Top 54 Project Reporting Software (Jan 2023)

2023's Best 55 Project Reporting Systems

Shlomi LaviShlomi Lavi / Jan 03, 2023

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1. eSUB

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 08, 2022
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With eSUB you can create, manage, store and access all your construction documents and project management activities from one central location with no need to manually sync data; whether you’re at the office, in the field, on the road or working from home, you manage your remote, paperless projects ...


2. BIM 360

  • Best for: Small, medium and large size businesses
  • Price: starts at $35 per user/month
  • Mar 09, 2022
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BIM 360 is a cloud-based Construction software that enables its users to manage Submittals & RFIs and distribute and publish construction documents.


3. Revel iPad POS

  • Best for: Small, medium and large size businesses
  • Price: starts at $99 per terminal/month
  • Mar 09, 2022
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Revel iPad POS software is a point-of-sale solution that is designed to transform businesses. The solution has a number of features that include a gift card tool that increases sales, earn new ones by offering gift cards and retain old customers.


4. JobNimbus

  • Best for: SMBs
  • Price: starts at $99 per month
  • Dec 18, 2022
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JobNimbus CRM is a cloud-based CRM that also incorporates project management, thus simplifying daily organizational tasks and management issues. This solution is a product of JobNimbus which is committed to delivering the best user experience to all clients.


5. KanbanFlow

  • Best for: Small, medium and large size businesses
  • Price: starts at $5 per user/month
  • Mar 10, 2022
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KanbanFlow is a cloud-based project management solution that enables the user to collaborate in real-time with co-workers. Using Kanban boards, it offers an overview of the prevailing work situation and helps improve communication.


6. IBM Cognos Business Intelligence

  • Best for: Medium and large size businesses
  • Price: starts at $10 per user/month
  • Mar 12, 2022
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IBM Cognos Business Intelligence is a growing cloud-based BI software, it is designed to support medium and large size business. IBM Cognos Business Intelligence received a rating of 4.1 from ITQlick team. The software cost is considered average (3.8/5) when compared to other solutions in their c...


7. Vonigo

  • Best for: SMBs
  • Price: starts at $98 per user/month
  • Mar 14, 2022
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Vonigo is a web based field service management solution for businesses of all sizes. It offers such capabilities as scheduling and routing, work order management, billing and invoicing, and others. The software was designed and launched by Vonigo Software Ltd headquartered in British Columbia, Canad...


8. GitHub

  • Best for: Small, medium and large size businesses
  • Price: starts at $4 per user/month
  • Mar 14, 2022
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GitHub is a web based application development solution and repository for businesses of all sizes. Its capabilities include integrated issue tracking, milestones and labels, collaboration, and others. The software was designed and launched by GitHub Inc headquartered in California, United States.


9. FINSYNC

  • Best for: Small businesses and start ups
  • Price: starts at $40 per month
  • Apr 12, 2022
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FINSYNC is a cloud-based financial management software that helps businesses to manage cash flow and solve other financial problems. This software provides businesses with a solution to payments, invoicing, accounting, financing etc.


10. TSheets Time Tracking & Scheduling

  • Best for: Small businesses and start ups
  • Price: starts at $10 per month
  • Apr 17, 2022
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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...


Pricing Guide - Project Reporting 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. EZOfficeInventory

  • Best for: SMBs
  • Price: starts at $35 per month
  • Jul 28, 2022
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EZOfficeInventory is a web based asset tracking and inventory management solution for businesses of all sizes. Its capabilities include barcode scanning, asset maintenance, auditing, and others. The software was designed and launched by EZ Web Enterprises Inc headquartered in Nevada, United States. ...


12. ClockShark

  • Best for: SMBs
  • Price: starts at $3 per user/month
  • Mar 20, 2022
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ClockShark is a cloud based mobile time tracking and scheduling application that is designed to cater to companies in the construction and field service industries. It helps the employers to track, schedule employees, find their location using GPS and also categorize job costs in a centralized point...


13. Resnexus Classic & AutoPilot Editions

  • Best for: Small businesses and start ups
  • Price: starts at $1,499 per user/month
  • Mar 21, 2022
Compare Resnexus Classic & AutoPilot Editions Vs. eSUB

Resnexus Classic & AutoPilot Edition is a cloud-based Property Management software that allows managers to view reservations in an at-a-glance manner over a period.


14. ArchiOffice

  • Best for: Small, medium and large size businesses
  • Price: starts at $7.95 per month
  • Apr 24, 2022
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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.


15. PlantDemand

  • Best for: Small, medium and large size businesses
  • Price: starts at $450 per plant/month
  • Mar 21, 2022
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PlantDemand is a construction management software built specifically for asphalt, concrete and aggregate plants. Its features such as visual order calendar, customer order portal, inventory forecast, and automated/on-demand reporting help small to large plants reduce costs and work efficiently.


16. Odoo

  • Best for: SMBs
  • Price: starts at $6 per user/month
  • Dec 28, 2022
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Odoo is a customizable fully integrated, and open-source project management software with a plethora of business applications such as manufacturing, project management, CRM, accounting, inventory and some other business requirements integrated into one solution.


17. Square Payroll

  • Best for: SMBs
  • Price: starts at $35 per month
  • Mar 22, 2022
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Square Payroll is cloud based software that handles payroll issues and is designed for employers in small and mid sized businesses. The core features include direct deposits, integrated timecards, payment processing, and automated tax filings. It offers payroll compliance and free online accounts fo...


18. Wrike

  • Best for: Small, medium and large size businesses
  • Price: starts at $9.80 per user/month
  • Jan 03, 2023
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Wrike is a cloud-based as well as an on-premise enterprise resource planning solution that is developed to be used by individuals as well as by businesses that are either talent tracking companies or human resource companies.


19. SendinBlue

  • Best for: Small, medium and large size businesses
  • Price: starts at $25 per month
  • Mar 26, 2022
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Sendinblue is a cloud-based marketing software that is designed to provide companies and individuals with various marketing tools like email campaigns, automated notifications, and marketing campaigns on a singular platform.


20. Viewpath

  • Best for: Small, medium and large size businesses
  • Price: starts at $15 per user/month
  • Jan 20, 2022
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Viewpath is a growing cloud-based Project Management software, it is designed to support small, medium and large size business. Viewpath received a rating of 3.9 from ITQlick team. The software cost is considered affordable (1.3/5) when compared to alternative solutions.


21. Unleashed

  • Best for: SMBs
  • Price: starts at $299 per month
  • Jun 24, 2022
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Unleashed Software is a cloud-based supply chain management software. This software enables its users to track their stock across various locations with real-time data. Its powerful inventory management module allows users to adequately monitor and manage all of their inventories across the various ...


22. Deltek Vision

  • Best for: Small, medium and large size businesses
  • Price: starts at $30 per employee/month
  • Jun 08, 2022
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Deltek Vision is an ERP solution designed for AE (Architecture and Engineering) firms. It provides integrated project management and accounting in a single application. Through this software, firm-wide visibility of projects is achieved, benefiting from the accuracy and taking control of it. Users c...


23. Insightly

  • Best for: Small, medium and large size businesses
  • Price: starts at $29 per user/month
  • Dec 30, 2022
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Insightly is a cloud-based customer relationship management and project management solution designed for small and medium-size businesses. The solution core features include lead management, project management, and contact management solution and more.


24. Mavenlink

  • Best for: Small, medium and large size businesses
  • Price: starts at $19 per user/month
  • Dec 26, 2022
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Kantata is a cloud-based project management solution designed for professional services and businesses that need collaboration and project management suite such as architecture, IT services and engineering and more.


25. Streamtime

  • Best for: SMBs
  • Price: starts at $40 per user/month
  • Jun 17, 2022
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StreamTime is a project management app designed to help businesses manage teams, projects, and their business from a single solution, thereby improving productivity and saving cost.


26. Thryv

  • Best for: Small businesses and start ups
  • Price: starts at $59 per month
  • Jun 24, 2022
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Thryv is a cloud-based customer relationship management software that is designed to help organizations and companies run marketing campaigns and also manage interactions with their customers.


27. FACS Project Controller

  • Best for: Start up, Small business, Medium business, Large business
  • Price:
  • Aug 25, 2022
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FACS (Field Automated Communication Systems) Project Controller is a cloud-based construction management software that is designed to eliminate the communication breakdown and delayed information as well as redundant work endured within the construction projects.


28. Fits America Platform

  • Best for: Small, medium and large size businesses
  • Price: starts at $1,500 per license
  • Sep 16, 2022
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Promote continued patient engagement with two-way messaging through our personalized patient portals. Automated, customized product solutions help build recurring revenue. Free, unlimited portals and a unique sign-up link for your patients. Our integrated telehealth offers a digital healthcare exper...


29. GradeBeam

  • Best for: SMBs
  • Price: starts at $375 per month
  • Sep 30, 2022
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GradeBeam is cloud-deployed online project information as well as a communication platform that is designed for professionals in the construction sector. The software helps in streamlining the communication process as well as information sharing with regards to construction projects.


30. Deskero

  • Best for: Small, medium and large size businesses
  • Price: starts at $9 per agent/month
  • May 14, 2022
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Deskero software is a cloud-based help desk management platform built for all scopes of businesses. The primary features of Deskero software include advance ticketing, social & chart, custom style, productivity & reporting, public portal, total integration, and perfect security.


31. Sergeant Schedule

  • Best for: Small, medium and large size businesses
  • Price: starts at $100 per user/month
  • Apr 30, 2022
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Sergeant Schedule is a cloud-based construction software for project managers and schedulers to track time, plan projects, merge estimates, and manage staff members.


32. Libris

  • Best for: Small businesses and start ups
  • Price: starts at $3,999 per year
  • May 16, 2022
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Libris is a leading cloud-based Document Management software, it is designed to support small and medium size business. Libris received a rating of 4.5 from ITQlick team. The software cost is considered affordable (2/5) when compared to alternative solutions.


33. Paychex Flex

  • Best for: SMBs
  • Price: starts at $39 per month
  • Apr 28, 2022
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Paychex Flex software is a comprehensive web-based, payroll and HR management solution tailored to cover the needs of small and medium-level organizations in any industry. The software offers the users access to various modules such as applicant tracking, recruiting, onboarding, time and attendance,...


34. Project Drive

  • Best for: SMBs
  • Price: starts at $40 per user/month
  • Apr 25, 2022
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Project Drive is a construction project management solution for businesses of all sizes. Core modules of the software include project management, resource management, task management, and service management. The software was designed and launched by TGMT-Systems Inc headquartered in Queb...


35. HandiFox Inventory

  • Best for: Small businesses and start ups
  • Price: starts at $39 per month
  • May 14, 2022
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Handifox Inventory software is a cloud-based and on-premise mobile inventory control system built for small-midsize businesses that are inventory-based. The solution is also available on Android devices and supports Windows 7, Windows XP, Windows 8, Windows 2000, Windows Vista, and Windows 10 operat...


36. Logimax

  • Best for: Small, medium and large size businesses
  • Price:
  • Nov 04, 2022
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Logimax is a warehouse management system that leverages the strength of the IBMi platform. The solution is browser-based and can be installed on premise or in the cloud. It can also integrate with the company’s existing systems like ERP, EDI, TMS and more. Logimax offers a warehouse management f...


37. SAP for Project Management

  • Best for: Small, medium and large size businesses
  • Price: starts at $41 per user/month
  • Apr 27, 2022
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SAP is a cloud-based as well as an on-premise leader in project management tasks suitable for businesses of all sizes from small-scale businesses, medium-sized business, and large-scale businesses.


38. Dovico Project Planning

  • Best for: SMBs
  • Price: starts at $8 per user/month
  • Apr 27, 2022
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DOVICO Timesheet and Project Planning software is a timesheet project tracking and time management system that can help users to monitor projects, tasks, time sheets and expenses. The software is very easy to use and can be installed quickly. The project planning part can be added as a module with t...


39. Workboard

  • Best for: Large business
  • Price: starts at $9 per user/month
  • May 19, 2022
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Workboard is a web based performance appraisal solution for businesses of all sizes. It offers such capabilities as ad-hoc reviews, appraisal history tracking, alerts and reminders, and others. The software was developed and launched by Workboard Inc headquartered in California, United States.


40. Asset Bank

  • Best for: Medium and large size businesses
  • Price: starts at $599 per month
  • May 19, 2022
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Asset Bank is a digital asset management solution for businesses of all sizes. Its services include document management, asset monitoring and control, configuration, and others. The software was designed and launched by Asset Bank headquartered in United Kingdom.


41. Unanet Professional Services Automation

  • Best for: Small, medium and large size businesses
  • Price: starts at $100 per month
  • May 18, 2022
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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...


42. Roof Wizard

  • Best for: SMBs
  • Price: starts at $225 per month
  • May 21, 2022
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Roof Wizard is a construction estimating software designed for automated and easy estimation and roof modeling, creating 3D models, making accurate quotes for roof designs, and selecting the best roofing materials.


43. OPTICON

  • Best for: Medium and large size businesses
  • Price: starts at $1,599 per license
  • May 21, 2022
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OPTICON is cloud-based construction management solution designed to help the user manage the construction process across verticals, processes, departments and locations. Some of its core features include project scheduling, procurement and project monitoring & control.


44. PMWeb

  • Best for: Small, medium and large size businesses
  • Price:
  • May 25, 2022
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PMWeb is a web-based software solution that is used in project management. The software is built to work with Microsoft .NET technology. The software can be accessed through a web client as long as there is an internet access. This access can help with construction contractors to stay updated with t...


45. Replicon

  • Best for: Medium and large size businesses
  • Price: starts at $22 per user/month
  • Jun 12, 2022
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Replicon is a cloud based TimeCost solution designed to helps organizations manage and track multiple projects activities concurrently. The users can maintain the productivity of the resource and allocate specific people different tasks. The users can enter time and expense against their current pro...


46. Brandifyer

  • Best for: Medium and large size businesses
  • Price: Has a free version
  • Dec 14, 2022
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Brandifyer (now controlled by Lytho) is a brand management software designed to help businesses protect their brand guidelines and make sure that everyone sticks to its logo, image, and font format.


47. E2 Manufacturing System

  • Best for: SMBs
  • Price:
  • Jun 15, 2022
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E2 Manufacturing System is a cloud-based ERP software solution that enables users to create a transparent operation by including more information such as pictures into their price quotes and information.


48. MerlinOne DAM

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 22, 2022
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MerlinOne DAM is a cloud-based Document Management Software that assists managers in searching and sorting content files through a browser. It also allows them to modify metadata and objects in batches and handle content assignments for approval.


49. Sparkrock Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $5,170 per month
  • Jun 22, 2022
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Sparkrock is a cloud-based accounting software that interpolates the elements of finance management and HR management into a single solution designed to streamline accounting operations and increase productivity.


50. Dixa

  • Best for: Small, medium and large size businesses
  • Price: starts at $99 per feature/month
  • Jun 23, 2022
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Dixa is a telephony software designed to help businesses grow their brand with customer service. The software has many tools that can be accessed on one platform for more capacity and optimal efficiency.


51. [email protected]

  • Best for: SMBs
  • Price: starts at $20,000 per license
  • Jun 24, 2022
Compare [email protected] Vs. eSUB

[email protected] is an expense and time recording management solution for businesses of all sizes. It offers such services as invoicing and budgeting, absence monitoring, customized reporting, and others. The software was designed and launched by [email protected] Limited headquartered in London, Un...


52. TimeForce

  • Best for: Medium and large size businesses
  • Price: starts at $49 per license
  • Jun 23, 2022
Compare TimeForce Vs. eSUB

TimeForce is a time and attendance tracking software that automates payment processes and accurately calculates gross payroll. It is SaaS based software developed by Qqest to provide companies with solutions for better management of workforce. Qqest has recently partnered with Infinisource, a hum...


53. SAP ERP Core Finance

  • Best for: Large business
  • Price:
  • Jul 02, 2022
Compare SAP ERP Core Finance Vs. eSUB

SAP ERP Core Finance is a cloud-based accounting software that enables managers to oversee their organisations financial performance.


54. 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. eSUB

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.



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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Auditor - Shlomi Lavi

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