Top 54 Quality control Software (Feb 2023)

2023's Best 55 Quality control Systems

Shlomi LaviShlomi Lavi / Feb 06, 2023

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1. ZenPayroll

  • Best for: SMBs
  • Price: starts at $39 per month
  • Mar 12, 2022
Compare ZenPayroll Vs. ZenPayroll

ZenPayroll is a web based payroll management solution for businesses of all sizes. It offers such capabilities as federal and state tax management, support for multiple formats, and others. The software was designed and launched by ZenPayroll Inc headquartered in California, United States.


2. Visual EstiTrack ERP

  • Best for: SMBs
  • Price: starts at $3,000 per feature
  • Mar 19, 2022
Compare Visual EstiTrack ERP Vs. ZenPayroll

Visual EstiTrack is a manufacturing management solution for businesses of all sizes. It offers such services as customer management, job estimating, order management, and others. The software was designed and launched by Hanning Software Inc headquartered in Ohio, United States.


3. SkuVault Software

  • Best for: Small businesses and start ups
  • Price: starts at $299 per 2 users/month
  • Mar 20, 2022
Compare SkuVault Software Vs. ZenPayroll

SkuVault is an inventory management software designed to make the process of selling, picking, and shipping faster.


4. Infoplus Software

  • Best for: SMBs
  • Price: starts at $695 per month
  • Mar 22, 2022
Compare Infoplus Software Vs. ZenPayroll

Infoplus software is a cloud-based distribution software that enables managers to automate their organizations crucial warehouse operations, as well as curating actionable data such as key alerts, reports, and user-defined metrics.


5. FlexiBake ERP

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $225 per month
  • Mar 23, 2022
Compare FlexiBake ERP Vs. ZenPayroll

FlexiBake ERP is a manufacturing software built to enable bakeries to manage their production, distribution, and inventory.


6. 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. ZenPayroll

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.


7. Prodsmart

  • Best for: SMBs
  • Price: starts at $9,925 per year
  • Jun 24, 2022
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ProdSmart is a production planning software that offers a paperless, mobile system that generates and provides users with insights to track manufacturing and fabricating shop floor quality and general production.


8. Fishbowl Manufacturing

  • Best for: Small businesses and start ups
  • Price: starts at $4,395 per license
  • Jun 14, 2022
Compare Fishbowl Manufacturing Vs. ZenPayroll

Fishbowl Manufacturing is a web based enterprise resource planning solution designed for small and medium businesses. It offers assistance in accounting, business intelligence, HR management, inventory management, and others. The software was designed and launched by Fishbowl headquartered in Utah, ...


9. IQMS Manufacturing ERP

  • Best for: Small, medium and large size businesses
  • Price: starts at $25,000 per license
  • Jul 16, 2022
Compare IQMS Manufacturing ERP Vs. ZenPayroll

DELMIAworks is a cloud-based ERP software that allows manufacturers to manage a central database to remove data islands and redundant integrations.


10. Realtrac

  • Best for: Small businesses and start ups
  • Price: starts at $99 per month
  • Apr 28, 2022
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Realtrac is an enterprise resource planning solution for businesses of all sizes. It offers such capabilities as bills of material, process manufacturing, quote management, and others. The software was designed and launched by Mindbridge Systems Inc headquartered in California, United States.


Pricing Guide - Quality control Software:

Operations Management Sotware Price Range

The typical starting price range for Operations management software is between $0 to more than $1000 a month. Most vendors offer tiered subscription plans which might also include extra services and features. The price analysis of Operations Management software products based on the size of the business is as follows:

  • Small companies can expect to pay between $0 and $200 for an Operations software unit. For example, FreightPOP begins at $199 a month, Determine Contract Lifecycle Management at $3 a month, and Agiliron charges $99 monthly. ContraxAware also pricing starts at $59 a month for each user, ShipperEdge pricing goes for $199 monthly and Rose Rocket charges $69 monthly for its base subscription. CoreIMS at $50 a month and Symfact plans costs up to $59 a month.
  • Operations Management software for Medium-sized Businesses have base subscriptions which cost up to $625 a month. For example, GoFrugal POS pricing starts at $375 a month, with a standard plan which costs $625 per month. Infoplus pricing goes for $379 per month.
  • Large Organisations can expect to start to pay up to $1000 for an Operations Chain software. For instance, Oracle Netsuite charges $999 for its base license, Logistically costs $300 monthly for its base plan, and NorthStar WMS pricing starts at $600.

There are some of the best breeds regarding Operations Management software, and they have their price ranges for users who might be considering a specific Operations software product.

The price ranges are as follows:

  • Warehousing Management Software Users can expect to pay up to $49 monthly for Warehousing Management Software. For example, EZOfficeInventory pricing starts at $35 a month, Zoho Inventory cost price begins at $49 per month and Handifox Online for $39 per month. Other vendors charge a one-time licensing fee as well; RetailOps, for example, goes for $2500, and FishBowl Inventory has a starting price of $4395.
  • Transportation Management Software Users can expect to pay up to $1500 a month for transportation Management software products. Some other vendors would offer one-time licensing, which could cost up to $20,000. For example, Trucker Helper pricing plan starts at $30 a month, Husky Intelligence costs up to $29 per month, and Viewpoint Logistics pricing goes for $1500 monthly. Furthermore, TMWSuite charges $20,000 one-time licensing, EnVision costs $3500 and Nova Transportation Solutions goes for $200 a month.
  • Contract Lifecycle Management Software This software subcategory pricing ranges is $19 - $1050 monthly. PandaDoc, for example, starts at $19 a month, Gatekeeper pricing starts at $450 per month, and MochaDocs pricing goes up to $44 monthly for each manager. Agiloft begins at $45 per month for its hosted services and $1050 per user for the software.
  • Demand Planning Software Software in this subcategory can cost up to $750 a month. For context, SkuBrain starts at $150 monthly, Skulocity pricing begins at $495 a month and PlanetTogether costs about $250. However, Some vendors charge a one-time licensing fee; an example is Demand Works Smoothie, which charges $5000.Also, StockIQ has its subscription plan at $750 a month.
  • Dropshipping Software Dropshipping Software has a price range of $19-$525 per month. For instance, EcomDash pricing starts at $60 a month, with other plans running up to $350 a month. Solid Commerce begins at $450 monthly, the Pro plan for SellerCloud goes for $525 a month, and Spocket pricing starts at $19 per month.
  • Freight Broker Software Freight Broker Software Users can expect to pay $69-$4000 a month for this product. For illustration, Descartes Aljex costs $290 per month, AscendTMS pricing goes for $69 per month, and 3G-TM pricing plan starts at $4000 monthly. Lastly, DAT Broker TMS pricing begins at $100 per month, and Dr Dispatch cost price goes for $99 a month.
  • Order Entry Software This subcategory has products that cost between $85 and $850 a month. For example, TotalETO pricing starts at $85 a month, SYSPRO at $199 per month and Epicor E10 ERP at $175. Also, Bizowie Cloud ERP costs $850 per month. Other vendors charge a perpetual licensing fee as well. Active ERP costs a one-time charge of $6000 per user.

11. Mar-Kov CMS Software

  • Best for: SMBs
  • Price: starts at $2,500 per license
  • May 18, 2022
Compare Mar-Kov CMS Software Vs. ZenPayroll

Mar-Kov CMS (Chemical Management System) is a set of software modules that helps with the management and improves the efficiency of formulation, process, and batch based manufacturers. The software helps by automating most daily routine processes. This allows clients to streamline most of their oper...


12. V5 Andon

  • Best for: Small, medium and large size businesses
  • Price: starts at $110,000 per year
  • May 21, 2022
Compare V5 Andon Vs. ZenPayroll

V5 Andon (now Pinpoint V5) is a manufacturing software designed to help users create a graphical plan for each product made, and this plan can be shared with others.


13. bcFood

  • Best for: Small, medium and large size businesses
  • Price:
  • May 17, 2022
Compare bcFood Vs. ZenPayroll

BcFood is an enterprise solution for the Food Industry. The software is built on the Microsoft Dynamics NAV platform and provides support for financials, production, distribution and inventory for food processing, manufacturing and supply. Beck Consulting the developer behind BcFood was founded i...


14. Quality Management & Compliance Software

  • Best for: Medium and large size businesses
  • Price:
  • May 18, 2022
Compare Quality Management & Compliance Software Vs. ZenPayroll

Quality Management & Compliance Software is a manufacturing management solution for businesses of all sizes. It eliminates data redundancy and reduces paperwork in addition to task automation and other services. The software was developed and launched by IQS headquartered in Ohio, United...


15. Made2Manage ERP

  • Best for: SMBs
  • Price: starts at $5,000 per user/month
  • Jun 16, 2022
Compare Made2Manage ERP Vs. ZenPayroll

Made2Manage ERP is a cloud-based Enterprise Resource Planning software that is intended for manufacturers in dynamic “to-order”, job shops and mixed-mode settings. The software solution targets SMB manufacturers in multiple industry verticals like fabricated metal, electronic and industrial equipmen...


16. Enterprise 21

  • Best for: SMBs
  • Price: starts at $3,500 per license
  • Jun 16, 2022
Compare Enterprise 21 Vs. ZenPayroll

Enterprise 21 is a cloud-based enterprise resource planning that is developed to be used by individuals as well as by businesses that are either in the manufacturing businesses or that are doing distribution work.


17. MRPEasy cloud ERP for Manufacturing and Distribution SMEs

  • Best for: Small businesses and start ups
  • Price: starts at $49 per user/month
  • Jun 20, 2022
Compare MRPEasy cloud ERP for Manufacturing and Distribution SMEs Vs. ZenPayroll

MRPEasy is a manufacturing software that offers management of production, stock, finances, purchases, teams, and customers.


18. Wireless Warehouse in a Box

  • Best for: SMBs
  • Price: starts at $50,000 per license
  • Jun 18, 2022
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Wireless Warehouse in a Box is a warehouse management solution for businesses of all sizes. It offers such services as capacity planning, inventory management, quality control, and others. The software was developed and released by Systems Logic headquartered in Ontario, Canada.


19. Fulcrum

  • Best for: SMBs
  • Price: starts at $15 per month
  • Jul 02, 2022
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Fulcrum is a leading cloud-based data collection and mobile form solution that enables users to use a drag and drop builder to create custom forms without knowledge of coding. Its location management module aids users to collect geodata efficiently and accurately on mobile devices without an interne...


20. HQMS

  • Best for: Small, medium and large size businesses
  • Price: starts at $1,099 per license
  • Jul 07, 2022
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HQMS (Harrington Quality Management System) is a cloud-hosted solution that targets to enhance enterprise process, compliance, as well as quality management.


21. Qualio

  • Best for: Small businesses and start ups
  • Price: starts at $18,000 per year
  • Jul 14, 2022
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Qualio is a fast-paced cloud-based quality management manufacturing software that enables users to create controlled records and documents as well as comments and reviews on the documents.


22. ProShop

  • Best for: Small businesses and start ups
  • Price: starts at $650 per month
  • Jul 19, 2022
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ProShop is a manufacturing ERP software that enables manufacturers to improve execution processes to ensure labor savings and setup reductions.


23. Produmex Advanced Warehouse Management System

  • Best for: SMBs
  • Price:
  • Jul 15, 2022
Compare Produmex Advanced Warehouse Management System Vs. ZenPayroll

Produmex Advanced Warehouse Management System is a cloud-based supply chain application that enables managers to unify their warehouse operations and determine stocks availability based on clients demand.


24. InstantGMP™ MES

  • Best for: SMBs
  • Price: starts at $499 per 5 users/month
  • Jul 18, 2022
Compare InstantGMP™ MES Vs. ZenPayroll

InstantGMP™ MES is a web based manufacturing execution solution for businesses of all sizes. It offers such capabilities as document management, supplier management, inventory tracking, and others. The software was designed and launched by InstantGMP™ headquartered in North Carolina, United States. ...


25. Datex FootPrint WMS

  • Best for: SMBs
  • Price:
  • Jul 24, 2022
Compare Datex FootPrint WMS Vs. ZenPayroll

Datex FootPrint WMS is a cloud-based logistics software that allows managers to automate their organizational processes and alter parameters without custom programs.


26. JobPack Graphical Scheduler

  • Best for: SMBs
  • Price:
  • Jul 26, 2022
Compare JobPack Graphical Scheduler Vs. ZenPayroll

JobPack Graphical Scheduler is a cloud-based production planning and scheduling software solution for any business despite their sizes since it is a scalable tool. The software is meant for shop floor control as well as material management.


27. ToolTrack

  • Best for: Small businesses and start ups
  • Price: starts at $50,000 per year
  • Jul 29, 2022
Compare ToolTrack Vs. ZenPayroll

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


28. Vin eRetail WMS

  • Best for: Small, medium and large size businesses
  • Price: Has a free version
  • Aug 06, 2022
Compare Vin eRetail WMS Vs. ZenPayroll

Vin eRetail WMS is an omnichannel retailing software developed for businesses to manage sales across various channels. The software uses its CMS tools to resolve marketplace listing challenges and product information upload and boost retailers presence on online and offline platforms.


29. SAM Scheduling Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $29.95 per month
  • Sep 24, 2022
Compare SAM Scheduling Software Vs. ZenPayroll

SAM Scheduling Software is an award-winning cloud-based Construction software, it is designed to support small, medium and large size construction business. SAM Scheduling Software received a rating of 4.5 from ITQlick team. The software cost is considered affordable (1/5) when compared to alternat...


30. SafetyChain

  • Best for: Small, medium and large size businesses
  • Price: starts at $7,500 per year
  • Jan 30, 2023
Compare SafetyChain Vs. ZenPayroll

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


31. TECSYS Distribution Management System

  • Best for: Small, medium and large size businesses
  • Price:
  • Oct 04, 2022
Compare TECSYS Distribution Management System Vs. ZenPayroll

TECSYS Distribution Management System is a distribution solution for businesses of all sizes. It offers assistance in such domains as procurement management, order management, and others. The software was designed and launched by TECHSYS Inc headquartered in New York, United States.


32. mobe3 Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $250 per user/month
  • Jan 28, 2023
Compare mobe3 Software Vs. ZenPayroll

mobe3 Software is a fast growing cloud-based Inventory Management software, it is designed to support small, medium and large size business. mobe3 Software received a rating of 5 from ITQlick team. The software cost is considered average (3.3/5) when compared to other solutions in their category.


33. Statii

  • Best for: Small businesses and start ups
  • Price: starts at $99 per month
  • Oct 07, 2022
Compare Statii Vs. ZenPayroll

Statii is a growing cloud-based Manufacturing software, it is designed to support small and medium size business. Statii received a rating of 4.7 from ITQlick team. The software cost is considered affordable (1.3/5) when compared to alternative solutions.


34. Foysonis WMS Software

  • Best for: Small businesses and start ups
  • Price: starts at $25 per user/month
  • Jan 27, 2023
Compare Foysonis WMS Software Vs. ZenPayroll

Foysonis WMS Software is a trending cloud-based Distribution software, it is designed to support small and medium size business. Foysonis WMS Software received a rating of 4.5 from ITQlick team. The software cost is considered affordable (1.2/5) when compared to alternative solutions.


35. ViewPoint Logistics

  • Best for: Small, medium and large size businesses
  • Price: starts at $1,500 per month
  • Oct 05, 2022
Compare ViewPoint Logistics Vs. ZenPayroll

ViewPoint Logistics is a warehouse management solution for businesses of all sizes. It offers such capabilities as inventory management, order management, transport management, and others. The software was designed and launched by MAVES International Software Corp headquartered in Ontario, Canada. ...


36. OmegaCube ERP

  • Best for: Small businesses and start ups
  • Price: starts at $179 per user/month
  • Oct 07, 2022
Compare OmegaCube ERP Vs. ZenPayroll

OmegaCube ERP is an enterprise resource planning solution for businesses of all sizes. It offers such capabilities as accounting, business intelligence, inventory management, and others. The software was designed and launched by Omega Cube Technologies headquartered in Illinois, United States.


37. ProfitKey ERP Software

  • Best for: SMBs
  • Price:
  • Jan 27, 2023
Compare ProfitKey ERP Software Vs. ZenPayroll

ProfitKey ERP Software is a trending cloud-based Inventory Management software, it is designed to support small and medium size business. ProfitKey ERP Software received a rating of 4.4 from ITQlick team. The software cost is considered affordable (1/5) when compared to alternative solutions.


38. Solumina Software

  • Best for: Medium and large size businesses
  • Price:
  • Jan 27, 2023
Compare Solumina Software Vs. ZenPayroll

Solumina is a cloud-based Manufacturing software that allows customers to bring operators, managers and supervisors under a unified standard of quality and compliance, which translates to the improved growth of manufacturing productivity.


39. Microlistics WMS

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 30, 2023
Compare Microlistics WMS Vs. ZenPayroll

Microlistics WMS is an award-winning cloud-based Supply Chain software, it is designed to support small, medium and large size business. Microlistics WMS received a rating of 4.7 from ITQlick team. The software cost is considered average (3.9/5) when compared to other solutions in their category.


40. TrakSYS

  • Best for: Medium and large size businesses
  • Price: Has a free version
  • Oct 10, 2022
Compare TrakSYS Vs. ZenPayroll

TrakSYS is a cloud-based Manufacturing Operations Management (MOM) software solution for startups, enterprises, agencies, and SMEs, which aids the optimization of manufacturing operations.


41. Shoplogix

  • Best for: Medium and large size businesses
  • Price:
  • Jan 30, 2023
Compare Shoplogix Vs. ZenPayroll

Shoplogix is a manufacturing software that aids manufacturers in having an all-round digital transformation strategy in a bid to utilize and harness their full operational potential.


42. Intellect Compliance

  • Best for: Small, medium and large size businesses
  • Price: starts at $50 per user/month
  • Feb 06, 2023
Compare Intellect Compliance Vs. ZenPayroll

The Intellect Compliance is governance, risk and compliance/GRC software that helps users in enforcing business processes, procedures and policies.


43. epicor Mattec MES

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 01, 2023
Compare epicor Mattec MES Vs. ZenPayroll

Epicor Mattec MES is a cloud-based and on-premise manufacturing execution and management software that is suitable for manufacturers of all kind with repetitive manufacturing. Mattec MES helps manufacturers automate their manufacturing operations by helping them organize the manufacturing set up.


44. ICIM ERP and Accelerated ERP Software

  • Best for: Small businesses and start ups
  • Price:
  • Feb 24, 2022
Compare ICIM ERP and Accelerated ERP Software Vs. ZenPayroll

ICIM ERP and Accelerated ERP Software is a trending cloud-based Inventory Management software, it is designed to support small and medium size business. ICIM ERP and Accelerated ERP Software received a rating of 4.2 from ITQlick team. The software cost is considered affordable (2.3/5) when compared...


45. ProcessPro Premier

  • Best for: SMBs
  • Price: starts at $100,000 per license
  • Feb 05, 2022
Compare ProcessPro Premier Vs. ZenPayroll

ProcessPro Premier is enterprise resource planning (ERP) software designed for businesses of medium size. Its core features include manufacturing, formulation, quality control, material requirements planning, advanced scheduling, order entry, inventory control, purchase orders and accounting. Its ma...


46. Shopfloor-Online

  • Best for: Small, medium and large size businesses
  • Price: starts at $50,000 per license
  • Feb 08, 2022
Compare Shopfloor-Online Vs. ZenPayroll

Shopfloor-Online is a web based manufacturing execution solution for businesses of all sizes. It offers such services as data management, job management, regulatory compliance, and others. The software was designed and launched by Lighthouse Systems Ltd headquartered in the United Kingdom.


47. PropulsionMRP

  • Best for: SMBs
  • Price: starts at $12,750 per license
  • Feb 16, 2022
Compare PropulsionMRP Vs. ZenPayroll

PropulsionMRP is a leading cloud-based Manufacturing software, it is designed to support small and medium size business. PropulsionMRP received a rating of 4.5 from ITQlick team. The software cost is considered affordable (1.3/5) when compared to alternative solutions.


48. Abas Distribution

  • Best for: Small, medium and large size businesses
  • Price: starts at $210 per user/month
  • Feb 12, 2022
Compare Abas Distribution Vs. ZenPayroll

Abas Distribution is a manufacturing and distribution management solution for small and medium businesses. Its capabilities include inventory management, financial management, reporting, and others. The software was designed and launched by Abas Software AG headquartered in Germany.


49. eTurns

  • Best for: Small, medium and large size businesses
  • Price: starts at $40 per feature/month
  • Feb 14, 2022
Compare eTurns Vs. ZenPayroll

eTurns software is a cloud-hosted inventory management solution that distributors, as well as their clients, use to automate inventory replacement at use points. The users can use their smartphones, RFID & IoT weight sensors, and scanners at stockrooms, and service trucks among other points-of-use.


50. FreshCheq

  • Best for: Small, medium and large size businesses
  • Price: starts at $50 per month
  • Feb 21, 2022
Compare FreshCheq Vs. ZenPayroll

Freshcheq software is a cloud based task management software solution that is designed to cater to restaurants of various sizes as well as franchises.


51. ProfitFab ERP Software

  • Best for: Small businesses and start ups
  • Price: starts at $1,250 per license
  • Feb 21, 2022
Compare ProfitFab ERP Software Vs. ZenPayroll

ProfitFab ERP Software is a growing cloud-based Inventory Management software, it is designed to support small and medium size business. ProfitFab ERP Software received a rating of 4.2 from ITQlick team. The software cost is considered affordable (1/5) when compared to alternative solutions.


52. Royal 4 Enterprise

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 19, 2022
Compare Royal 4 Enterprise Vs. ZenPayroll

Royal 4 Enterprise software is a comprehensive ERP solution for your business. The software was designed and launched by Royal 4 Systems, headquartered in California, United States. The software regulates all the important aspects of business from inventory management and planning to supply chain an...


53. BSI Compliance Manager

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 21, 2022
Compare BSI Compliance Manager Vs. ZenPayroll

The BSI Compliance Manager is a cloud based software that provides the users with support for managing, monitoring and reporting their audit activities.


54. Bridgit Bench

  • Best for: SMBs
  • Price: starts at $10 per month
  • Feb 21, 2022
Compare Bridgit Bench Vs. ZenPayroll

Bridgit Bench is cloud-based construction software that allows administrators to oversee workload requirements of projects, assign employees to projects based on their availability, and also determine over-allocated staff.



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.