offers assistance in accounting, business intelligence, HR management, inventory management, and others. The software was designed and launched by Fishbowl headquartered in Utah, ...


20. IQMS Manufacturing ERP

  • Best for: Small, medium and large size businesses
  • Price: starts at $25,000 per license
  • Jul 16, 2022
Compare IQMS Manufacturing ERP Vs. NetSuite

DELMIAworks is a cloud-based ERP software that allows manufacturers to manage a central database to remove data islands and redundant integrations.


21. Trading Partner Integration

  • Best for: SMBs
  • Price:
  • Apr 09, 2022
Compare Trading Partner Integration Vs. NetSuite

Accellos Trading Partner is a supply chain management solution for businesses of all sizes. It offers such services as transportation management, supplier management, inventory management, and others. The software was designed and launched by Accellos headquartered in Colorado, United States.


22. Ivalua

  • Best for: Small, medium and large size businesses
  • Price: starts at $2,000 per user/month
  • Aug 23, 2022
Compare Ivalua Vs. NetSuite

Ivalua is both a cloud-based as well as on-premise procurement and vendor management software solution. The software assists in the organization of data, reporting, and planning as well. Ivalua is designed to digitize the supply chain process within business operations.


23. Cetec ERP Software

  • Best for: SMBs
  • Price: starts at $40 per user/month
  • Oct 21, 2022
Compare Cetec ERP Software Vs. NetSuite

Cetec ERP Software is a fast growing cloud-based ERP software, it is designed to support small and medium size business. Cetec ERP Software received a rating of 4.5 from ITQlick team. The software cost is considered affordable (1/5) when compared to alternative solutions.


24. Fishbowl Inventory

  • Best for: Small businesses and start ups
  • Price: starts at $4,395 per license
  • Oct 10, 2022
Compare Fishbowl Inventory Vs. NetSuite

Fishbowl Inventory software is a cloud-based and on-premise Manufacturing & Inventory Management platform for QuickBooks. The software helps to streamline business operations in any company in all industries.


25. JustFoodERP Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $3,000 per user/month
  • Apr 27, 2022
Compare JustFoodERP Software Vs. NetSuite

JustFoodERP is a cloud-based enterprise resource planning solution designed for the food industry including the food distributors and manufacturers. The core features include order management, food quality, and compliance, manufacturing/production and warehouse/inventory management and more.


26. Profit Premier by Edge Technologies

  • Best for: Small businesses and start ups
  • Price: starts at $500 per license
  • May 15, 2022
Compare Profit Premier by Edge Technologies Vs. NetSuite

Profit Premier by Edge Technologies is a cloud-based point of sale and retail solution that offers users with all the functionality required in a retail shop. The solution is designed for retailers, small-sized businesses and medium-sized businesses.


27. Averiware

  • Best for: SMBs
  • Price: starts at $395 per 5 users/month
  • Apr 27, 2022
Compare Averiware Vs. NetSuite

Averiware is a business intelligence and analytical solution for businesses of all sizes. It features services related to sales force automation, CRM, inventory management, and other aspects of business. The software was designed and launched by Averiware Inc headquartered in California,...


28. JOBPOWER

  • Best for: Small, medium and large size businesses
  • Price: starts at $3,000 per license
  • Apr 27, 2022
Compare JOBPOWER Vs. NetSuite

Job cost software is essential for today's successful contractor. With JOBPOWER construction accounting software, gathering accurate job cost information is simple. While JOBPOWER provides contractors with comprehensive construction accounting and document management software emphasizing job cost ma...


29. FreeAgent

  • Best for: Small businesses and start ups
  • Price: starts at $12 per month
  • Nov 10, 2022
Compare FreeAgent Vs. NetSuite

FreeAgent is an accounting software based on the cloud designed for micro businesses and freelancers. The software dashboard brings all finances together into one place, exports your key tax payment and invoice dates to your usual calendar.Track what your company owes you by adding out-of-pocket exp...


30. BatchMaster ERP

  • Best for: SMBs
  • Price: starts at $2,000 per license
  • Nov 04, 2022
Compare BatchMaster ERP Vs. NetSuite

BatchMaster ERP is a standalone ERP program designed for the process manufacturing industry. It may work alone or be integrated with Sage 100 ERP, Sage 300 ERP and Quickbooks Enterprise and other back-end financial applications. BatchMaster ERP was developed by BatchMaster Software, a US based comp...


31. FOUNDATION Construction Accounting

  • Best for: Small, medium and large size businesses
  • Price:
  • May 16, 2022
Compare FOUNDATION Construction Accounting Vs. NetSuite

FOUNDATION Construction Accounting is a cloud-based Construction software that enables contractors to create budgets and reports using a job costing tool and manage projects together with correspondences and related documents.


32. SDS4 Distribution

  • Best for: Small businesses and start ups
  • Price: starts at $1,295 per license
  • May 14, 2022
Compare SDS4 Distribution Vs. NetSuite

SDS4 Distribution is a program that offers complete solution to the various processes involved in companies under the industry of aerospace and electronic component distribution. It automates processes from accounting to inventory making everything quicker, simpler, and real-time. It can be implemen...


33. eCMS Construction ERP

  • Best for: Small, medium and large size businesses
  • Price: starts at $10,000 per feature/year
  • May 16, 2022
Compare eCMS Construction ERP Vs. NetSuite

eCMS Construction ERP is a cloud-based construction software that assists contractors in handling daily generations of valuable data and ensuring availability at appropriate times.


34. Ordorite

  • Best for: Small, medium and large size businesses
  • Price: Has a free version
  • Aug 23, 2022
Compare Ordorite Vs. NetSuite

Odorite is a retail and POS software designed for furniture dealers to manage their business ventures. The software also helps its users manage orders and deliveries, enables employees to perform business tasks and manages inventories.


35. Exenta

  • Best for: Small, medium and large size businesses
  • Price: starts at $15,000 per license
  • Apr 30, 2022
Compare Exenta Vs. NetSuite

Exenta is a fashion supply chain software built to optimize business performance, maximize speed on supply chain visibility, and reduce operational costs.


36. 3rdWave

  • Best for: Small, medium and large size businesses
  • Price: starts at $1,995 per month
  • May 16, 2022
Compare 3rdWave Vs. NetSuite

3rdWave is a procurement software designed to help businesses experience the pinnacle of visibility. The software achieves this by validating and capturing supply chain data for a holistic view of operations.


37. BusinessMan CRM/ERP

  • Best for: Small businesses and start ups
  • Price: starts at $59 per user/month
  • May 23, 2022
Compare BusinessMan CRM/ERP Vs. NetSuite

BusinessMan CRM/ERP is a cloud and premise-based business management software that helps users to monitor and manage their enterprises; it can be customized to meet the needs of the company. The features in this software make it possible for users to track orders, view sales reports, create tasks et...


38. ePROMIS

  • Best for: Small, medium and large size businesses
  • Price:
  • May 23, 2022
Compare ePROMIS Vs. NetSuite

ePROMIS is a cloud-based Human Resources Software that allows its users to organize and manage the cycle of human resources in an organization through the management and processing of Employee payroll, performance, attendance and more.


39. ERP-ONE

  • Best for: SMBs
  • Price:
  • May 19, 2022
Compare ERP-ONE Vs. NetSuite

ERP-ONE is an enterprise resource planning solution for small and medium businesses. It offers such services as inventory management, sales management, financial management, and others. The software was designed and launched by Distribution One headquartered in New Jersey, United States.


40. A-Systems JobView

  • Best for: SMBs
  • Price: starts at $249.95 per license
  • May 24, 2022
Compare A-Systems JobView Vs. NetSuite

A-Systems JobView is a desktop-based/cloud-based Construction Accounting & Job Costing software that allows managers to forecast cost-to-completion on projects by comparing costs to budget.


41. FinancialForce ERP

  • Best for: SMBs
  • Price: starts at $175 per month
  • May 26, 2022
Compare FinancialForce ERP Vs. NetSuite

FinancialForce ERP is an enterprise resource planning solution for businesses of all sizes. Its services include supply chain management, service automation, order and billing, financial management, and others. The software was designed and launched by FinancialForce.com headquartered in ...


42. ZipBooks

  • Best for: Small businesses and start ups
  • Price: starts at $15 per month
  • May 29, 2022
Compare ZipBooks Vs. NetSuite

ZipBooks is accounting, bookkeeping, and finance software solution for small businesses, contractors, freelancing professionals, and growing enterprises. Its key features include online invoicing, online accounting, time tracking, team management, and recurring billing.


43. SpendBoss

  • Best for: Small, medium and large size businesses
  • Price: starts at $30 per license
  • Jun 15, 2022
Compare SpendBoss Vs. NetSuite

SpendBoss is a spend/asset management software designed for managers and business owners to provide real-time business analytics, control operational expenses, run locations swiftly, and acquire real-time information.


44. WorkWise ERP Software

  • Best for: SMBs
  • Price: starts at $60 per user/month
  • Jun 10, 2022
Compare WorkWise ERP Software Vs. NetSuite

Workwise Software is an ERP and CRM software for manufacturers to streamline business processes, automate sales and marketing processes, get a view over activities, and improve communication systems.


45. E2 Manufacturing System

  • Best for: SMBs
  • Price:
  • Jun 15, 2022
Compare E2 Manufacturing System Vs. NetSuite

E2 Manufacturing System is a cloud-based ERP software solution that enables users to create a transparent operation by including more information such as pictures into their price quotes and information.


46. RamBase

  • Best for: Small, medium and large size businesses
  • Price: starts at $49 per user/month
  • Jun 22, 2022
Compare RamBase Vs. NetSuite

Rambase is an internet-based ERP software designed for companies to exercise control over their manufacturing processes, get industry-specific solutions, maintain standard business processes, and enhance company activities total visibility.


47. ProcessWare ERP

  • Best for: Small, medium and large size businesses
  • Price: starts at $2,500 per license
  • Jun 22, 2022
Compare ProcessWare ERP Vs. NetSuite

ProcessWare ERP is an ERP software built for flavor and fragrance companies to provide a single inventory management source for companies, synchronize teams, provide accurate costing of products, and solid distribution and manufacturing processes.


48. Total ETO

  • Best for: SMBs
  • Price: starts at $85 per user/month
  • Jan 08, 2022
Compare Total ETO Vs. NetSuite

Total ETO is a discrete manufacturing software for custom design manufacturers to monitor actual costs against estimates, track and close business deals, track and manage inventory, and empower management with real-time information.


49. Sparkrock Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $5,170 per month
  • Jun 22, 2022
Compare Sparkrock Software Vs. NetSuite

Sparkrock is a cloud-based accounting software that interpolates the elements of finance management and HR management into a single solution designed to streamline accounting operations and increase productivity.


50. Enterprise 21

  • Best for: SMBs
  • Price: starts at $3,500 per license
  • Jun 16, 2022
Compare Enterprise 21 Vs. NetSuite

Enterprise 21 is a cloud-based enterprise resource planning that is developed to be used by individuals as well as by businesses that are either in the manufacturing businesses or that are doing distribution work.


51. PENTA Construction ERP Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $5,000 per license
  • Jun 22, 2022
Compare PENTA Construction ERP Software Vs. NetSuite

PENTA Construction ERP is a construction software that integrates construction accounting, project management, payroll, and equipment management in one system.


52. MRPEasy cloud ERP for Manufacturing and Distribution SMEs

  • Best for: Small businesses and start ups
  • Price: starts at $49 per user/month
  • Jun 20, 2022
Compare MRPEasy cloud ERP for Manufacturing and Distribution SMEs Vs. NetSuite

MRPEasy is a manufacturing software that offers management of production, stock, finances, purchases, teams, and customers.


53. Microsoft Dynamics NAV

  • Best for: Small, medium and large size businesses
  • Price: starts at $185 per user/month
  • Jun 23, 2022
Compare Microsoft Dynamics NAV Vs. NetSuite

Microsoft Dynamics NAV is comprehensive ERP software which is structured to improve the functionalities of small and mid-sized businesses. With the proper use of Microsoft Dynamics NAV, business owners are able to make decisions easily and manage the activities of the company smoothly. The architect...


54. Fulfil.IO

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 30, 2022
Compare Fulfil.IO Vs. NetSuite

Fulfil.Io is an ERP software designed for merchant operators and e-commerce stores to receive and manage orders, analyze and track product sales, manage suppliers, and automate drop shipping orders.



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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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.