Top 54 Professional Services Automation Software

2022's Best 54 Professional Services Automation Systems

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1. Elite 3E

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 12, 2022
Compare Elite 3E Vs. Elite 3E

Elite 3E is an on-premise professional services automation and integrated practice & financial management solution. The core features include matter management, financial management, business development, and risk management.


2. TSheets Time Tracking & Scheduling

  • Best for: Small businesses and start ups
  • Price: starts at $10 per month
  • Apr 17, 2022
Compare TSheets Time Tracking & Scheduling Vs. Elite 3E

TSheets is a cloud-based scheduling and time-tracking software solution that enables organizations and businesses to keep track of employees in real-time from a variety of operating systems and devices. It utilizes customizable filter functions to help capture accurate timesheet information categori...


3. ArchiOffice

  • Best for: Small, medium and large size businesses
  • Price: starts at $7.95 per month
  • Apr 24, 2022
Compare ArchiOffice Vs. Elite 3E

Serenic Navigator is an accounting software specially built for non-profit for small to large non-profit organizations. Its key features include budget management, accounting, and financial management, award management, payroll and human resources, and analytics and decision support capabilities.


4. Q-Flow Appointment Management

  • Best for: Small, medium and large size businesses
  • Price:
  • Jul 13, 2022
Compare Q-Flow Appointment Management Vs. Elite 3E

Q-Flow Appointment Management is both cloud-based and on-premise solution suitable for medium-sized businesses and large enterprises. Q-Flow software is a solution that helps in managing the flow of customers, advertising, agents, tasks, and information in stores, branches, clinics, and any customer...


5. Factumsoft

  • Best for: Small, medium and large size businesses
  • Price:
  • May 16, 2022
Compare Factumsoft Vs. Elite 3E

Factumsoft is an ERP software for helping businesses build software that is unique to their business workflow. The software is built in a way it matches the exact scaling and automation needs of a business.


6. NetSuite Services Resource Planning (SRP)

  • Best for: SMBs
  • Price: Has a free version
  • Apr 28, 2022
Compare NetSuite Services Resource Planning (SRP) Vs. Elite 3E

NetSuite Services Resource Planning is a professional services management solution for businesses of all sizes. It offers such capabilities as integrated project management, resource management, time and expense tracking, and others. The software was designed and launched by NetSuite Inc headquarter...


7. Unanet Professional Services Automation

  • Best for: Small, medium and large size businesses
  • Price: starts at $100 per month
  • May 18, 2022
Compare Unanet Professional Services Automation Vs. Elite 3E

Unanet Professional Services Automation is a professional services automation solution that can streamline business processes and provide new insights with future, historical and current project work. The solution supports Capability Maturity Model Integration and can forecast utilization an...


8. AXIO for Professional Services

  • Best for: Small, medium and large size businesses
  • Price: starts at $115 per user/month
  • May 22, 2022
Compare AXIO for Professional Services Vs. Elite 3E

Axio for professional service is a professional services automation software solution. The software makes use of the Microsoft Dynamics to run. The solution is of utmost benefit to the businesses that run on a project-basis structure. It is available in three editions, the cloud based version, the o...


9. Hydra PSA

  • Best for: Small, medium and large size businesses
  • Price:
  • May 26, 2022
Compare Hydra PSA Vs. Elite 3E

Hydra PSA is a professional services automation solution for businesses of all sizes. It offers project management, compliance and control, online collaboration, resource management, and other capabilities. The software was designed and launched by Hydra Management, headquartered in United Kingdom...


10. Metis Software

  • Best for: Small businesses and start ups
  • Price: starts at $25 per user/month
  • Jun 10, 2022
Compare Metis Software Vs. Elite 3E

Metis, now Brighter PSA, is an internet-based management software for businesses to control their project costs, maximize sales, track profitability, and aid business assets.


Pricing Guide - Professional Services Automation Software:

Project Management Software Price Range

Project management products pricing are divided into three tiers. The prices range between $0 to $7, $7 to $10, and $10 upwards. In addition to this, the prices are set on a "per user, per month" basis or a bulk "per month" basis. However, it is worth noting that these price ranges are mostly for the lower offering found on each vendor website.

Enterprise plans on project management software have more robust features; thus, they cost more but are adjusted to suit each organization based on their number of employees; as a result, their prices are mostly made available upon request. For instance, Asana basic plan costs ₦11, Miro costs $10, and Toggl pricing falls around $8— all per user per month; but their prices for their enterprise plan quotes are not made available.

In addition, project management prices are set based on the size of an organization. Their ranges are as follows:

  • Small Businesses can expect to pay around $5 per user for the basic plan of a project management software. However, small businesses with a very tiny workforce can get many project management products for free because they have free versions that allow between 2-5 employee sizes. Examples of these vendors offering free versions for a small employee size are Candy, Lumeer, and Quire. Some premium project management for small businesses are MetaTask, which starts at $6 per month, FreedCamp pricing starts at $1.50 per month, and Tracked for BaseCamp cost around $3 per month.
  • Medium Businesses can expect to pay between $5 to $25 for project management software, depending on the package type and their number of employees. Todo.Vu costs around $9 per user, per month, Studio Organizer pricing starts at $19.50, and Lumeer costs around $8.
  • Large Businesses can expect to pay less than medium-sized businesses for standard project management packages because their workforce is larger. However, prices for enterprise plans cost more. For example, Agile CRM costs around $80 per month, JotForm pricing is around $100 per month, and Kanbanchi $40 per month.

The price ranges for project management best of breeds are as follows:

  • Collaboration Software Most of the collaboration tools in the market are priced per month and per user, and their pricings are usually divided into three tiers, which range from $0 to $4, $4 to $16, and $16 upward, respectively. However, these are the entry-level plans; premium and enterprise plans cost more depending on the vendors. An example is Pobuca Connect, which costs $2 monthly per user for its standard plan and $8 monthly per user for its enterprise plan. Others are Loop email, which costs at $8 monthly per user; HeySpace pricing starts at $4 monthly per user.
  • Time Tracking Software Vendors of most time tracking software charge on a per user, per month basis, and the prices are divided into three tiers; they range from $0 to $3, $3 to $9, and $9 and above. Note that these are prices for the entry-level plans. For instance, Time Doctor pricing starts from $5 per month, TimeCamp pricing from around $6 per month, and Elorus costs up to $9 per month.
  • Workflow Management Software Like other products related to project management, workflow management software are usually priced on a per-user, per-month basis, and the prices range from $0 to $13 and above. For example, Forms on Fire pricing starts from $20 monthly per user, Formstacks Form starts from $19 monthly, and KissFlow Digital Workplace from $360 per month for 30 users.
  • Time & Expense Software Time and expense products in the market have pricings that range from $2 and $11 upwards, depending on the type of plan and number of users. Examples are EverHour, which starts from $5 monthly per user, Microsoft Dynamics GP costs for less than $1, and WorkTime Professional pricing starts from around $12 per month.
  • Professional Services Automation Software Users can expect to be charged per month for most products in this category. The prices can be divided into three sections, and they range from $3 to $50 and above. For example, TigerPaw Software pricing is priced around $80 per user, per month, Business VoiceEdge costs around $30 per month, and Coaches Console pricing is around $150 per month.

11. CS Professional Suite

  • Best for: Small, medium and large size businesses
  • Price: starts at $3,000 per license
  • Jun 19, 2022
Compare CS Professional Suite Vs. Elite 3E

CS Professional Suite is a tax and accounting software built to help accounting professionals or firms automate their workflow and collect electronic signatures for tax documents.


12. FinancialForce PSA

  • Best for: Small, medium and large size businesses
  • Price: starts at $10 per month
  • Jul 05, 2022
Compare FinancialForce PSA Vs. Elite 3E

FinancialForce PSA is a cloud-hosted PSA (professional services automation) solution that is native to the Salesforce Platform. The software provides users with business automation tools in the cloud through the Force.com cloud platform.


13. In-sight4PS

  • Best for: Small, medium and large size businesses
  • Price: Has a free version
  • Mar 23, 2022
Compare In-sight4PS Vs. Elite 3E

In-sight4PS is a fast growing cloud-based Professional Services Automation software, it is designed to support small, medium and large size business. In-sight4PS received a rating of 2.5 from ITQlick team. The software cost is considered affordable (2.1/5) when compared to alternative solutions.


14. Replicon Time Tracking

  • Best for: Medium and large size businesses
  • Price: starts at $5 per user/month
  • Apr 04, 2022
Compare Replicon Time Tracking Vs. Elite 3E

Replicon Time Tracking is a growing cloud-based Professional Services Automation software, it is designed to support medium and large size business. Replicon Time Tracking received a rating of 3.7 from ITQlick team. The software cost is considered average (2.8/5) when compared to other solutions in...


15. runn

  • Best for: Small businesses and start ups
  • Price: starts at $10 per user/month
  • Feb 28, 2022
Compare runn Vs. Elite 3E

Runn is a capacity planning and resource management software that enables project managers to create plans, schedule tasks for teams, manage project time, track project performance, view financial reports, and make financial reports.


16. FLS VISITOUR

  • Best for: Medium and large size businesses
  • Price:
  • Jul 06, 2022
Compare FLS VISITOUR Vs. Elite 3E

FLS VISITOUR is a field service management solution for businesses of all sizes. It offers such capabilities as dispatch management, electronic signature, work order management, and others. The software was designed and launched by FLS headquartered in Germany.


17. Upland PSA

  • Best for: Small, medium and large size businesses
  • Price: starts at $20 per user/month
  • Jan 12, 2022
Compare Upland PSA Vs. Elite 3E

Upland PSA is a professional services automation software that helps businesses improve project outcomes by automating project processes and providing strategies that aid team management, scheduling, and forecasting.


18. NetSuite OpenAir

  • Best for: Small, medium and large size businesses
  • Price: starts at $399 per user/month
  • Jul 14, 2022
Compare NetSuite OpenAir Vs. Elite 3E

NetSuite OpenAir is a cloud-based professional service automation software that can help project based businesses to obtain complete control and real-time visibility. NetSuite Inc., the company behind NetSuite OpenAir, was founded back in 1998. The company is headquartered in Silicon Valley with ...


19. TrackerRMS - PSA

  • Best for: SMBs
  • Price: starts at $80 per user/year
  • Jul 23, 2022
Compare TrackerRMS - PSA Vs. Elite 3E

Tracker Rms is a professional services automation tool. It assists the organisations in streamlining their workflow such as the tasks which do not require manual labor essentially can be automated. These include handling projects, tracking the sales, etc. The tool is a cloud based tool, meaning that...


20. Wisdom Share

  • Best for: SMBs
  • Price: starts at $5 per user/month
  • Jul 19, 2022
Compare Wisdom Share Vs. Elite 3E

Wisdom Share is a mentoring software designed for companies to manage, recruit, and communicate with matches using automated online tools. The software also uses high-action oriented results to measure the impact of mentoring programs and uses compatibility algorithms to create workable and connecte...


21. Tenrox

  • Best for: Medium and large size businesses
  • Price: starts at $20 per user/month
  • Jul 15, 2022
Compare Tenrox Vs. Elite 3E

Tenrox is the complete software that you can use for your company’s project management needs. It has tools and features that let you efficiently handle project planning, resource management, scheduling, forecasting, budgeting and process management.   The software was developed by the company of t...


22. CrossConcept Continuum PSA

  • Best for: SMBs
  • Price: starts at $15 per user/month
  • Jul 24, 2022
Compare CrossConcept Continuum PSA Vs. Elite 3E

CrossConcept Continuum PSA is a short-term professional automation software. This software allows team members as well as project managers to team up on projects, maintain an accurate and consistent project status in real-time. It also allows managers to identify potential problems in advance and re...


23. VOGSY

  • Best for: SMBs
  • Price: starts at $11 per user/month
  • Jul 25, 2022
Compare VOGSY Vs. Elite 3E

VOGSY is a google cloud-based professional service automation software solution that enables organizations and businesses to avoid the overhead cost and inconsistencies of antiquated systems.


24. Kaseya BMS

  • Best for: Small, medium and large size businesses
  • Price: starts at $25 per user/month
  • Jul 31, 2022
Compare Kaseya BMS Vs. Elite 3E

Kaseya BMS software is a cloud-based IT business management solution designed to help companies deliver their valued products and services.


25. Mentor Scout

  • Best for: SMBs
  • Price:
  • Aug 06, 2022
Compare Mentor Scout Vs. Elite 3E

Mentor Scout is an online mentoring software that enables companies to start and manage their mentoring programs. The software provides accessible report charts and graphs that help users monitor and track the progress of mentoring programs.


26. Organizer for Outlook

  • Best for: Small, medium and large size businesses
  • Price: starts at $50 per license
  • Aug 05, 2022
Compare Organizer for Outlook Vs. Elite 3E

FocusMe for Outlook is a professional services automation software designed to help teams drive focus and stay organized. Created as an add-in for Microsoft Outlook, the software enables users to discover & optimize collection points, proactively prepare for work, and process collections.


27. Today Timesheet

  • Best for: Small, medium and large size businesses
  • Price: starts at $2 per month
  • May 10, 2022
Compare Today Timesheet Vs. Elite 3E

Today Timesheet is a time tracking and project management solution for businesses of all sizes. It offers such capabilities as project management and budgeting, expense tracking, resource management, and others. The software was designed and launched by Today Timesheet headquartered in Texas, United...


28. Kimble

  • Best for: Small, medium and large size businesses
  • Price: starts at $35 per user/month
  • Sep 24, 2022
Compare Kimble Vs. Elite 3E

Kimble is a cloud-based professional management services (PSA) solution that is designed to drive consistency in and growth in business. Its core features include the operations dashboard, business forecasting, and resource scheduling.


29. Projector-PSA-Inc

  • Best for: Small, medium and large size businesses
  • Price: starts at $15 per user/month
  • Sep 19, 2022
Compare Projector-PSA-Inc Vs. Elite 3E

Projector is a cloud based professional services automation solution for businesses of all sizes. It supervises and regulates core business services such as invoicing, scheduling, and collaboration etc. The software is a product of Projector PSA Inc headquartered in Massachusetts, United ...


30. Accelo PSA

  • Best for: Small, medium and large size businesses
  • Price: starts at $24 per user/month
  • Oct 12, 2022
Compare Accelo PSA Vs. Elite 3E

Accelo is a cloud-based professional services automation software that is designed to help users optimally manage all their client-related processes. The software intuitive nature makes it capable of sending template emails as well as scheduling of meetings.


31. Rydoo Expense

  • Best for: Medium and large size businesses
  • Price: starts at $7 per user/month
  • Feb 07, 2022
Compare Rydoo Expense Vs. Elite 3E

Rydoo Expense is a cloud-based professional services automation software. The software is built to help organizations and companies manage their expenses optimally. The tool lets users use their mobile app or webcam to scan and subsequently digitize receipts.


32. AppWright JobCenter

  • Best for: SMBs
  • Price:
  • Apr 10, 2022
Compare AppWright JobCenter Vs. Elite 3E

AppWright JobCenter is a process management solution that is used by many industries. This cloud-based solution includes features like workflow management, collaborative scheduling, an in-built form designer, and account management.


33. Beyond Software

  • Best for: SMBs
  • Price: starts at $30 per user/month
  • Oct 10, 2022
Compare Beyond Software Vs. Elite 3E

Beyond Software is a fast growing cloud-based Project Management software, it is designed to support small and medium size business. Beyond Software received a rating of 4.7 from ITQlick team. The software cost is considered affordable (1.2/5) when compared to alternative solutions.


34. Krow Enterprise PSA

  • Best for: SMBs
  • Price: starts at $49 per user/month
  • May 04, 2022
Compare Krow Enterprise PSA Vs. Elite 3E

Krow Enterprise PSA is a leading cloud-based Professional Services Automation software, it is designed to support small and medium size business. Krow Enterprise PSA received a rating of 5 from ITQlick team. The software cost is considered affordable (1.1/5) when compared to alternative solutions.


35. Financial Management Suite

  • Best for: Medium and large size businesses
  • Price: starts at $983 per license
  • Mar 05, 2022
Compare Financial Management Suite Vs. Elite 3E

Financial Management Suite is an enterprise resource planning and accounting solution for businesses of all sizes. It also offers such capabilities as project management, manufacturing, and others. The software was designed and launched by Acumatica Inc headquartered in Washington, Unite...


36. SAP for Professional Services

  • Best for: Large business
  • Price:
  • May 14, 2022
Compare SAP for Professional Services Vs. Elite 3E

SAP for Professional Services is a growing cloud-based Professional Services Automation software, it is designed to support large size business. SAP for Professional Services received a rating of 2.5 from ITQlick team. The software cost is considered a bit pricey (4.8/5) vs their competitors.


37. Coaches Console

  • Best for: Small, medium and large size businesses
  • Price: starts at $147 per month
  • Feb 09, 2022
Compare Coaches Console Vs. Elite 3E

Coaches Console is a cloud-based coaching solution designed for coaches in the start-up phase of building their business from 0 to 5 years. The core features include contact management, billing and communication and more.


38. Deltek TrafficLIVE

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 15, 2022
Compare Deltek TrafficLIVE Vs. Elite 3E

Deltek TrafficLIVE is a web based project management solution for businesses of all sizes. It offers such services as resource management, task management, budgeting and forecasting, and others. The software was designed and launched by Deltek Inc headquartered in Virginia, United States.


39. Changepoint

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $300 per year
  • Feb 18, 2022
Compare Changepoint Vs. Elite 3E

Changepoint is a web-based work management solutions that offer portfolio & project management, professional services automation, and enterprise portfolio management solutions. Some of its key features include workflow management, performance management and client collaboration among others.


40. Serena Business Manager

  • Best for: Small, medium and large size businesses
  • Price:
  • Oct 24, 2022
Compare Serena Business Manager Vs. Elite 3E

Micro Focus is a fast growing cloud-based Professional Services Automation software, it is designed to support small, medium and large size business. Micro Focus received a rating of 3.5 from ITQlick team. The software cost is considered average (2.8/5) when compared to other solutions in their cat...


41. Ajenda

  • Best for: Small, medium and large size businesses
  • Price: starts at $25 per feature/month
  • Mar 19, 2022
Compare Ajenda Vs. Elite 3E

Ajenda is a leading cloud-based Professional Services Automation software, it is designed to support small, medium and large size business. Ajenda received a rating of 4.4 from ITQlick team. The software cost is considered affordable (2.2/5) when compared to alternative solutions.


42. eSilentPARTNER

  • Best for: SMBs
  • Price:
  • Mar 01, 2022
Compare eSilentPARTNER Vs. Elite 3E

eSilentPARTNER is a fast growing cloud-based Professional Services Automation software, it is designed to support small and medium size business. eSilentPARTNER received a rating of 3.7 from ITQlick team. The software cost is considered affordable (2/5) when compared to alternative solutions.


43. BookingBug

  • Best for: Medium and large size businesses
  • Price: starts at $20 per user/month
  • Oct 27, 2022
Compare BookingBug Vs. Elite 3E

JRNI is a fast growing cloud-based Professional Services Automation software, it is designed to support medium and large size business. JRNI received a rating of 3.5 from ITQlick team. The software cost is considered affordable (1.5/5) when compared to alternative solutions.


44. Square Appointments App

  • Best for: Small, medium and large size businesses
  • Price: starts at $29 per location/month
  • Mar 05, 2022
Compare Square Appointments App Vs. Elite 3E

Square Appointments App is a fast growing cloud-based Professional Services Automation software, it is designed to support small, medium and large size business. Square Appointments App received a rating of 5 from ITQlick team. The software cost is considered average (2.8/5) when compared to other ...


45. Chronus

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 09, 2022
Compare Chronus Vs. Elite 3E

Chronus is an award-winning cloud-based Human Resources software, it is designed to support small, medium and large size business. Chronus received a rating of 4.8 from ITQlick team. The software cost is considered average (3/5) when compared to other solutions in their category.


46. HarmonyPSA

  • Best for: Small businesses and start ups
  • Price: starts at $65 per user/month
  • Oct 29, 2022
Compare HarmonyPSA Vs. Elite 3E

HarmonyPSA is a end to end business automation software for technology businesses. Accessible from the cloud on any device. HarmonyPSA supports the entire business lifecycle, from lead generation to contract renewal. It is designed and built specifically for technology and services businesses, aut...


47. PSA Software

  • Best for: SMBs
  • Price: starts at $15 per user/month
  • Mar 24, 2022
Compare PSA Software Vs. Elite 3E

PROMYS PSA Software is a professional services management solution for businesses of all sizes. Its capabilities include quotation management, order processing, project management, and others. The software was designed and launched by PROMYS Inc headquartered in Ontario, Canada.


48. Knowify for Professional Services

  • Best for: Small businesses and start ups
  • Price: starts at $68 per month
  • Mar 26, 2022
Compare Knowify for Professional Services Vs. Elite 3E

Knowify is a cloud-based professional services automation software specifically designed for use in the construction sector. The software helps contractors and subcontractors to optimally manage administrative tasks like the estimation of job, management of contract and change of orders.


49. MentorcliQ

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 06, 2022
Compare MentorcliQ Vs. Elite 3E

MentorCliQ is a cloud-based human resources software that is built to assist organizations launch and manage resourceful mentoring programs with the aim of boosting employees morale within the workspace.


50. MassageBook

  • Best for: Small, medium and large size businesses
  • Price: starts at $7.50 per month
  • Apr 08, 2022
Compare MassageBook Vs. Elite 3E

MassageBook is a growing cloud-based Professional Services Automation software, it is designed to support small, medium and large size business. MassageBook received a rating of 3.6 from ITQlick team. The software cost is considered average (2.6/5) when compared to other solutions in their category...


51. Primavera P6

  • Best for: SMBs
  • Price: starts at $2,800 per license
  • Apr 08, 2022
Compare Primavera P6 Vs. Elite 3E

Primavera P6 is a software management solution for businesses of all sizes. It offers such capabilities as issue tracking, resource management, budgeting and forecasting, and others. The software was designed and launched by Oracle Corporation headquartered in California, United States.


52. Productive

  • Best for: Small businesses and start ups
  • Price: starts at $12.50 per user/month
  • Apr 14, 2022
Compare Productive Vs. Elite 3E

Productive is a cloud-based professional services automation software that is built to help marketing agencies and business organizations to efficiently boost their profits. Productive helps these agencies streamline all of their processes while also providing accurate and detailed reports on the pr...


53. Conrep

  • Best for: Small, medium and large size businesses
  • Price: starts at $40 per user/month
  • Apr 20, 2022
Compare Conrep Vs. Elite 3E

Conrep is a web based HR management and applicant tracking solution for businesses of all sizes. It offers such services as candidate management, resume search, interview management, and others. The software was designed and launched by Conrep Inc headquartered in Delaware, United States.


54. SimplyBook-me

  • Best for: Small businesses and start ups
  • Price: starts at $8.25 per month
  • Apr 21, 2022
Compare SimplyBook-me Vs. Elite 3E

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



A Buyer's Guide to Business Software Solutions

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

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2022 best Professional Services Automation Software | ITQlick.com

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Author - Shlomi Lavi

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