Top 66 Quoting Software

TOP 66 Quoting Software

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1. 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...


2. Scoro

  • Best for: SMBs
  • Price: starts at $26 per 5 users/month
  • Jun 14, 2022
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Scoro is business management software used by agencies and consultancies around the world. Scoro was founded in 2013 with a simple idea – there is always a smarter way to get work done. It combines project management, CRM, billing, and reporting – all in one place. So your business can run as smooth...


3. ServiceM8

  • Best for: Small businesses and start ups
  • Price: starts at $9 per month
  • May 14, 2022
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ServiceM8 is an online field service software for organizations to take control of their operations, work smarter, get more customers, and complete work faster.


4. Snapforce CRM

  • Best for: Small, medium and large size businesses
  • Price: starts at $12.06 per month
  • May 26, 2022
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Snapforce CRM is a customer relationship management solution for businesses of all sizes. Its capabilities include lead management, call center management, customer support, and others. The software was designed and launched by SnapForce Technologies headquartered in New Jersey, United St...


5. Claritysoft

  • Best for: Small, medium and large size businesses
  • Price: starts at $39 per user/month
  • Jun 20, 2022
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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.


6. Trimble Pulse Telematics

  • Best for: Medium and large size businesses
  • Price:
  • Jun 25, 2022
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Trimble PULSE Telematics is a cloud-based fleet management system that aids users to control and monitor a company assets through equipment monitoring and tracking.


7. Sapiens P&C

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 27, 2022
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Sapiens P&C is an award-winning cloud-based Insurance software, it is designed to support small, medium and large size insurance agencies. Sapiens P&C received a rating of 2.5 from ITQlick team. The software cost is considered average (2.7/5) when compared to other solutions in their category.


8. Quotewerks

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


9. AgentCubed

  • Best for: Small, medium and large size businesses
  • Price:
  • May 17, 2022
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AgentCubed is a lead management and CRM solution designed for the insurance industry. The software includes features to maximize agent productivity, measure performance as well as capture more qualified leads with real time verification. AgentCubed was founded in 2009 with the goal of creating so...


10. Apparound CPQ

  • Best for: Medium and large size businesses
  • Price: starts at $40 per user/month
  • Jul 18, 2022
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Apparound CPQ is a web based product configuration solution for businesses of all sizes. It offers such capabilities as custom pricing options, inventory management, analysis and constraints, and others. The software was designed and launched by Apparound headquartered in Italy.


11. Concept Enterprise Product Configurator Software

  • Best for: Small, medium and large size businesses
  • Price:
  • Jul 24, 2022
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Concept Enterprise Product Configurator is a manufacturing software built to help manufacturing companies configure complex products while providing guidelines for the configuration process.


12. 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.


13. 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.


14. Vertafore Agency Platform

  • Best for: Small, medium and large size businesses
  • Price:
  • Jul 28, 2022
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Vertafore Agency Platform is a growing cloud-based Insurance software, it is designed to support small, medium and large size insurance agencies. Vertafore Agency Platform received a rating of 4.7 from ITQlick team. The software cost is considered average (3.1/5) when compared to other solutions in...


15. 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.


16. SuiteCRM

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


17. Blendzi

  • Best for: Small, medium and large size businesses
  • Price: starts at $39 per month
  • Feb 05, 2022
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Blendzi is a cloud-enabled order management software solution that aids companies in selling their products via multiple e-commerce platforms. It syncs inventories in real-time with accounting systems such as QuickBooks and provides real-time inventory data for selling products on different online m...


18. CIS Configurator

  • Best for: Small, medium and large size businesses
  • Price: starts at $70 per month
  • Feb 03, 2022
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CIS Configurator is a leading cloud-based Manufacturing software, it is designed to support small, medium and large size business. CIS Configurator received a rating of 4.7 from ITQlick team. The software cost is considered affordable (2/5) when compared to alternative solutions.


19. LiveStream

  • Best for: Small, medium and large size businesses
  • Price: starts at $49 per user/month
  • May 24, 2022
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LiveStream is a business planning and accounting solution for small and medium businesses. The software also offers various purchasing and sales management solutions. It was designed and launched by LiveStream, headquartered in California, United States.


20. Verenia CPQ

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 28, 2022
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Verenia CPQ is a fast growing cloud-based Configure Price Quote software, it is designed to support small, medium and large size business. Verenia CPQ received a rating of 4.7 from ITQlick team. The software cost is considered average (3.5/5) when compared to other solutions in their category.


21. Workbook

  • Best for: Large business
  • Price: starts at $19 per user/month
  • Feb 14, 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. ONsight for Retail

  • Best for: Small, medium and large size businesses
  • Price: starts at $25 per user/month
  • May 12, 2022
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ONsight POS is a retail management and POS solution designed for small and medium businesses. Its capabilities include barcode scanning, inventory management, customer management, and others. The software was designed and launched by POSmatic Inc headquartered in New York, United States.


23. Conga

  • Best for: Large business
  • Price: starts at $35 per user/month
  • Feb 10, 2022
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Apttus Revenue Management is a growing cloud-based Billing-Invoicing software, it is designed to support large size business. Apttus Revenue Management received a rating of 4 from ITQlick team. The software cost is considered affordable (2/5) when compared to alternative solutions.


24. Stream Suite

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 16, 2022
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Stream Suite is a growing cloud-based Insurance software, it is designed to support small, medium and large size insurance agencies. Stream Suite received a rating of 2.5 from ITQlick team. The software cost is considered average (2.7/5) when compared to other solutions in their category.


25. BizAutomation

  • Best for: Small, medium and large size businesses
  • Price: starts at $80 per user/month
  • Feb 15, 2022
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BizAutomation is a web based enterprise resource planning solution for businesses of all sizes. It offers such capabilities as accounting, business intelligence, HR management, and others. The software was designed and launched by BizAutomation.com Inc headquartered in California, United States.


26. CRMnext

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


27. 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.


28. Highrise CRM

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


29. Socket

  • Best for: Small, medium and large size businesses
  • Price: starts at $99 per month
  • Feb 22, 2022
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Socket is an automated and web based quoting system for businesses of all sizes. It offers building of quote forms and selling of products and services over the web, other than tracking and management services. The software was designed and launched by Deversus Software headquartered in ...


30. Bid4Build Enterprise Construction Estimating System

  • Best for: Small, medium and large size businesses
  • Price: starts at $99 per month
  • Feb 28, 2022
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Bid4Build Enterprise is a construction management and estimating solution for businesses of all sizes. Its capabilities include bit management, billing and invoicing, contract management, and others. The software was designed and launched by Bid4Build Enterprise LLC headquartered in Penn...


31. Blue Collar Software

  • Best for: SMBs
  • Price: starts at $49 per month
  • Jan 02, 2022
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Blue Collar Software is a web based construction management solution designed for small construction businesses. It offers such capabilities as quote management, accounting, task management, and others. The software was designed and launched by Blue Collar Software headquartered in Ontario, Canada. ...


32. PIRO

  • Best for: SMBs
  • Price: starts at $299 per month
  • Mar 09, 2022
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PIRO is an award-winning cloud-based ERP software, it is designed to support small and medium size business. PIRO received a rating of 2.5 from ITQlick team. The software cost is considered affordable (1/5) when compared to alternative solutions.


33. Zimit

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


34. TravelBank

  • Best for: SMBs
  • Price: starts at $8 per user/month
  • Mar 22, 2022
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TravelBank is a cloud-based accounting software that is designed to help companies and organizations with optimal management of their expenses.


35. Velocity

  • Best for: SMBs
  • Price: starts at $3.49 per month
  • Mar 18, 2022
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Velocity is a growing cloud-based Professional Services Automation software, it is designed to support small and medium size business. Velocity received a rating of 2.5 from ITQlick team. The software cost is considered affordable (2/5) when compared to alternative solutions.


36. Fleetmatics WORK

  • Best for: Small businesses and start ups
  • Price:
  • Mar 24, 2022
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Verizon Connect Work formerly Fleetmatics Work is cloud-based scheduling software designed for all-size businesses in service companies including HVAC, electricians and plumbers and more.


37. Kapture CRM

  • Best for: SMBs
  • Price: starts at $35 per user/month
  • Mar 25, 2022
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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 ...


38. 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...


39. SageCRM

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


40. Applied Rater

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 29, 2022
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Applied Rater is a fast growing cloud-based Insurance software, it is designed to support small, medium and large size insurance agencies. Applied Rater received a rating of 4 from ITQlick team. The software cost is considered a bit pricey (4.9/5) vs their competitors.


41. MoveitPro

  • Best for: Small, medium and large size businesses
  • Price: starts at $100 per month
  • Mar 28, 2022
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Moveit Pro is a cloud-based fleet management software designed to optimize the operations of moving and storage companies. The software helps users to automatically connect with customers and save time by automatically handling invoicing CRM and billings.


42. CallidusCloud

  • Best for: Small, medium and large size businesses
  • Price: starts at $50 per user/month
  • Mar 28, 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 ...


43. Output Books

  • Best for: Large business
  • Price: starts at $299 per license
  • May 19, 2022
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Output Books is a cloud-based and on-premise accounting solution that is designed to provide billing and accounting solutions to companies and organizations.


44. Quikflw

  • Best for: Small, medium and large size businesses
  • Price: starts at $249 per month
  • May 20, 2022
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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.


45. Quote Roller

  • Best for: Medium and large size businesses
  • Price: starts at $19 per user/month
  • Jul 15, 2022
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Quote Roller is an online proposal software designed to help users track, create, organize and send business proposals easily. Users can create proposals using sector-specific templates included with the software, create one from scratch or reuse the old proposals of their own using this sof...


46. CompanyGate

  • Best for: Small, medium and large size businesses
  • Price: starts at $169 per license
  • Apr 15, 2021
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CompanyGate is a growing cloud-based Professional Services Automation software, it is designed to support small, medium and large size business. CompanyGate received a rating of 4.4 from ITQlick team. The software cost is considered affordable (2/5) when compared to alternative solutions.


47. EzPSA

  • Best for: Small, medium and large size businesses
  • Price: starts at $26 per user/month
  • Oct 23, 2019
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EzPSA is a fast growing cloud-based Professional Services Automation software, it is designed to support small, medium and large size business. EzPSA received a rating of 3.8 from ITQlick team. The software cost is considered affordable (1.5/5) when compared to alternative solutions.


48. iKeepClient

  • Best for: Small, medium and large size businesses
  • Price:
  • Sep 15, 2019
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iKeepClient is a growing cloud-based Professional Services Automation software, it is designed to support small, medium and large size business. iKeepClient received a rating of 3.8 from ITQlick team. The software cost is considered affordable (1.7/5) when compared to alternative solutions.


49. Megaventory Sales & Inventory

  • Best for: Small businesses and start ups
  • Price: starts at $135 per month
  • May 31, 2022
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Megaventory Sales-Inventory is a leading cloud-based Sales software, it is designed to support small and medium size business. Megaventory Sales-Inventory received a rating of 4.5 from ITQlick team. The software cost is considered affordable (1/5) when compared to alternative solutions.


50. 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.


51. SalesSystemCRM

  • Best for: Small businesses and start ups
  • Price: starts at $31.62 per user/month
  • May 30, 2022
Compare SalesSystemCRM Vs. PandaDoc

SalesSystemCRM is a growing cloud-based Sales software, it is designed to support small and medium size business. SalesSystemCRM received a rating of 3.8 from ITQlick team. The software cost is considered affordable (1.6/5) when compared to alternative solutions.


52. e-conomic

  • Best for: SMBs
  • Price: starts at $33 per feature/month
  • May 30, 2022
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e-conomic is a trending cloud-based Budgeting-Forecasting software, it is designed to support small and medium size business. e-conomic received a rating of 3.3 from ITQlick team. The software cost is considered average (3.4/5) when compared to other solutions in their category.


53. Proposal & Quote transforms

  • Best for: Medium and large size businesses
  • Price: starts at $120 per license
  • Jul 13, 2022
Compare Proposal & Quote transforms Vs. PandaDoc

Proposal-Quote transforms is a growing cloud-based Sales software, it is designed to support medium and large size business. Proposal-Quote transforms received a rating of 3.2 from ITQlick team. The software cost is considered affordable (1.7/5) when compared to alternative solutions.


54. PASTEL Moving Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $19 per user/month
  • Oct 23, 2019
Compare PASTEL Moving Software Vs. PandaDoc

PASTEL Moving Software is a growing cloud-based Inventory Management software, it is designed to support small, medium and large size business. PASTEL Moving Software received a rating of 3.8 from ITQlick team. The software cost is considered affordable (2.5/5) when compared to alternative solution...


55. Nirvaha | Quote Software

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $799 per month
  • Jun 21, 2022
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Nirvaha | Quote Software is a growing cloud-based Sales software, it is designed to support small, medium and large size business. Nirvaha | Quote Software received a rating of 4 from ITQlick team. The software cost is considered average (3.1/5) when compared to other solutions in their category.


56. WebSalesForce

  • Best for: SMBs
  • Price:
  • Oct 23, 2019
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WebSalesForce is a growing cloud-based Sales software, it is designed to support small and medium size business. WebSalesForce received a rating of 3.5 from ITQlick team. The software cost is considered average (3.4/5) when compared to other solutions in their category.


57. Servicejoy

  • Best for: Small, medium and large size businesses
  • Price: starts at $20 per month
  • Apr 15, 2021
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Servicejoy is an award-winning cloud-based Professional Services Automation software, it is designed to support small, medium and large size business. Servicejoy received a rating of 3.4 from ITQlick team. The software cost is considered affordable (1.8/5) when compared to alternative solutions.


58. Roll

  • Best for: Small, medium and large size businesses
  • Price: starts at $15 per user/month
  • Aug 04, 2019
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Roll is a fast growing cloud-based Project Management software, it is designed to support small, medium and large size business. Roll received a rating of 4.4 from ITQlick team. The software cost is considered affordable (2/5) when compared to alternative solutions.


59. Enprise Rent

  • Best for: SMBs
  • Price: starts at $800 per month
  • Mar 06, 2020
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Enprise Rent is an equipment rental management solution for businesses of all sizes. Its capabilities include issue tracking, quote management, billing management, and others. The software was designed and launched by Enprise Group headquartered in Auckland, New Zealand.


60. Enprise Procure

  • Best for: SMBs
  • Price:
  • Oct 08, 2019
Compare Enprise Procure Vs. PandaDoc

Enprise Procure is a growing cloud-based Sales software, it is designed to support small and medium size business. Enprise Procure received a rating of 3.9 from ITQlick team. The software cost is considered average (3.1/5) when compared to other solutions in their category.


61. ActionFlow

  • Best for: Small, medium and large size businesses
  • Price: starts at $350 per month
  • Mar 13, 2020
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ActionFlow is a construction software designed to help businesses streamline and manage countertop fabrication processes. This tool also helps users retain leads, generate and send quotes, and automate day-to-day operations within the workforce, leading to improved productivity.


62. Revvy CPQ

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $75 per user/month
  • Oct 15, 2019
Compare Revvy CPQ Vs. PandaDoc

Revvy CPQ is a product configuration software solution for businesses of all sizes. It offers such services as quoting process automation, conflict resolution, configuration, and others. The software was designed and launched by Model N Inc headquartered in California, United States.


63. ClearDash

  • Best for: Small, medium and large size businesses
  • Price: starts at $30
  • Sep 12, 2019
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ClearDash is a leading cloud-based Professional Services Automation software, it is designed to support small, medium and large size business. ClearDash received a rating of 4.8 from ITQlick team. The software cost is considered affordable (2.5/5) when compared to alternative solutions.


64. Quotiply

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


65. Oracle CPQ Cloud

  • Best for: Large business
  • Price: starts at $130 per user/month
  • Mar 18, 2020
Compare Oracle CPQ Cloud Vs. PandaDoc

Oracle CPQ Cloud is a fast growing cloud-based Configure Price Quote software, it is designed to support large size business. Oracle CPQ Cloud received a rating of 4.5 from ITQlick team. The software cost is considered affordable (4/5) when compared to alternative solutions.


66. Notchitup

  • Best for: Small, medium and large size businesses
  • Price: starts at $3,200 per year
  • Aug 30, 2019
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Notchitup is an award-winning cloud-based Email Utilities software, it is designed to support small, medium and large size business. Notchitup received a rating of 3.1 from ITQlick team. The software cost is considered affordable (1.7/5) when compared to alternative solutions.



A Buyer's Guide to Business Software Solutions

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

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Author

Shlomi Lavi

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Shlomi holds a Bachelor of Science (B.Sc.) in Information System Engineering from Ben Gurion University in Israel. Shlomi brings 15 years of global IT and IS management experience as a consultant, and implementation expert for small, medium and large size (global) companies.