Top 54 Predictive Maintenance Software

2022's Best 54 Predictive Maintenance Systems

We publish unbiased reviews. Our opinions are our own and are not influenced by payments from advertisers. This content is reader-supported, which means if you leave your details with us we may earn a commission. Learn why ITQlick is free .

1. eMaint X4

  • Best for: Small, medium and large size businesses
  • Price: starts at $33 per user/month
  • Mar 08, 2022
Compare eMaint X4 Vs. eMaint X4

eMaint X4 is a cloud-based computerized maintenance management software (CMMS). eMaint X4 was launched by eMaint Enterprises and follows the Software as a Service (SaaS) implementation model. It incorporates a wide range of features divided into various dedicated modules.


2. FTMaintenance

  • Best for: SMBs
  • Price: starts at $40 per month
  • Mar 09, 2022
Compare FTMaintenance Vs. eMaint X4

FTMaintenance is a maintenance management software solution that automates manual tasks and supervises the assets. The software was designed by FasTrak SoftWorks, Inc., headquartered in Wisconsin, United States. The software works to reduce the downtime and improve the lifetime of equipment. 


3. eMaint CMMS

  • Best for: Small, medium and large size businesses
  • Price: starts at $33 per user/month
  • Mar 12, 2022
Compare eMaint CMMS Vs. eMaint X4

eMaint CMMS is a cloud-based, computerized maintenance management software solution. It is built to assist businesses globally to manage their enterprise assets, track inventory, streamline workflows, and schedule preventive & predictive maintenance.


4. MaintenanceEssentials Pro

  • Best for: Small, medium and large size businesses
  • Price: starts at $649 per month
  • Mar 20, 2022
Compare MaintenanceEssentials Pro Vs. eMaint X4

MaintenanceEssentials Pro is a SaaS-based Management Software that allows its users to manage maintenance information on facility equipment and track their assets through an integrated management system.


5. Compass Regional Pro

  • Best for: Medium and large size businesses
  • Price: starts at $850 per year
  • Mar 30, 2022
Compare Compass Regional Pro Vs. eMaint X4

Compass Regional Pro is a facility management software that allows organizations to make flexible work schedules, coordinate multiple facilities, solve specific asset maintenance problems, and manage facility operations.


6. Avantis EAM Solution

  • Best for: Small, medium and large size businesses
  • Price:
  • Jul 13, 2022
Compare Avantis EAM Solution Vs. eMaint X4

Avantis Enterprise Asset Management Solution is a cloud-based and on-premise solution that is designed for medium-sized businesses and large enterprises. AVEVA Enterprise Asset Management offers procurement, condition management, inventory management, predictive maintenance,and reporting functionali...


7. Maintenance Connection

  • Best for: Medium and large size businesses
  • Price: starts at $199 per month
  • Aug 18, 2022
Compare Maintenance Connection Vs. eMaint X4

Maintenance Connection is a scalable web-based maintenance management solution that covers most maintenance services, helping facility and maintenance managers improve asset life, lower total maintenance cost, predict and prevent failures, minimize investments in inventory, improve labor productivit...


8. iOFFICE

  • Best for: Small, medium and large size businesses
  • Price: starts at $500 per month
  • Apr 27, 2022
Compare iOFFICE Vs. eMaint X4

iOFFICE has 10 independent, fully integrated modules, that businesses can choose and pay for only the applications they need. Ranging from facilities and space management to package, asset and visitor tracking to conference and desk reservations, iOFFICE is the only 100% SaaS-based software on th...


9. AgileAssets

  • Best for: Large business
  • Price:
  • Apr 27, 2022
Compare AgileAssets Vs. eMaint X4

AgileAssets is an infrastructure asset management solution for businesses of all sizes. Its services include maintenance management, facilities management, fleet and equipment management, and others. The software was designed and launched by AgileAssets Inc headquartered in Texas, United...


10. WOW! On the Web

  • Best for: Start up, Small business, Medium business
  • Price: starts at $39.99 per month
  • Apr 26, 2022
Compare WOW! On the Web Vs. eMaint X4

WOW! is a facility and property management solution for businesses of all sizes. It offers services related to management, accounting, marketing, and other aspects of property management. The software was designed and launched by Core 7 US Inc headquartered in Texas, United States.


Pricing Guide - Predictive Maintenance Software:

Computerized Maintenance Management System (CMMS) Software

Users can expect to pay between $0 and above $100 a month for the base subscription of the average CMMS Software. The price models are mostly in per month/per user form. Vendors can also charge for additional features such as mobile applications, report dashboarding and document management. However, price points at the different organization sizes vary, and the breakdown is as follows:

  • Small-sized businesses can expect to pay between $75 and $110 a month for a CMMS software. For instance, Maintenance Care Premium pricing begins at $75 a month, MicroMain costs up to $89 for each administrator, and iMaint cost price is at $75 a month. Additionally, Maintenance Connection Technician pricing goes for $60, with a Professional plan at $110 a month.
  • CMMS software for Medium organizations has a price range of $0-195 per month. For example, UpKeep pricing starts at $0 per month, Hippo CMMS cost price is at $99 a month, and eMaint CMMS pricing goes for $33 per month. Other vendors include Fracttal Asset Cloud whose base subscription price is $195 a month, MaintainX is free but with a Premium and Enterprise plan that cost $33 and $115 respectively.
  • Large companies would have to pay $225-1000 a month for CMMS software. For example, TrackAbout pricing plan starts at $225 a month; SAM Aviation Maintenance pricing begins at $300 monthly and DirectLine at $395 per month. However, some vendors use annual billing for their subscription, such as ProLease, which goes for $6000 a year.

Some of the price points for the best of breeds of CMMS software are available as follows:

  • Asset Tracking Software Asset Tracking Software generally has price points within $40 and $119 a month. For instance, Wasp AssetCloud pricing begins at $119 a month, EZOfficeInventory at $40 a month and ManagerPlus costs $45 per month. Some vendors charge annually, or a one-time license, examples of such vendors are MPulse which price begins at $3500 as a one-off fee and GoCodes which has an entry plan of $810 per year.
  • Aviation MRO software Users can expect to pay $60-$99 per month for base Aviation MRO software subscriptions. For illustration, MaintiMizer pricing starts at $60 a month, Loc8 cost price goes for $39 per month, and FreshService Blossom subscription plan starts at $29 monthly. The products also have yearly plans and one-off licensing as well; for example, SS-CMMS pricing begins at $90 a year, and ManWinWin cost price goes for a one-off fee of $599.
  • Equipment Management Software Equipment Management Software products generally begin at $5 a month. For example, Fleetio Base subscription costs $5 a month, 60Hertz pricing starts at $20 a month, and FaciliWorks 8i CMMS cost around $69 monthly. Also, PTM-Vision subscription begins at $80 per month, CHEQROOM and TabWare at $55 a month. Other products have one-time payment plans, such as MAPCON which goes for $495, FastMaint CMMS for $600 and Equipment360 for $1200.
  • Predictive Maintenance Software The price range for Predictive Maintenance Software is $20-$100 a month. QWare CMMS goes for $90 a month, Factory View Online for $50 a month and WebDPW for $20 per month for each user. AssetTiger has a yearly subscription plan of $100, and eSPACE pricing starts at $50 a month; Some vendors offer One-time subscriptions, such as Wintac which starts $1495.
  • Preventive Maintenance Software These product subscription plans begin at $20 and can go up to $2390. For example, Limble CMMS base subscription costs $35 a month, GageList Calibration Management cost price starts at $20 a month, and IndySoft Calibration Management pricing goes for $199 a month. Calibration Control also charges a one-time fee of $768, and MEX Maintenance pricing starts at $2390.
  • Work Order Software Users can expect to pay between $2 and $775 a month for Work Order Software. For instance, Sortly Pro pricing begins at $39 a month with an Ultra plan which goes for $99 monthly. MYBOS pricing goes for $2 a month and iOFFICE for $775 a month. Also, Tikkit cost price begins at $59 a month, TOPdesk for $55 a month, and OfficeTrax for $10 a month. ProCalV5 cost $3000 for a lifetime licensing.

11. eWorkOrders

  • Best for: Medium business
  • Price: starts at $35 per feature/month
  • Apr 28, 2022
Compare eWorkOrders Vs. eMaint X4

eWorkOrders is a web based CMMS that harnesses the power and convenience of the Internet to allow individuals from different organizations – municipalities, real estate owners, property managers, building engineers, tenants, service providers, IT support and vendors – to work together in real-tim...


12. ManagerPlus

  • Best for: SMBs
  • Price: starts at $85 per user/month
  • May 18, 2022
Compare ManagerPlus Vs. eMaint X4

ManagerPlus is a maintenance management software solution for asset intensive businesses. The software was designed by Manager Plus, headquartered in Texas, United States. The software provides integrated management services for asset, inventory, and maintenance management. 


13. Guide TI

  • Best for: Medium and large size businesses
  • Price: starts at $4,000 per license
  • May 18, 2022
Compare Guide TI Vs. eMaint X4

Guide TI is enterprise asset maintenance and management software for your business. It incorporates the important aspects of asset, customer and inventory management. The software was launched by COGEP Inc., which is located in Quebec, Canada. The software aims at efficient planning and the use of a...


14. EGEM

  • Best for: Small, medium and large size businesses
  • Price: starts at $100 per user/month
  • Jun 22, 2022
Compare EGEM Vs. eMaint X4

EGEM is a cloud-based maintenance software that affords managers the capacity to organize machinery movement, track costs, and maintenance schedules.


15. Performo

  • Best for: Large business
  • Price:
  • Jun 18, 2022
Compare Performo Vs. eMaint X4

Performo is an asset management and work order tracking solution for businesses of all sizes. It also offers maintenance services in addition to reporting and integration capabilities. The software was designed and launched by Wizard Software Solutions Inc headquartered in Illinois, Unit...


16. MPulse

  • Best for: Small, medium and large size businesses
  • Price: starts at $80 per user/month
  • Jun 18, 2022
Compare MPulse Vs. eMaint X4

MPulse offers a maintenance management solution. The software provides maintenance solutions for tracking, scheduling and reporting to extend the life of a company’s assets and equipment. MPulse was founded in 1995 with the goal of helping customers reduce maintenance expenses and minimize equipm...


17. Infor EAM

  • Best for: Medium and large size businesses
  • Price:
  • Jun 16, 2022
Compare Infor EAM Vs. eMaint X4

Infor EAM is a comprehensive suite of asset management tools. It allows companies to increase reliability, manage asset maintenance, and reduce energy usage. Infor EAM helps companies to efficiently deploy maintenance resources, manage work processes, schedule maintenance based on asset condition an...


18. IFS Field Service Management

  • Best for: Medium and large size businesses
  • Price: starts at $65 per month
  • Jun 24, 2022
Compare IFS Field Service Management Vs. eMaint X4

IFS Field Service Management software is a service management solution that streamlines and automates processes. The solution offers a number of features that include a mobile application that enables field workers to access data through their devices.


19. Nrby

  • Best for: Small, medium and large size businesses
  • Price:
  • May 05, 2022
Compare Nrby Vs. eMaint X4

Nrby is a smart communication software that uses Smartpins to capture and document data, information, and images to help better collaboration between team members and improve managers business knowledge.


20. Sage Evolution

  • Best for: Medium and large size businesses
  • Price:
  • Jul 05, 2022
Compare Sage Evolution Vs. eMaint X4

Sage Evolution is an enterprise resource planning solution for small and medium businesses. It deals with such aspects as accounting, business intelligence, supply chain, procurement, and others. The software was designed and launched by Sage Pastel Communication headquartered in South Af...


21. WebDPW

  • Best for: SMBs
  • Price: starts at $20 per license
  • Jul 05, 2022
Compare WebDPW Vs. eMaint X4

WebDPW™ is web-based, so you can manage your organization any place you have internet access. Google Maps are incorporated into the package, so you can better organize your projects, employees and travel time. Spend less time managing your organization and more time improving it with WebDPW™ Work Or...


22. Common Areas

  • Best for: Small, medium and large size businesses
  • Price: starts at $49 per user/month
  • May 23, 2022
Compare Common Areas Vs. eMaint X4

Common Areas is a property management software that helps users gain visibility to grow their businesses, streamline operations, share information and collaborate with teams, vendors and tenants.


23. Verisae Connected Facility Platform

  • Best for: Large business
  • Price:
  • Jul 05, 2022
Compare Verisae Connected Facility Platform Vs. eMaint X4

Verisae Connected Facility Platform is cloud-based, SaaS software that is designed to automate the maintenance and energy programs of large retailers. The software was launched by Verisae Inc., which is headquartered in Minneapolis, United States.


24. Fixd

  • Best for: Small, medium and large size businesses
  • Price: starts at $59 per license
  • Jul 19, 2022
Compare Fixd Vs. eMaint X4

Fixd is a maintenance software designed to help businesses manage and carry out reactive and preventive maintenance on assets. The software enables users to create, plan, and track scheduled and unscheduled tasks like breakdowns.


25. GP MaTe

  • Best for: SMBs
  • Price: starts at $2,000 per license
  • Jul 28, 2022
Compare GP MaTe Vs. eMaint X4

GP MaTe is a maintenance software designed to help businesses protect their investment in facilities and production equipment.


26. TheWorxHub

  • Best for: Small, medium and large size businesses
  • Price:
  • Jul 28, 2022
Compare TheWorxHub Vs. eMaint X4

TheWorxHub software is a cloud-hosted, SaaS, maintenance management platform intended precisely to serve both senior living communities and healthcare organizations. This software offers a suite of applications that help the users to coordinate multiple activities and support communication between d...


27. Maintenance5000

  • Best for: Small, medium and large size businesses
  • Price:
  • Aug 03, 2022
Compare Maintenance5000 Vs. eMaint X4

Maintenance5000 is a computerized maintenance management software (CMMS) that manages an asset,ד maintenance cycle. This solution addresses both planned and unplanned maintenance for the purpose of improving an asset's useful life and to provide reporting on its status at any point in time so that ...


jpg

28. FaciliWorks CMMS

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $65 per user/year
  • Nov 23, 2022
Compare FaciliWorks CMMS Vs. eMaint X4

Easy to use and affordable, FaciliWorks Essentials software will help you reduce maintenance costs, maximize productivity and ensure greater asset uptime. Web-based (onsite server or hosted), mobile and desktop.


29. Axxerion - PM

  • Best for: Small, medium and large size businesses
  • Price:
  • Sep 16, 2022
Compare Axxerion - PM Vs. eMaint X4

Axxerion PM is a web-based software solution. The software is an easy to use suite of applications that allows clients to increase their operational efficiency by making several functions automated. These functions are those related to maintenance and property management, all the way from capital pr...


30. Bigfoot CMMS

  • Best for: Medium and large size businesses
  • Price: starts at $7,500 per year
  • Aug 25, 2022
Compare Bigfoot CMMS Vs. eMaint X4

Bigfoot CMMS is a powerful cloud solution that is designed to manage modern asset and facility maintenance needs through a simple user interface.


31. Telogis Fleet

  • Best for: Start up, Small business, Medium business, Large business
  • Price:
  • Oct 06, 2022
Compare Telogis Fleet Vs. eMaint X4

Telogis Fleet is a fleet management solution for businesses of all sizes. Its services include delivery management, vehicle management, inventory management, fuel management, and others. The software was designed and launched by Telogis headquartered in California, United States.


32. Sprocket CMMS

  • Best for: Medium and large size businesses
  • Price:
  • Oct 06, 2022
Compare Sprocket CMMS Vs. eMaint X4

Sprocket CMMS is a computerized maintenance management system for small and medium businesses. Its core services include asset management, maintenance management, preventive maintenance, and work order management. The software was designed and launched by Upturn Solutions headquartered i...


33. TabWare

  • Best for: Large business
  • Price: starts at $55 per user/month
  • Oct 05, 2022
Compare TabWare Vs. eMaint X4

TabWare is an Asset & Maintenance Management solution. The software is designed to address planned & preventive maintenance, inventory & purchasing, as well as resource productivity. AssetPoint, the developers of Tabware, was founded over 30 years ago to maximize a company’s asset utilization whi...


34. Mobile MMS

  • Best for: Small, medium and large size businesses
  • Price:
  • May 02, 2022
Compare Mobile MMS Vs. eMaint X4

Mobile MMS is a growing cloud-based Maintenance software, it is designed to support small, medium and large size business. Mobile MMS received a rating of 2.5 from ITQlick team. The software cost is considered affordable (4/5) when compared to alternative solutions.


35. CenterStone

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 26, 2022
Compare CenterStone Vs. eMaint X4

CenterStone is a facility management software designed to help organizations streamline the process of managing workplace building, assets, and work orders. The software provides organizations a clear, intuitive view of space or facility information.


36. DirectLine - FM

  • Best for: Medium and large size businesses
  • Price: starts at $395 per month
  • Feb 01, 2022
Compare DirectLine - FM Vs. eMaint X4

DirectLine is a web based all-inclusive suite of maintenance management software. The software is designed to meet the business requirements through a custom-fit system. It was developed and designed by Megamation Systems which is based in Ontario, Canada. DirectLine has modular architecture and pr...


37. Seebo

  • Best for: Medium and large size businesses
  • Price:
  • Feb 12, 2022
Compare Seebo Vs. eMaint X4

Seebo is a growing cloud-based Maintenance software, it is designed to support medium and large size business. Seebo received a rating of 4.5 from ITQlick team. The software cost is considered affordable (2/5) when compared to alternative solutions.


38. Dossier Fleet Maintenance

  • Best for: Medium and large size businesses
  • Price: starts at $1,500 per user/month
  • Feb 07, 2022
Compare Dossier Fleet Maintenance Vs. eMaint X4

Dossier Fleet Maintenance Software is a fleet and asset management software solution for your business. The software was released by Arsenault Associated headquartered in New Jersey, United Sates. Various fleet maintenance operations and PM Service schedules are automated by the software, in additio...


39. Facil-ITy

  • Best for: Large business
  • Price:
  • Feb 09, 2022
Compare Facil-ITy Vs. eMaint X4

Facil-ITy is a growing cloud-based Maintenance software, it is designed to support large size business. Facil-ITy received a rating of 2.5 from ITQlick team. The software cost is considered affordable (1/5) when compared to alternative solutions.


40. Planon Universe

  • Best for: Large business
  • Price:
  • Feb 15, 2022
Compare Planon Universe Vs. eMaint X4

Planon Universe is a cloud-based and on-premise workplace management solution that is designed for use in small-sized businesses and medium-sized businesses. The solution helps businesses to manage their employees, manage their real estate, and all equipment in the workplace.


41. Maintenance-io

  • Best for: Medium and large size businesses
  • Price: starts at $26.50 per user/month
  • Feb 14, 2022
Compare Maintenance-io Vs. eMaint X4

Maintenance.io is a maintenance and field service management solution for businesses of all sizes. It also offers inventory management, work order management, client management, and other useful capabilities. The software was designed and launched by software development company Maintena...


42. ePAC

  • Best for: SMBs
  • Price: starts at $99 per user/month
  • May 12, 2022
Compare ePAC Vs. eMaint X4

ePAC is both cloud-based and on-premise computer maintenance management software that provides solutions for client-server, web-based and mobile applications. ePAC is a reliable solution whose focus is both performance and preventive maintenance as it facilitates reliability in operations.


43. SiteLine

  • Best for: Medium and large size businesses
  • Price:
  • Feb 21, 2022
Compare SiteLine Vs. eMaint X4

SiteLine is an asset management software from On Now Digital. It allows users to easily check information on electric power system and interpret it. This cloud-based program makes it possible for users to access this information anywhere they are. Problems can also be identified quickly for immediat...


44. Steelwedge

  • Best for: Medium and large size businesses
  • Price:
  • Feb 23, 2022
Compare Steelwedge Vs. eMaint X4

Steelwedge is a supply chain management solution for businesses of all sizes. It offers such services as customer relationship management, enterprise resource planning, and others. The software was designed and launched by Steelwedge Software Inc headquartered in California, United States.


45. MEX Maintenance

  • Best for: SMBs
  • Price: starts at $2,390 per license
  • Feb 22, 2022
Compare MEX Maintenance Vs. eMaint X4

MEX Maintenance is a maintenance and asset management solution for businesses of all sizes. It offers such capabilities as inventory management, invoice management, purchasing, security, and others. The software was designed and launched by MEX Maintenance Software headquartered in Austra...


46. MicroMain Facility Management

  • Best for: Start up, Small business, Medium business
  • Price: starts at $89 per feature/month
  • Feb 22, 2022
Compare MicroMain Facility Management Vs. eMaint X4

MicroMain Facility Management is a complete facility management (FM) and space planning system that allows efficient handling of people and space data for every facility. The software features space management, move management and facility reports as the main functionalities. With this software, int...


47. FM Dashboard

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 20, 2022
Compare FM Dashboard Vs. eMaint X4

FM Dashboard is a web based asset management solution for businesses of all sizes. It offers such capabilities as warranty and repair tracking, preventive and predictive maintenance, and others. The software was designed and launched by FM Dashboard LLC headquartered in Toronto, Canada.


48. MaintiMizer

  • Best for: Small businesses and start ups
  • Price: starts at $35 per month
  • Feb 28, 2022
Compare MaintiMizer Vs. eMaint X4

MaintiMizer is a maintenance software solution for equipment, facility and asset management of your business. The software was designed by Ashcom Technologies headquartered in Michigan, United States. The software operates to improve the compliance, safety and quality standards of your business oper...


49. Cherwell Service Management

  • Best for: Small, medium and large size businesses
  • Price: starts at $189 per month
  • Feb 26, 2022
Compare Cherwell Service Management Vs. eMaint X4

Cherwell Service Management is a cloud-based IT asset & service management, HR Service, project, facilities and security solution designed to offer teams in organizations the ability to automate, implement, and upgrade service as well as support processes.


50. PMXpert

  • Best for: SMBs
  • Price:
  • Feb 28, 2022
Compare PMXpert Vs. eMaint X4

PMXpert software is a computerized maintenance management system solution that simplifies work orders, preventive maintenance, and inventory control. The solution has a number of functionalities that include an inventory management tool that monitors all stock movement and helps keep track of expens...


51. myGeoTracking

  • Best for: Small, medium and large size businesses
  • Price: starts at $10 per license
  • Mar 07, 2022
Compare myGeoTracking Vs. eMaint X4

myGeoTracking is a growing cloud-based Field Service software, it is designed to support small, medium and large size business. myGeoTracking received a rating of 3.5 from ITQlick team. The software cost is considered affordable (2/5) when compared to alternative solutions.


52. Zorg CMMS

  • Best for: SMBs
  • Price: starts at $3,000 per license
  • Mar 04, 2022
Compare Zorg CMMS Vs. eMaint X4

Zorg CMMS is a fast growing cloud-based Maintenance software, it is designed to support small and medium size business. Zorg CMMS received a rating of 2.5 from ITQlick team. The software cost is considered affordable (1.7/5) when compared to alternative solutions.


53. Neural Designer

  • Best for: Small businesses and start ups
  • Price: starts at $2,495 per user/year
  • Mar 22, 2022
Compare Neural Designer Vs. eMaint X4

The Neural Designer is business intelligence software making use of neural networks for easy business data analysis and reporting.


54. 360 Facility

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $45 per month
  • Mar 08, 2022
Compare 360 Facility Vs. eMaint X4

360Facility is a web-based software developed to provide businesses the tools necessary to confront the challenges associated with facility management. The applications offered by the software are to help improve maintenance, security, customer satisfaction and communication in order to manage prope...



A Buyer's Guide to Business Software Solutions

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

Finding the right business software for your business
Proper business software selections are the precursor to successful deployment and business growth. Finding the right solutions doesnít have to be complicated, and it doesnít have to take days or weeks of your time.

After researching over 5,000 systems, we can identify the best solution for companies of all shapes and sizes. ITQlick.com is 100% free for software buyers.



Recent Predictive Maintenance Articles

01 Nov

Top 5 Maintenance Software for SMBs

Maintenance software is a solution designed for companies that use or support various equipment which requires tracking the maintenance requirements, implementing appropriate maintenance services, allocating necessary service technicians, and ensuring the availability of needed spare parts. The main......


01 Nov

Top 5 Maintenance Software for Large Businesses

Maintenance management is an important functional requirement for many companies as it ensures that company assets or equipment supplied to customers are operating at optimal levels, downtime or disruption to production is minimized, and asset life can be extended by preventive maintenance schedules......


09 Jul

Top 5 Mistakes in Choosing Maintenance Management System

A computerized maintenance management system (CMMS) is designed to keep track of past system repairs and schedule future maintenance. It can be used to organize facility maintenance, track maintenance tasks, generate work orders for maintenance staff, and keep a record of work they perform. Undoubte......


Author - Shlomi Lavi

Website Linkedin profile Facebook Twitter

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.