Top 71 Predictive Maintenance Software

TOP 71 Predictive Maintenance Software

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1. eMaint X4

  • Best for: Small, medium and large size businesses
  • Price: starts at $33 per user/month
  • Mar 08, 2022
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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
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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
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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
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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
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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
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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
  • Apr 10, 2022
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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
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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
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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
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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.


11. eWorkOrders

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


28. FaciliWorks CMMS

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $65 per user/year
  • Aug 03, 2022
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Easy to use and affordable, FaciliWorks CMMS 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:
  • May 11, 2022
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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
  • Apr 07, 2022
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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:
  • Jun 02, 2022
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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:
  • Mar 05, 2022
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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
  • May 15, 2022
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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...


55. Asset Traker by Traker Systems

  • Best for: Small, medium and large size businesses
  • Price: starts at $249 per feature
  • Mar 21, 2022
Compare Asset Traker by Traker Systems Vs. eMaint X4

Asset Traker by Traker Systems is a growing cloud-based Maintenance software, it is designed to support small, medium and large size business. Asset Traker by Traker Systems received a rating of 3.3 from ITQlick team. The software cost is considered average (2.7/5) when compared to other solutions ...


56. MaintenanceEdge

  • Best for: Start up, Small business, Medium business, Large business
  • Price:
  • May 19, 2022
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Maintenance Edge provides facility management solutions. It consists of three applications that cover work orders, planned maintenance and wireless work orders. Facility Dude was founded in 2007 and provides solutions for maintenance, energy and inventory management. The company’s goal is to deve...


57. Maintenance Pro

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $30 per user/month
  • Mar 28, 2022
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Maintenance Pro is an equipment management software solution which supervises the equipment management issues of your business. The software was launched by Innovative Maintenance Systems headquartered in North Carolina, United States. It offers various innovative solutions for preventive maintenanc...


58. Tofino

  • Best for: Large business
  • Price: starts at $175 per month
  • Mar 29, 2022
Compare Tofino Vs. eMaint X4

Tofino is an award-winning cloud-based Maintenance software, it is designed to support large size business. Tofino received a rating of 4.5 from ITQlick team. The software cost is considered average (2.8/5) when compared to other solutions in their category.


59. Trackplan

  • Best for: Small businesses and start ups
  • Price: starts at $97.34 per month
  • Apr 20, 2022
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Trackplan is a cloud-based facilities management software that allows administrators to organize their team through scheduled work, as well as compiling a full job history documentation for organizational decision making.


60. 6sense

  • Best for: Small, medium and large size businesses
  • Price:
  • May 09, 2022
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6sense is a growing cloud-based Social Media Management software, it is designed to support small, medium and large size business. 6sense received a rating of 3.1 from ITQlick team. The software cost is considered average (2.6/5) when compared to other solutions in their category.


61. Diver Platform

  • Best for: Small, medium and large size businesses
  • Price:
  • May 11, 2022
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Diver Platform is a growing cloud-based BI software, it is designed to support small, medium and large size business. Diver Platform received a rating of 5 from ITQlick team. The software cost is considered affordable (2.2/5) when compared to alternative solutions.


62. WennSoft

  • Best for: Start up, Small business, Medium business
  • Price: starts at $4,400 per license
  • May 12, 2022
Compare WennSoft Vs. eMaint X4

WennSoft is cloud-based field service software that optimizes the field resources and processes. It controls the project costs and increases the operational efficiency. The company is headquartered in New Berlin, WI, United States. The software aims at improving service delivery and technician util...


63. AMT

  • Best for: SMBs
  • Price:
  • May 19, 2022
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AMT is an Asset Maintenance software specialised in providing solutions to lifecycle costing and positioning. It allows for fundamentally better Maintenance outcomes, proactive control and organization of asset expenses, and better asset insights.


64. Corporater Business Management Platform

  • Best for: Small, medium and large size businesses
  • Price: starts at $79 per user/month
  • May 30, 2022
Compare Corporater Business Management Platform Vs. eMaint X4

Corporater’s Business Management Platform application is a revolutionary platform which supports the visualization, evaluation, and reporting of strategic, tactical and operational performance in real time throughout an organization. The Business Management Platform enables businesses to link multi...


65. QRmaint

  • Best for: Small, medium and large size businesses
  • Price: starts at $15 per user/month
  • Sep 03, 2019
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QRmaint is a growing cloud-based Asset management software, it is designed to support small, medium and large size business. QRmaint received a rating of 3.4 from ITQlick team. The software cost is considered affordable (2.1/5) when compared to alternative solutions.


66. comma CMMS

  • Best for: Start up, Small business, Medium business
  • Price: starts at $15 per user/month
  • Jun 07, 2022
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comma CMMS is a cloud based content management solution for small and medium businesses. It offers services related to user management, work orders, maintenance, asset management, and other aspects. The software was designed and launched by comma CMMS Ltd headquartered in Portugal.


67. ViGIE 2.6

  • Best for: Large business
  • Price:
  • Oct 07, 2019
Compare ViGIE 2.6 Vs. eMaint X4

ViGIE 2.6 is a growing cloud-based BI software, it is designed to support large size business. ViGIE 2.6 received a rating of 4.4 from ITQlick team. The software cost is considered average (3/5) when compared to other solutions in their category.


68. Plant Ops Pro Suite

  • Best for: SMBs
  • Price:
  • Jul 26, 2022
Compare Plant Ops Pro Suite Vs. eMaint X4

Plant Ops Pro Suite is a growing cloud-based Maintenance software, it is designed to support small and medium size business. Plant Ops Pro Suite received a rating of 3.7 from ITQlick team. The software cost is considered average (2.8/5) when compared to other solutions in their category.


69. ViewPoint

  • Best for: Medium and large size businesses
  • Price: starts at $10,000 per license
  • Jul 26, 2022
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ViewPoint is a trending cloud-based Maintenance software, it is designed to support medium and large size business. ViewPoint received a rating of 4 from ITQlick team. The software cost is considered affordable (1.5/5) when compared to alternative solutions.


70. MaintenanceDirect

  • Best for: Start up, Small business, Medium business, Large business
  • Price:
  • Apr 07, 2021
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Maintenance Direct is a work order management solution. The software supports corrective maintenance management the covers the entire work order process from request to completion. The developer of Maintenance Direct is SchoolDude which was founded in 1999. The company provides software solutions...


71. Dataiku

  • Best for: Small, medium and large size businesses
  • Price: Has a free version
  • Nov 09, 2019
Compare Dataiku Vs. eMaint X4

Dataiku is a leading cloud-based BI software, it is designed to support small, medium and large size business. Dataiku received a rating of 4.5 from ITQlick team. The software cost is considered affordable (2.2/5) when compared to alternative solutions.



A Buyer's Guide to Business Software Solutions

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

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

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



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Author

Shlomi Lavi

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Shlomi holds a Bachelor of Science (B.Sc.) in Information System Engineering from Ben Gurion University in Israel. Shlomi brings 15 years of global IT and IS management experience as a consultant, and implementation expert for small, medium and large size (global) companies.