Top 54 Proposal management Software (May 2023)

2023's Best 55 Proposal management Systems

Shlomi LaviShlomi Lavi / May 12, 2023

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1. Nimble

  • Best for: Small, medium and large size businesses
  • Price: starts at $19 per user/month
  • Feb 19, 2023
Compare Nimble Vs. Nimble

Nimble CRM is a web based customer relationship management solution for small and medium businesses. Its capabilities include contact management, lead management, sales forecasting, and others. The software was designed and launched by Nimble Inc headquartered in California, United States.


2. PandaDoc

  • Best for: SMBs
  • Price: starts at $19 per user/month
  • Apr 02, 2022
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PandaDoc is a web based document management solution for small and medium businesses. It offers paperless management of documents, support for multiple formats, integration, analytics, and other capabilities. The software was designed and launched by Quote Roller Inc headquartered in Cal...


3. OnContact CRM 7

  • Best for: Small, medium and large size businesses
  • Price: starts at $60 per feature/month
  • Dec 13, 2022
Compare OnContact CRM 7 Vs. Nimble

OnContactCRM 7 is a customer relationship management software that can help companies to communicate with their clients clearly and precisely. The CRM solution can help your sales staff throughout all the sales processes starting from nurturing prospects to upselling old customers. The software can ...


4. Soffront CRM

  • Best for: SMBs
  • Price: starts at $38 per user/month
  • Apr 26, 2022
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Soffront CRM is a complete customer relationship management solution that can help users to manage their sales, marketing and service operations and franchise prospects. Users can maximize their sales, capture more leads, convert more leads and automate their support process using this CRM s...


5. SmartBid Bid Management Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $600 per year
  • May 15, 2022
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SmartBid software is a cloud-based construction bid solution designed for contractors. The solution offers a number of features that include project documents tool that helps users access centralized file storage and distribution.


6. NetSuite Services Resource Planning (SRP)

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

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. Qorus Breeze Proposals

  • Best for: Small, medium and large size businesses
  • Price:
  • Aug 26, 2022
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Qorus is a team collaboration app developed to help businesses build proposals and RFP responses faster. The app has an auto-respond module that utilizes natural language processes to examine questions, generate the top-rated answers, and build a draft with it.


8. Seismic

  • Best for: Medium and large size businesses
  • Price: starts at $20 per month
  • Jun 07, 2022
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Seismic is a cloud-based document management software that assists managers in including dynamic elements to existing content and assets using content creation and publishing tools.


9. Commence CRM

  • Best for: SMBs
  • Price: starts at $29 per user/month
  • Jun 17, 2022
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Commence CRM is a customer relationship management solution that can help users to streamline all their front office business processes and improve the customer service and sales process. The software is flexible and users can get access to their CRM data from anywhere using the mobile CRM feature. ...


10. Claritysoft

  • Best for: Small, medium and large size businesses
  • Price: starts at $39 per user/month
  • Jan 16, 2023
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Claritysoft is a powerful yet easy to use CRM tool that can help any business grow. It provides users with cost-effective solution in managing customer relationship thanks to its intuitive and versatile modules.


Pricing Guide - Proposal management Software:

Procurement Management Software Price Range

The starting price for a typical Procurement Software is in the range of $0 and $40 per month. The majority of vendors offer their products using the “per month/per user” price format. They may also bundle additional service charges for features such as integrations to third-party software, advanced report and portals for suppliers.

  • Small businesses can expect to pay $7-$1500 a month for a procurement software product. For example, Quartzy pricing starts at $39 per month, Deltek Costpoint costs around $7 a month for the first three months, and Khareed E-Procurement goes for $1500 a month. Some other vendors would offer annual licenses as well. One example is Market Dojo, which costs about $1550 per year for each user.
  • SMBs: The pricing for procurement software products for Medium-sized organisations is typically between $1 and $500 per month. For instance, CommonPage pricing starts at $9 a month, SnapAP cost around $500 and ALTO eProcure pricing goes for $1 a month. Gluh begins at around $100 a month as well.
  • Large Establishments can expect to pay upwards of $11 a month for Procurement software. For context, Oracle Procurement Cloud pricing starts at $575 per month, Tradogram at $15 a month and Bellwether goes for $18 a month for its Enterprise plan.
  • Free software: Some vendors offer free versions of their Procurement software. For example, Spendwise provides a free version, and a subscription plan of $9 a month if the user needs it. Chondrion offers a free plan for the first month. Applegate PRO is free as well, but with paid plans starting at 1 cent a month.
  • Procurement software products for Windows OS have a subscription price up to $350 a month. For instance, WebReq pricing goes for $20 a month and Avartantech for $350 per month. Other vendors charge a one-time fee, like Ourshared P2P, which starts at $6500 one-time licensing.
  • Web-based Procurement Solutions typically start at $19 a month. Precoro, for example, starts from $29 a month and also offers large plans of $19 per month. Also, ISNetworld charges $680 a year. Some other vendors charge one-time fees; for example, Panacea costs $7000 for a one-time licensing.
  • macOS users can expect to pay up to $775 for a procurement software product. For example, e-proCAT charges $499 one-time fee, FirstBIT pricing goes for $8 per month for the first three months, and Gatekeeper costs up to $775 monthly.

11. Quotewerks

  • Best for: SMBs
  • Price: starts at $15 per user/month
  • Jun 24, 2022
Compare Quotewerks Vs. Nimble

Quotewerks is a sales quoting and proposal solution for businesses of all sizes. It offers the management of quotes and prices along with analytical and integration capabilities. The software was designed and launched by Aspire Technologies Inc headquartered in Florida, United States.


12. SalesOutlook CRM

  • Best for: SMBs
  • Price: starts at $25 per user/month
  • Jun 24, 2022
Compare SalesOutlook CRM Vs. Nimble

SalesOutlook CRM is a Microsoft Outlook based customer relationship management system built upon the Microsoft Office System that can extend the features of MS Outlook without damaging the original functionality of Outlook. The CRM system can be installed as just a plug-in of MS Outlook and it takes...


13. Houzz Pro

  • Best for: Small, medium and large size businesses
  • Price: starts at $65 per month
  • May 12, 2023
Compare Houzz Pro Vs. Nimble

Houzz Pro is a software platform designed for home professionals, including architects, interior designers, and contractors, to help them manage their businesses more efficiently. The platform was developed by Houzz Inc., the technology company that operates an online platform and mobile app for hom...


14. NetSuite OpenAir

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

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 ...


15. Retain Resource Planning

  • Best for: Small, medium and large size businesses
  • Price: starts at $10 per user/month
  • Jul 19, 2022
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Retain Resource Planning is a cloud-based project management software that enables managers to handle duplicate bookings through wallchart styling and drag-and-drop functions.


16. Cincom CPQ Software

  • Best for: Medium and large size businesses
  • Price:
  • Jul 30, 2022
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Cincom CPQ is a configuration, pricing, and quoting software designed to help businesses quicken the quoting processes and manage product data for accuracy by updating product configurations.


17. Teamleader CRM

  • Best for: Small businesses and start ups
  • Price: starts at $50 per 2 users/month
  • Jul 30, 2022
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Teamleader CRM is a software designed to let users easily and quickly manage their contacts. This software allows linking of contacts to companies and lets users note their organizational structure. The software automatically fetches relevant data for faster results.


18. SuiteCRM

  • Best for: Small, medium and large size businesses
  • Price: starts at $1,500 per license
  • Aug 09, 2022
Compare SuiteCRM Vs. Nimble

SuiteCRM is a cloud-based and an on-premise open-source customer relationship management software solution. This software is enterprise-ready and can also be customized to fit a business of any size as well as requirements.


19. 1CRM

  • Best for: SMBs
  • Price: starts at $13 per user/month
  • Sep 19, 2022
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1CRM System 7 blends a best-of-breed Customer Relationship Management system with comprehensive order management, project, resource, service & HR management, a free Self-Service Portal with eStore, and optional QuickBooks integration. Affordable by businesses of any size, accessible in English, Fren...


20. ContractComplete

  • Best for: SMBs
  • Price: starts at $199 per user/month
  • Jan 27, 2023
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ContractComplete is a cloud-based construction software that is designed to help companies automate processes like bidding and cost estimation. This tool enables users to set up a price contract and also analyzes bids submitted to their company.


21. Workbook

  • Best for: Large business
  • Price: starts at $27 per feature/month
  • Oct 05, 2022
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Workbook is an enterprise resource planning solution for businesses of all sizes. Its capabilities include project management, resource management, customer relationship management, and others. The software was designed and launched by Workbook Software AS headquartered in Denmark.


22. Thunderbolt Pipeline

  • Best for: SMBs
  • Price:
  • Jan 28, 2023
Compare Thunderbolt Pipeline Vs. Nimble

Thunderbolt Pipeline is a trending cloud-based Construction software, it is designed to support small and medium size construction business. Thunderbolt Pipeline received a rating of 4.6 from ITQlick team. The software cost is considered average (3.5/5) when compared to other solutions in their cat...


23. Mothernode CRM

  • Best for: Small, medium and large size businesses
  • Price: starts at $49 per user/month
  • Feb 01, 2023
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Mothernode CRM is a customer management solution offered as SaaS for small and medium businesses. This comprehensive tool combines both CRM and ERP features that increase business efficiency. Mothernode CRM mainly focuses on sales and consumer management, and is designed to increase business efficie...


24. CRMnext

  • Best for: Small, medium and large size businesses
  • Price: starts at $15 per user/month
  • Feb 19, 2022
Compare CRMnext Vs. Nimble

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


25. Loopio

  • Best for: Medium and large size businesses
  • Price:
  • Feb 19, 2022
Compare Loopio Vs. Nimble

Loopio is a trending cloud-based Procurement software, it is designed to support medium and large size business. Loopio received a rating of 4.6 from ITQlick team. The software cost is considered a bit pricey (5/5) vs their competitors.


26. Sellsy

  • Best for: Small businesses and start ups
  • Price: starts at $28.24 per user/month
  • Feb 22, 2022
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Sellsy software is a cloud-hosted sales management solution that integrates CRM, accounting and invoicing software tools all in one solution. The software is designed in a way that allows it to solve the needs of small-market and mid-level businesses.


27. Highrise CRM

  • Best for: Small businesses and start ups
  • Price: starts at $24 per user/month
  • Feb 22, 2022
Compare Highrise CRM Vs. Nimble

Highrise CRM is a trending cloud-based Social Media Management software, it is designed to support small and medium size business. Highrise CRM received a rating of 4.5 from ITQlick team. The software cost is considered affordable (1/5) when compared to alternative solutions.


28. RFP360

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 26, 2022
Compare RFP360 Vs. Nimble

This is a supply chain management software designed in the cloud-based format mainly for teams to handle end-end proposals requests, and it runs on Mac OS, Linux, and Windows operating systems.


29. Concord Contract Management

  • Best for: Small, medium and large size businesses
  • Price: starts at $17 per user/month
  • Mar 07, 2022
Compare Concord Contract Management Vs. Nimble

Concord is a cloud-based supply chain management software that takes care of all contractual agreements for companies and organizations. It is a tool that is designed to help organizations develop new contracts and also keep track of the existing ones.


30. Zimit

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 08, 2022
Compare Zimit Vs. Nimble

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


31. Kapture CRM

  • Best for: SMBs
  • Price: starts at $35 per user/month
  • Jan 10, 2023
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Kapture CRM is a cloud-based platform offering users the potential to run their business on a robust, secure and scalable way. It offers expansive solutions for the sales needs of the users starting from capturing the lead up to creating a customer relationship and in sealing the deal. This program ...


32. LogicBox CRM

  • Best for: Small, medium and large size businesses
  • Price: starts at $55 per user/month
  • Mar 23, 2022
Compare LogicBox CRM Vs. Nimble

LogicBox for CRM is a software solution that offers innovative and affordable applications that are made to meet the unique business needs of each specific client. With the software, clients have a CRM or Customer Relationship Management solution that can be accessed anywhere at any time. The softwa...


33. Verishow

  • Best for: Small, medium and large size businesses
  • Price: starts at $39 per seat/month
  • Mar 24, 2022
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VeriShow is a customer relationship management solution designed to help users add a human touch to their online customer engagement activities. The solution offers web enabled content-share, VoIP, chat and video system to build customers loyalty and increase conversion rate. HBRLabs LLC...


34. SageCRM

  • Best for: Small businesses and start ups
  • Price: starts at $39 per user/month
  • Mar 26, 2022
Compare SageCRM Vs. Nimble

SageCRM is an all in one solution for managing customer support, marketing and sales of a company. It improves the opportunity of turning leads into sales, as well as make sure that current customers are satisfied in able to keep them.   SageCRM was developed by Sage Group plc or Sage, which was f...


35. TinderBox

  • Best for: Small, medium and large size businesses
  • Price: starts at $98 per year
  • Mar 29, 2022
Compare TinderBox Vs. Nimble

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


36. CallidusCloud

  • Best for: Small, medium and large size businesses
  • Price: starts at $50 per user/month
  • Oct 31, 2022
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CallidusCloud is a web-based marketing automation program that uses an innovative software platform that was designed specifically for assisting in sales and marketing. The software was made to supply insight and intelligence into lead performance to sales teams while also providing marketing teams ...


37. bpm’online sales

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $25 per user/month
  • Nov 06, 2022
Compare bpm’online sales Vs. Nimble

bpm’online sales is a CRM solution which comes with project management, planning and service management features. It also includes a business process management engine for users to more easily manage a project. Although developed for the construction industry, the software is also applicable for use...


38. SupplierSelect

  • Best for: Small, medium and large size businesses
  • Price: starts at $500 per license
  • Nov 07, 2022
Compare SupplierSelect Vs. Nimble

SupplierSelect is a web based supplier management solution for businesses of all sizes. Its capabilities include drafting RFP, publishing, e-tendering, analysis, and others. The software was designed and launched by SupplierSelect Ltd headquartered in London, United Kingdom.


39. Arts People

  • Best for: Start up, Small business, Medium business, Large business
  • Price:
  • Nov 07, 2022
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Complete ticketing and fundraising software on the web. Developed by and for people who recognize the positive power of the arts! Arts People provides affordable, supported software to performing arts organizations across the US and Canada. Our product and company exist to help organizations work ef...


40. Pipeline Suite

  • Best for: Small, medium and large size businesses
  • Price:
  • Nov 10, 2019
Compare Pipeline Suite Vs. Nimble

Pipeline Suite is a fast growing cloud-based Construction software, it is designed to support small, medium and large size construction business. Pipeline Suite received a rating of 4.5 from ITQlick team. The software cost is considered affordable (1.8/5) when compared to alternative solutions.


41. Highspot

  • Best for: Small, medium and large size businesses
  • Price:
  • May 12, 2022
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Highspot Sales Enablement Platform is cloud-based content management, pitching & analytics solution built explicitly for marketing and sales teams. The solution serves various organizations across numerous industries and provides dynamic sales guidelines to help prepare sellers.


42. Breezz

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $10 per month
  • Nov 11, 2022
Compare Breezz Vs. Nimble

Breezz CRM software helps you cultivate valuable customer relationships, manage your sales team, and increase your sales. It’s fast, secure, and easy-to-use making Breezz the ideal sales management solution for your business. Plus, Breezz is cloud-based, so you can access all your important and up-t...


43. Altify

  • Best for: Start up, Small business, Medium business, Large business
  • Price:
  • May 17, 2022
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Upland Altify (formerly Altify) is the Customer Revenue Optimization company - Customer Revenue Optimization (CRO) helps sales teams win the opportunities that matter, grow revenue in their key accounts and improve sales execution by aligning the extended revenue team. Built natively on the Salesfor...


44. Pitcher

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $20 per feature/month
  • May 18, 2022
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Pitcher is a leading provider of sales enablement and content management for field sales and marketing teams. With an intuitive and feature-rich platform, Pitcher’s cloud-based software makes it easier for field sales and marketing professionals in industries such as life sciences, consumer packaged...


45. Quikflw

  • Best for: Small, medium and large size businesses
  • Price: starts at $249 per month
  • Nov 12, 2022
Compare Quikflw Vs. Nimble

Quikflw is a PSA software that allows businesses to translate quotes into Projects/Jobs, Delivery Notes, Purchase Orders and Invoices, and monitor them with them through the software. The system also includes inventory management and CRM.


46. Remotia Proposal & Order

  • Best for: Small business, Private use
  • Price: starts at $10 per user/month
  • Nov 18, 2022
Compare Remotia Proposal & Order Vs. Nimble

Remotia Proposal-Order is a growing cloud-based Sales software, it is designed to support small and medium size business. Remotia Proposal-Order received a rating of 4.3 from ITQlick team. The software cost is considered affordable (2.5/5) when compared to alternative solutions.


47. CQuotient

  • Best for: Small businesses and start ups
  • Price: starts at $25 per month
  • Aug 14, 2019
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CQuotient is a leading cloud-based Marketing software, it is designed to support small and medium size business. CQuotient received a rating of 5 from ITQlick team. The software cost is considered affordable (1/5) when compared to alternative solutions.


48. SmartStream Procurement

  • Best for: Medium and large size businesses
  • Price:
  • Jun 06, 2022
Compare SmartStream Procurement Vs. Nimble

SmartStream Procurement is a growing cloud-based Procurement software, it is designed to support medium and large size business. SmartStream Procurement received a rating of 3 from ITQlick team. The software cost is considered affordable (1.5/5) when compared to alternative solutions.


49. PlanPlus

  • Best for: SMBs
  • Price: starts at $144 per year
  • Apr 07, 2021
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PlanPlus Online software is a cloud-based, online customer relationship management and personal planner engineered to serve companies of all sizes.


50. Software Proposal Portal

  • Best for: Small, medium and large size businesses
  • Price:
  • May 20, 2022
Compare Software Proposal Portal Vs. Nimble

Software Proposal Portal is a growing cloud-based Sales software, it is designed to support small, medium and large size business. Software Proposal Portal received a rating of 3.5 from ITQlick team. The software cost is considered average (3.5/5) when compared to other solutions in their category.


51. AccelGrid

  • Best for: Small, medium and large size businesses
  • Price: starts at $59 per user/month
  • Dec 08, 2021
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AccelGrid is a cloud-based distribution software that allows administrators to define their sales cycle, and gain insights into opportunity value that are present in their sales cycle.


52. Qorus Document Generation

  • Best for: Small, medium and large size businesses
  • Price: starts at $25 per month
  • Mar 13, 2020
Compare Qorus Document Generation Vs. Nimble

Qorus is a document management software designed to help enterprises connect customers to their content and overcome various marketing challenges. This software enables users to insert, locate, and personalize content to capture prospects and then track their engagement performance.


53. Response

  • Best for: Medium and large size businesses
  • Price:
  • Oct 01, 2019
Compare Response Vs. Nimble

Response is a growing cloud-based Procurement software, it is designed to support medium and large size business. Response received a rating of 3.8 from ITQlick team. The software cost is considered average (2.8/5) when compared to other solutions in their category.


54. Quotiply

  • Best for: Small business, Medium business, Large business, Private use
  • Price: starts at $10 per user/month
  • Nov 07, 2019
Compare Quotiply Vs. Nimble

Quotiply is a trending cloud-based Supply Chain software, it is designed to support small, medium and large size business. Quotiply received a rating of 4.9 from ITQlick team. The software cost is considered average (3.3/5) when compared to other solutions in their category.



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.