Top 54 Project Workflow Software (Jan 2023)

2023's Best 55 Project Workflow Systems

Shlomi LaviShlomi Lavi / Jan 25, 2023

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1. Dropbox

  • Best for: Small, medium and large size businesses
  • Price: starts at $9.99 per month
  • Mar 07, 2022
Compare Dropbox Vs. Dropbox

Dropbox is an online service that allows users to backup files online. The program will have a folder created on the device that it has been installed on and you will use the drag and drop option to save files. You will be able to sync data on all the devices that you intend to use the service. As l...


2. monday.com

  • Best for: Small, medium and large size businesses
  • Price: starts at $10 per seat/month
  • Jan 25, 2023
Compare monday.com Vs. Dropbox

monday.com is both a cloud-based as well as an on-premise software solution that was developed mainly to assist in project and team management. The software fosters team collaboration as it connects and allows team members to work together on any project.


3. Bullhorn Staffing and Recruiting Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $99 per user/month
  • Mar 08, 2022
Compare Bullhorn Staffing and Recruiting Software Vs. Dropbox

Bullhorn Staffing and Recruiting Software is a cloud-based Application Tracking software that enables its users to manage candidate relationships, insights, productivity for recruitment, and staff reports.


4. Fountain

  • Best for: Small, medium and large size businesses
  • Price: starts at $49 per month
  • Mar 08, 2022
Compare Fountain Vs. Dropbox

Fountain software is a cloud based human resource management system that is designed for businesses across different industry frontiers. The primary features of Fountain software include custom workflows and practices that enable businesses to program and manage hiring tasks of hourly workers.


5. Workable

  • Best for: Small, medium and large size businesses
  • Price: starts at $129 per job/month
  • Mar 08, 2022
Compare Workable Vs. Dropbox

Workable is a recruitment management system. The software includes support for career pages, job posting, scheduling, recruiting and analytics. Workable was founded with the goal to provide a tool that help recruitment managers easily advertise jobs while also giving them the ability to make bett...


6. ClickUp

  • Best for: Small, medium and large size businesses
  • Price: starts at $5 per user/month
  • Dec 22, 2022
Compare ClickUp Vs. Dropbox

ClickUp is a project management software that provides an all-in-one toolset to help companies manage tasks, chat, docs, goals, etc., in one place.


7. Crelate Talent

  • Best for: Small, medium and large size businesses
  • Price: starts at $69 per user/month
  • Mar 09, 2022
Compare Crelate Talent Vs. Dropbox

Crelate Talent is an applicant tracking software solution for small and medium businesses. It also offers talent relationship management, interview and workflow management, screening and sourcing, and other services. The software was designed and launched by Crelate Inc headquartered in ...


8. Greenhouse

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 07, 2022
Compare Greenhouse Vs. Dropbox

Greenhouse is a recruitment optimization and applicant tracking solution for small and medium businesses. Its capabilities include candidate management, interview management, social media integration, and others. The software was designed and launched by Greenhouse Software Inc headquart...


9. JobDiva

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 11, 2022
Compare JobDiva Vs. Dropbox

JobDiva is a staffing and recruiting software that can help users to streamline employment process. Starting from synchronizing Outlook with calendars or emails to managing employees schedules, this software can help users to do everything in one place. The software is designed to work perfectly on ...


10. BerniePortal

  • Best for: SMBs
  • Price: starts at $11 per employee/month
  • Mar 12, 2022
Compare BerniePortal Vs. Dropbox

BerniePortal is an all-in-one HR software solution for small and mid-sized employers. With BerniePortal, administrators can save time, simplify HR and improve compliance for the full employee lifecycle. From hiring to COBRA, BerniePortal helps employers spend less time on HR administration and more ...


Pricing Guide - Project Workflow 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. Avature ATS

  • Best for: Large business
  • Price: Has a free version
  • Mar 12, 2022
Compare Avature ATS Vs. Dropbox

Avature ATS enables global organizations to go beyond the constraints of legacy ATS by combining modern web technology with powerful customization and advanced analytics to make strategic HR possible.


12. COMPAS for Staffing

  • Best for: Medium and large size businesses
  • Price: starts at $39.99 per user/month
  • Mar 14, 2022
Compare COMPAS for Staffing Vs. Dropbox

Avionte Staffing (formerly COMPAS for Staffing) is a cloud-hosted, Software-as-a-Service enterprise staffing & recruiting solution designed for IT teams and professional recruiting firms. The two platforms, (COMPAS for staffing and Avionte) merged to form one robust solution now under the name of Av...


13. Lever

  • Best for: SMBs
  • Price: starts at $3,000 per year
  • Mar 19, 2022
Compare Lever Vs. Dropbox

Lever is a web based applicant tracking solution for businesses of all sizes. It offers such capabilities as candidate management, self-service portal, social media integration, and others. The software was designed and launched by Lever headquartered in California, United States.


14. PCRecruiter

  • Best for: Small, medium and large size businesses
  • Price: starts at $85 per user/month
  • Apr 18, 2022
Compare PCRecruiter Vs. Dropbox

PCRecruiter is a web-based software developed to assist Human Resources departments in their staffing, recruiting and tracking operations. The software is made of a complete set of ATS tools including an integrated email management, a robust search engine and a job board posting application, all man...


15. WeTransfer

  • Best for: SMBs
  • Price: starts at $12 per person/month
  • Mar 21, 2022
Compare WeTransfer Vs. Dropbox

WeTransfer is an award-winning cloud-based File Sharing software, it is designed to support small and medium size business. WeTransfer received a rating of 4.8 from ITQlick team. The software cost is considered affordable (1/5) when compared to alternative solutions.


16. Odoo

  • Best for: SMBs
  • Price: starts at $6 per user/month
  • Dec 28, 2022
Compare Odoo Vs. Dropbox

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. Breezy HR

  • Best for: Small, medium and large size businesses
  • Price: starts at $143 per month
  • Apr 27, 2022
Compare Breezy HR Vs. Dropbox

Breezy HR is a cloud-based human resources management solution designed to enable users to attract and hire top talent and employees. The core features include candidate management, reporting & analytics and team collaboration and more.


18. ApplicantPRO

  • Best for: SMBs
  • Price: starts at $895 per year
  • Mar 23, 2022
Compare ApplicantPRO Vs. Dropbox

ApplicantPRO is a web based application tracking solution for small and medium businesses. In addition to that, it also offers various screening, workflow, and reporting services. The software was designed and launched by ApplicantPRO, Inc., headquartered in Utah, United States.


19. CATS Applicant Tracking System

  • Best for: Small businesses and start ups
  • Price: starts at $69 per user/month
  • Mar 22, 2022
Compare CATS Applicant Tracking System Vs. Dropbox

CATS is a web based applicant tracking solution for businesses of all sizes. Its capabilities include sourcing and screening, interview and workflow management, custom reporting, and others. The software was designed and launched by CATS Software Inc headquartered in Minnesota, United States.


20. Mindscope Staffing and Recruitment

  • Best for: SMBs
  • Price: starts at $59 per user/month
  • May 06, 2022
Compare Mindscope Staffing and Recruitment Vs. Dropbox

Mindscope is a recruitment software that helps businesses recruit the best hands as employees while cutting down on costs of the recruitment process costs.


21. ProWorkflow

  • Best for: Small, medium and large size businesses
  • Price: starts at $20 per user/month
  • May 13, 2022
Compare ProWorkflow Vs. Dropbox

ProWorkflow is a web based project management software originally created in 2002 by a team who wanted to develop a solution that would facilitate its internal workflow and communication needs. It didn't take long until other companies developed an interest in the solution, and by 2003, ProWorkflow ...


22. BrightMove

  • Best for: Medium business
  • Price: starts at $125 per 5 users/month
  • May 20, 2022
Compare BrightMove Vs. Dropbox

BrightMove is a staffing software created to help those involved in staffing, executive search, and third party recruitment activities. With its highly effective recruitment functions, BrightMove is a useful software investment for HR departments, staffing firms and professionals, as well as for rec...


23. QT9 Quality Management

  • Best for: Small, medium and large size businesses
  • Price: starts at $1,500 per license
  • Mar 29, 2022
Compare QT9 Quality Management Vs. Dropbox

QT9 Quality Management is a cloud-based Manufacturing software that makes it possible for users to automate routines within a team, improve quality by centralizing requirements for compliance, and delegating approvers of tasks according to a laid down procedure.


24. Aprimo Integrated Marketing Management

  • Best for: Start up, Small business, Medium business
  • Price:
  • May 31, 2022
Compare Aprimo Integrated Marketing Management Vs. Dropbox

Teradata Integrated Marketing Management is a marketing automation and management solution for businesses of all sizes. Its capabilities include marketing resource management, omni-channel marketing, digital marketing, and others. The software is a product of Teradata headquartered in Indiana, Unite...


25. Widen Media Collective

  • Best for: Medium business
  • Price: starts at $29,990 per year
  • Jul 01, 2022
Compare Widen Media Collective Vs. Dropbox

Widen Media Collective software is a cloud-hosted digital asset management platform intended to support the content lifecycle right from creation to distribution. The software offers a central library that helps to manage documents, audio and video files, as well as images in one place.


26. Jobvite

  • Best for: Small, medium and large size businesses
  • Price: starts at $500 per month
  • Jun 30, 2022
Compare Jobvite Vs. Dropbox

Jobvite is a social recruiting software solution helps clients manage the whole process of talent acquisition, including reporting, applicant tracking, and sourcing. Jobvite is also the only recruiting software that was made to work with social networking. The software was created to integrate socia...


27. PowerDMS

  • Best for: Small, medium and large size businesses
  • Price: starts at $4,000 per year
  • Sep 07, 2022
Compare PowerDMS Vs. Dropbox

PowerDMS is a growing cloud-based Project Management software, it is designed to support small, medium and large size business. PowerDMS 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.


28. BigTime

  • Best for: Small, medium and large size businesses
  • Price: starts at $10 per month
  • Aug 25, 2022
Compare BigTime Vs. Dropbox

BigTime Professional is a cloud-based timing and billing software that is designed to help professional institutions like accounting, engineering, and others to automate their services. The solution offers most of the services that are required in most of the professional offices such as billing...


29. Concordance

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 12, 2022
Compare Concordance Vs. Dropbox

Concordance is an on-premise document management and an electronic discovery solution that assists in the management of projects, collaborations, and sharing information around the world. With the software, a user can identify, organize, as well as analyze case-critical information.


30. HiringThing

  • Best for: SMBs
  • Price: starts at $90 per month
  • Aug 25, 2022
Compare HiringThing Vs. Dropbox

HiringThing is a web-based applicant tracking software that can help users to transform the way they are hiring for their company by posting jobs online, managing applicants and hiring the right employee for the right job in an efficient way. Users can post jobs on Facebook, LinkedIn, Twitter and ot...


31. Contract Insight Contract Management Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $59.99 per user/month
  • Oct 06, 2022
Compare Contract Insight Contract Management Software Vs. Dropbox

CobbleStone Contract Insight is a contract management software designed for companies to secure and manage contracts and agreements, track their finances, run advanced reports, and increase collaboration and visibility.


32. Comeet

  • Best for: SMBs
  • Price: Has a free version
  • Apr 28, 2022
Compare Comeet Vs. Dropbox

Comeet is a web based hiring and interview management solution for businesses of all sizes. It offers such services as sourcing and screening, automated workflows, scheduling, and others. The software was designed and launched by Commet headquartered in California, United States.


33. Libris

  • Best for: Small businesses and start ups
  • Price: starts at $3,999 per year
  • May 16, 2022
Compare Libris Vs. Dropbox

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.


34. Backlog

  • Best for: Small businesses and start ups
  • Price: starts at $35 per month
  • May 16, 2022
Compare Backlog Vs. Dropbox

Backlog is a cloud based online project management and issue tracking solution that is designed for developers who are working as a team.


35. Prescreen

  • Best for: Small, medium and large size businesses
  • Price: starts at $116 per month
  • Aug 26, 2022
Compare Prescreen Vs. Dropbox

Prescreen is a cloud-based Applicant Tracking software that helps managers define their hiring process and design the job advert.


36. Asset Bank

  • Best for: Medium and large size businesses
  • Price: starts at $599 per month
  • May 19, 2022
Compare Asset Bank Vs. Dropbox

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.


37. CareerPlug

  • Best for: SMBs
  • Price:
  • May 19, 2022
Compare CareerPlug Vs. Dropbox

CareerPlug software is a cloud-based onboarding and human resource solution. It offers a number of features that include compelling job postings that allow users to add photos, videos, testimonials and core values.


38. MantisBT

  • Best for: Small, medium and large size businesses
  • Price: starts at $4.95 per month
  • May 21, 2022
Compare MantisBT Vs. Dropbox

MantisBT is a web-based Issue Management software that enables Team managers to collaborate between members and clients and manage access control based on project roles.


39. YouTrack

  • Best for: Small, medium and large size businesses
  • Price: starts at $3.67 per user/month
  • May 21, 2022
Compare YouTrack Vs. Dropbox

YouTrack is a web based project management solution for businesses of all sizes. It offers such capabilities as email integration, bug tracking, project planning, and others. The software was designed and launched by JetBrains headquartered in Czech Republic.


40. Recruiterflow

  • Best for: Small businesses and start ups
  • Price: starts at $75 per user/month
  • May 24, 2022
Compare Recruiterflow Vs. Dropbox

RecruiterFlow is a recruitment software developed as a modern application tracking platform for recruiting and staffing agencies.


41. Mitratech Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $1 per license
  • May 23, 2022
Compare Mitratech Software Vs. Dropbox

Mitratech is a legal and compliance software built to empower business performance. The software mitigates risks, accelerates organizations, solve legal problems, and protects valuable assets.


42. ProductBoard

  • Best for: Small, medium and large size businesses
  • Price: starts at $20 per maker/month
  • May 24, 2022
Compare ProductBoard Vs. Dropbox

Productboard is a product management software that helps product managers understand their customers and build products that suit their needs.


43. Brandifyer

  • Best for: Medium and large size businesses
  • Price: Has a free version
  • Dec 14, 2022
Compare Brandifyer Vs. Dropbox

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.


44. TargetRecruit

  • Best for: Medium and large size businesses
  • Price: starts at $124 per feature/month
  • May 29, 2022
Compare TargetRecruit Vs. Dropbox

TargetRecruit is a cloud-based applicant tracking software solution for staffing as well as recruiting firms which is built on Salesforce. The software is fully customizable to meet the business needs as well as be adaptable to the dynamics of the ever-changing business sphere.


45. MindMeld

  • Best for: Small, medium and large size businesses
  • Price:
  • May 28, 2022
Compare MindMeld Vs. Dropbox

MindMeld is a conversational artificial intelligence that helps businesses create application structure for common use cases. The software enables businesses to create intuitive and versatile conversation interfaces by providing a comprehensive repository that allows them to answer certain questions...


46. SignalHire

  • Best for: SMBs
  • Price: starts at $39 per month
  • Jun 23, 2022
Compare SignalHire Vs. Dropbox

SignalHire is a fast growing cloud-based Applicant Tracking software, it is designed to support small and medium size business. SignalHire received a rating of 2.5 from ITQlick team. The software cost is considered affordable (2/5) when compared to alternative solutions.


47. IBM Kenexa

  • Best for: Large business
  • Price: starts at $5,000 per license
  • Jun 20, 2022
Compare IBM Kenexa Vs. Dropbox

IBM Kanexa is a human resource management application. It has been designed by the IBM Corporation. It is designed to assist the companies in the complete handling of their workforce at every step. It is a cloud based solution.


48. MerlinOne DAM

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 22, 2022
Compare MerlinOne DAM Vs. Dropbox

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. Barberstock

  • Best for: Small, medium and large size businesses
  • Price: starts at $399 per license
  • Dec 17, 2022
Compare Barberstock Vs. Dropbox

Barberstock (now Simpleview DAM) is a cloud-based Document Management Software that enables agents to organize their digital assets (images, video, and documents) in one shared library.


50. VEPRO PACS EMR

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 18, 2022
Compare VEPRO PACS EMR Vs. Dropbox

VEPRO PACS EMR is a cloud-based as well as an on-premise electronic health record solution that is designed for use in all types of hospitals and clinics. The solution works as a global document management and image management solution for all types of practices in various disciplines.


51. Talentera Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $157.50 per post
  • Jun 21, 2022
Compare Talentera Software Vs. Dropbox

Talentera is a cloud-based applicant tracking software that helps employers gather talent data using Job advertisement and CV search tools.


52. JobScore

  • Best for: Small, medium and large size businesses
  • Price: starts at $99 per month
  • Jun 24, 2022
Compare JobScore Vs. Dropbox

JobScan is a workforce and productivity management solution for businesses of all sizes. Its capabilities include job management, employee management, stock control, and others. The software was developed and launched by Bariant Systems Ltd headquartered in London, United Kingdom.


53. MightyRecruiter

  • Best for: SMBs
  • Price: starts at $189 per month
  • Jul 01, 2022
Compare MightyRecruiter Vs. Dropbox

Mightyrecruiter is human resource management solution. It enables companies to recruit new talent for the vacant solution. The cloud based nature means that the software requires no physical installation on the client’s part and can be accessed remotely through the use of a web browser login. It is ...


54. SilkRoad Recruiting

  • Best for: SMBs
  • Price:
  • Jun 26, 2022
Compare SilkRoad Recruiting Vs. Dropbox

SilkRoad Recruiting is a cloud-based applicant tracking system designed to allow HRs source and recruiting firms attract, engage, screen, and hire new workers.



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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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.