Top 54 Records Management Software (Feb 2023)

2023's Best 55 Records Management Systems

Shlomi LaviShlomi Lavi / Feb 06, 2023

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1. PracticePanther Legal Case Management

  • Best for: Small, medium and large size businesses
  • Price: starts at $39 per user/month
  • Dec 06, 2022
Compare PracticePanther Legal Case Management Vs. PracticePanther Legal Case Management

The PracticePanther Legal Case Management is a law practice management software designed to help lawyers and related users in managing various activities of the firm.


2. Filevine

  • Best for: Small, medium and large size businesses
  • Price:
  • Dec 27, 2022
Compare Filevine Vs. PracticePanther Legal Case Management

Filevine is a cloud-based Legal Management software that allows its users to keep track of the source of clients leads, set out intake scripting for new lead arrivals, and assess marketing expenditure.


3. Clio

  • Best for: Small, medium and large size businesses
  • Price: starts at $39 per user/month
  • Dec 06, 2022
Compare Clio Vs. PracticePanther Legal Case Management

Clio is a law practice and legal case management solution for businesses of all sizes. Its capabilities include time and billing management, reporting, case management, and security. The software was designed and launched by Themis Solutions Inc headquartered in British Columbia, Canada.


4. ElationEMR

  • Best for: Small businesses and start ups
  • Price: starts at $275 per month
  • Dec 21, 2022
Compare ElationEMR Vs. PracticePanther Legal Case Management

ElationEMR is a cloud-based electronic health record solution that comes to users as a suite with medical billing solution and a medical practice management solution available that are suitable for use in all disciplines of the healthcare and the medical industry.


5. Zola Suite

  • Best for: Small, medium and large size businesses
  • Price: starts at $59 per user/month
  • Dec 06, 2022
Compare Zola Suite Vs. PracticePanther Legal Case Management

Zola Suite is a comprehensive, cloud-based legal practice management application that provides all the tools you need to manage the business of your practice so you can focus on the law. Zola Suite puts the Power of ONE into practice with fully-integrated features managed within one intuitive interf...


6. CosmoLex

  • Best for: Small businesses and start ups
  • Price: starts at $85 per user/month
  • Dec 06, 2022
Compare CosmoLex Vs. PracticePanther Legal Case Management

CosmoLex is a legal practice management and trust accounting solution for small and medium businesses. It offers multi-billing options, accounting, task automation, cash flow management, and other services. The software was designed and launched by CosmoLex headquartered in New Jersey, U...


7. Aquarius EMR

  • Best for: SMBs
  • Price:
  • May 13, 2022
Compare Aquarius EMR Vs. PracticePanther Legal Case Management

Aquarius EMR is a medical, EMR & EHR software built to help businesses digitalize their documents, making it easier for them to manage information.


8. Medesync EMR

  • Best for: SMBs
  • Price:
  • Jul 07, 2022
Compare Medesync EMR Vs. PracticePanther Legal Case Management

Medesync EMR is a cloud-based electronic medical/health record that is built for healthcare providers and practitioners. This software automates some of the clinical tasks as well as administrative ones within the medical facility.


9. Medstar HIS

  • Best for: SMBs
  • Price: starts at $250 per month
  • Sep 07, 2022
Compare Medstar HIS Vs. PracticePanther Legal Case Management

Medstar HIS, one of the top Hospital Management Software, is a comprehensive Hospital Information & Management System, which can integrate all the HIS systems, processes and machines to an intelligent information system to derive operational efficiency and assist hospitals in making the right decisi...


10. WebMerge

  • Best for: Small businesses and start ups
  • Price: starts at $50 per month
  • Apr 13, 2022
Compare WebMerge Vs. PracticePanther Legal Case Management

WebMerge is a web based document management solution for businesses of all sizes. Its features include document customization, centralized storage, support for multiple formats, and others. The software was designed and launched by WebMerge Software Inc headquartered in California, Unite...


Pricing Guide - Records Management Software:

Document Management Software Price Ranges

Organizations would generally have to pay between $0 and more than $15 a month for base subscriptions of Document Management Software. The price could include extra features such as OCR (Optical Character Reader) Integrations, Versioning, and Document Scanning. Users can also procure Document Management Software products based on the size of the workforce, mode of deployment, and the number of free features they have.

  • Small businesses can expect to pay between $5 and $21 a month. XpertDoc Business pricing, for example, starts at $9 a month, with a Premium plan which goes for $21 a month; iLovePDF Premium Pro cost price goes for $9 monthly. Drive pricing starts at $2 a month, and OneDrive pricing goes for $2 a month as well. Additionally, Bitrix24 costs about $12 a month, ONLYOFFICE at $5 a month, and Zoho Docs at $5 monthly.
  • Mid-sized companies would generally have to pay between $60 and $375 a month for Document Management Software. For instance. eFileCabinet pricing begins at $199 per month, FirmRoom at $250 per month, FormStack at $360 a month, and Adoddle at $375 monthly. Furthermore, Domkee costs up to $279 a month for each user, Clustdoc at $70 per month, and Laserfiche at $60 monthly.
  • Large corporations can expect to pay up to $47000 for Document Management Software products. As examples, OnBase charges a one-time fee of $25000, Nuxeo has an asking price of $47000 annually, and KRYSTAL Document Management costs $1500 outright. Furthermore, Widen Collective has a perpetual license which costs $20000 a year, DocuShare has a starting price of $2000 a year, and Dirico.io pricing starts at $840 monthly.
  • Additionally, users can acquire free Document Management Software for example, KimiosDMS is an open-source Document Management Software free of charge, Notion Personal is free, and its user can pay for more of its features, starting from $4 a month. Furthermore, other free and open-source document management software include OpenDocMan, OpenKM, and VIENNA Advantage.
  • Document Management Software for Windows generally has price points within $5 and $289 a month. For example, Worldox charges $88 a month for license maintenance, Doccept pricing starts at $289 a month, and Tabbles at $20 monthly. StepShot Guides pricing begins at $12 a month, Sejda PDF at an outright price of $5.
  • MacOS users can expect to pay between $7 and $20 a month for Document Management Software. For example, PandaDoc cost price starts at $15 a month, PinPoint at $14 per month, and Backlog at $20 monthly. Also, PDFfillers and Samepage have cost prices of $7 and $15 a month, respectively.
  • Android-based Document Management software has a price range of $5 to $60 a month. For illustration, Atlassian Confluence pricing starts at $10 a month, Glasscubes at $5 per month, and Contract Insight costs up to $60 monthly.
  • Lastly, Web-based DMS generally have price points within $12 and $575 a month. For instance, Suralink pricing starts at $20 a month, Process Street at $12 per month, and Bloomfire at $575 monthly. Also, Canopy pricing goes for $99 a month, and FileInvite goes for $12 per month.

11. CattailsMD

  • Best for: Small, medium and large size businesses
  • Price:
  • Dec 12, 2022
Compare CattailsMD Vs. PracticePanther Legal Case Management

CattailsMD is a medical, EMR, and EHR software designed for healthcare systems to provide training materials, assist technical documentation and aids technical support.


12. instaKare

  • Best for: Medium and large size businesses
  • Price:
  • Dec 13, 2022
Compare instaKare Vs. PracticePanther Legal Case Management

instaKare is a growing cloud-based Medical, EMR-EHR software, it is designed to support medium and large size medical practices and hospitals. instaKare received a rating of 4.2 from ITQlick team. The software cost is considered affordable (1.9/5) when compared to alternative solutions.


13. RevenueXL EMR

  • Best for: SMBs
  • Price: starts at $250 per provider/month
  • Sep 28, 2022
Compare RevenueXL EMR Vs. PracticePanther Legal Case Management

RevenueXL EMR is a cloud-based electronic medical record software that is designed to offer multi-specialty capabilities for healthcare facilities. The software is a multi-purpose EMR solution as it offers a wide range of services such as medical practice management, medical billing services, and cl...


14. AnesthesiaOS

  • Best for: SMBs
  • Price:
  • Apr 17, 2022
Compare AnesthesiaOS Vs. PracticePanther Legal Case Management

AnesthesiaOS is a cloud-based as well as on-premise information management system for hospitals that can serve as an electronic medical recording system or easily integrate with any electronic health record.


15. Inpatient EHR

  • Best for: SMBs
  • Price:
  • Dec 13, 2022
Compare Inpatient EHR Vs. PracticePanther Legal Case Management

Inpatient EHR software is a web-based solution that offers authenticated users in healthcare organizations, secure access to patient records at any time and from anywhere. It features a suite of clinical applications built to facilitate communication, work efficiency, time-to-chart process, and erro...


16. Collegix

  • Best for: Small, medium and large size businesses
  • Price:
  • May 23, 2022
Compare Collegix Vs. PracticePanther Legal Case Management

Collegix is an award-winning cloud-based School Management software, it is designed to support small, medium and large size schools. Collegix received a rating of 2.5 from ITQlick team. The software cost is considered average (3/5) when compared to other solutions in their category.


17. App4Legal

  • Best for: Small, medium and large size businesses
  • Price: starts at $10 per user/month
  • Jun 15, 2022
Compare App4Legal Vs. PracticePanther Legal Case Management

App4Legal is a legal management software designed to help law firms or legal practitioners to manage their cases, track trademarks, patents, and copyright.


18. ActionStep

  • Best for: SMBs
  • Price: starts at $89 per user/month
  • Dec 06, 2022
Compare ActionStep Vs. PracticePanther Legal Case Management

ActionStep is a web based practice management solution for small and medium businesses. It offers automation of business processes and management of projects and clients from anywhere. The software was designed and launched by Actionstep Software Company headquartered in Auckland, New Ze...


19. PowerVista RollCall

  • Best for: Small, medium and large size businesses
  • Price: starts at $2,300 per license
  • Jun 10, 2022
Compare PowerVista RollCall Vs. PracticePanther Legal Case Management

PowerVista RollCall is an award-winning cloud-based School Management software, it is designed to support small, medium and large size schools. PowerVista RollCall received a rating of 4.4 from ITQlick team. The software cost is considered average (3/5) when compared to other solutions in their cat...


20. PrimeSUITE

  • Best for: Medium and large size businesses
  • Price: starts at $20,000 per license
  • Jun 17, 2022
Compare PrimeSUITE Vs. PracticePanther Legal Case Management

PrimeSUITE software is an electronic health record, practice management, and revenue cycle services solution. The solution offers a number of features that include a population health module that drives improved results of patients groups.


21. dealcloser

  • Best for: Small, medium and large size businesses
  • Price: starts at $69 per month
  • Jun 23, 2022
Compare dealcloser Vs. PracticePanther Legal Case Management

Dealcloser is a legal management software for law firms to organize and track deals, securely store documents, manage signatures digitally, and reduce overhead costs.


22. Law Ruler Legal Practice Management

  • Best for: Small businesses and start ups
  • Price: starts at $169 per month
  • Jun 19, 2022
Compare Law Ruler Legal Practice Management Vs. PracticePanther Legal Case Management

Law Ruler is a legal management software designed to help law firms make business decisions with data backings.


23. Insta HMS

  • Best for: SMBs
  • Price: starts at $20 per user/month
  • Jan 26, 2022
Compare Insta HMS Vs. PracticePanther Legal Case Management

Insta Health Solutions specializes in providing cloud-based and local server-based solutions to hospitals and clinics across the globe. It enhances their efficiency and productivity by automating clinical, financial, operational and management processes. Insta Health Solutions has a customer base of...


24. Rocket Matter

  • Best for: SMBs
  • Price: starts at $39 per user/month
  • Dec 06, 2022
Compare Rocket Matter Vs. PracticePanther Legal Case Management

Rocket Matter is a web based law practice management solution for businesses of all sizes. It offers such capabilities as billing and invoicing, expense tracking, trust accounting, and others. The software was designed and launched by Rocket Matter LLC headquartered in Florida, United States.


25. Populi

  • Best for: Small, medium and large size businesses
  • Price: starts at $199 per month
  • Jul 01, 2022
Compare Populi Vs. PracticePanther Legal Case Management

Populi is a fast growing cloud-based School Management software, it is designed to support small, medium and large size schools. Populi received a rating of 4.6 from ITQlick team. The software cost is considered average (3/5) when compared to other solutions in their category.


26. Transaction Commons

  • Best for: Small businesses and start ups
  • Price: starts at $200 per month
  • Feb 28, 2022
Compare Transaction Commons Vs. PracticePanther Legal Case Management

Transaction Commons is a business negotiating software that improves communication in transaction processes and organizes documents for business negotiations.


27. CASEpeer

  • Best for: Small, medium and large size businesses
  • Price: starts at $89 per user/month
  • Jul 07, 2022
Compare CASEpeer Vs. PracticePanther Legal Case Management

CASEpeer is a case management software for plaintiff attorneys to revolutionize case management, track fees, enhance client communication, and oversee negotiation processes and litigations.


28. LegalTrek

  • Best for: Small, medium and large size businesses
  • Price: starts at $45 per month
  • Jul 07, 2022
Compare LegalTrek Vs. PracticePanther Legal Case Management

LegalTrek is a time tracking software designed as an end-to-end legal practice management platform from which law firms can track tasks with events and reminders, manage clients, and create documents & billings.


29. FileHold Document Management

  • Best for: Small, medium and large size businesses
  • Price: starts at $25 per month
  • Jul 04, 2022
Compare FileHold Document Management Vs. PracticePanther Legal Case Management

FileHold is a document management solution for businesses of all sizes. Its capabilities include document capturing, archiving and retention, collaboration, metadata management, and others. The software was designed and launched by FileHold Systems Inc headquartered in British Columbia, ...


30. Orbund

  • Best for: SMBs
  • Price: starts at $500 per feature
  • Jul 13, 2022
Compare Orbund Vs. PracticePanther Legal Case Management

Orbund is a trending cloud-based School Management software, it is designed to support small and medium size schools. Orbund received a rating of 4.4 from ITQlick team. The software cost is considered average (3/5) when compared to other solutions in their category.


31. Smokeball Software

  • Best for: SMBs
  • Price: starts at $29 per user/month
  • Dec 06, 2022
Compare Smokeball Software Vs. PracticePanther Legal Case Management

Smokeball software is a cloud-hosted legal practice management solution that is specifically built for small law firms. The platform provides various features which include contact management, case management, time tracking, billing, document automation, Word & Outlook integrations, and accounting.


32. GrowPath

  • Best for: Medium and large size businesses
  • Price:
  • Jul 29, 2022
Compare GrowPath Vs. PracticePanther Legal Case Management

GrowPath is a cloud-based legal management software built to help law firms track communications, simplify conversions, and score leads. The software also enables them to measure and account for the resources spent on marketing and outreach.


33. TrialLine

  • Best for: Small, medium and large size businesses
  • Price: starts at $41 per month
  • Jul 31, 2022
Compare TrialLine Vs. PracticePanther Legal Case Management

TrialLine is a cloud-based legal management solution that allows attorneys to garner insights into cases, create custom standard timelines, and show them by the events. It also enables them to categorize claims based on multiple views and filters and handle custom color palettes and images.


34. MerusCase

  • Best for: Small, medium and large size businesses
  • Price: starts at $40 per user/month
  • Jul 28, 2022
Compare MerusCase Vs. PracticePanther Legal Case Management

MerusCase is a web based legal practice management solution for law firms of all sizes. It offers such capabilities as client management, records management, expense tracking, and others. The software was designed and launched by Merus Inc headquartered in California, United States.


35. CareRecord

  • Best for: Medium and large size businesses
  • Price:
  • Jul 28, 2022
Compare CareRecord Vs. PracticePanther Legal Case Management

CareRecord is an electronic health record software that is designed for human services and post-acute care activities. The solution has a number of features which include medical document repository, billing process management tools, patient portal among others.


36. CuroComp Software

  • Best for: Small, medium and large size businesses
  • Price:
  • Jul 29, 2022
Compare CuroComp Software Vs. PracticePanther Legal Case Management

CuroComp Software is an award-winning cloud-based Human Resources software, it is designed to support small, medium and large size business. CuroComp Software received a rating of 4.5 from ITQlick team. The software cost is considered a bit pricey (4.9/5) vs their competitors.


37. 75health

  • Best for: Small businesses and start ups
  • Price: starts at $10 per user/month
  • Aug 05, 2022
Compare 75health Vs. PracticePanther Legal Case Management

75health software is a cloud-based electronic medical and health record solution that is designed for small and medium medical professionals. The solution has a number of features which include a patient portal that helps patients keep track of their medical information.


38. Quanta WebHIMS

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 23, 2022
Compare Quanta WebHIMS Vs. PracticePanther Legal Case Management

A complete hospital management software using mobile apps. Mobile applications for Doctors, Nurses, CEO, CFO, Patients, Pharmacy. Do every hospital operation on the touch of your mobile phones | Tablets. Birlamedisoft provides easier solutions and a better management system for hospitals which helps...


39. Panacea EHR

  • Best for: Small, medium and large size businesses
  • Price:
  • Sep 23, 2022
Compare Panacea EHR Vs. PracticePanther Legal Case Management

Panacea EHR is a cloud-based electronic health record for small, mid-sized and large practices. The solution offers users self-service portal that allows patients to access their healthcare information. It also has customizable templates that allows documentation of a patients visit.


40. CoCounselor

  • Best for: Small, medium and large size businesses
  • Price: starts at $50 per case/month
  • Sep 29, 2022
Compare CoCounselor Vs. PracticePanther Legal Case Management

CoCounselor is a legal management software designed to help lawyers and law firms track marketing campaigns and prospect acquisition costs. They can also measure the marketing campaigns to see which is more productive, using scheduled reports.


41. IntelligenceBank Knowledge Management

  • Best for: Small, medium and large size businesses
  • Price: starts at $15 per feature/month
  • Oct 05, 2022
Compare IntelligenceBank Knowledge Management Vs. PracticePanther Legal Case Management

IntelligenceBank Knowledge Management is a document management solution for businesses of all sizes. Its key capabilities include online document management, workflow management, database customization, and others. The software was designed and launched by IntelligenceBank Pty Ltd headqu...


42. ProTempus

  • Best for: Small businesses and start ups
  • Price: starts at $100 per month
  • Oct 18, 2022
Compare ProTempus Vs. PracticePanther Legal Case Management

ProTempus is a growing cloud-based Legal Management software, it is designed to support small and medium size business. ProTempus received a rating of 4.9 from ITQlick team. The software cost is considered affordable (1.1/5) when compared to alternative solutions.


43. TrialWorks

  • Best for: Small, medium and large size businesses
  • Price: starts at $495 per license
  • Jan 30, 2023
Compare TrialWorks Vs. PracticePanther Legal Case Management

TrialWorks is a growing cloud-based Legal Management software, it is designed to support small, medium and large size business. TrialWorks received a rating of 4.4 from ITQlick team. The software cost is considered a bit pricey (4.9/5) vs their competitors.


44. Prevail Case Management

  • Best for: Small, medium and large size businesses
  • Price: starts at $119.95 per user/month
  • Oct 07, 2022
Compare Prevail Case Management Vs. PracticePanther Legal Case Management

Prevail Case Management is a legal practice management solution for businesses of all sizes. Its capabilities include records management, conflict resolution, docket management, and others. The software was designed and launched by Practice Technology Inc headquartered in Florida, Untied States.


45. LegalEdge

  • Best for: Small, medium and large size businesses
  • Price: starts at $750 per license
  • Oct 07, 2022
Compare LegalEdge Vs. PracticePanther Legal Case Management

LegalEdge is a web based legal practice management solution for legal practices of all sizes. It offers such services as role-based dashboards, contact management, document management, and others. The software was designed and launched by LegalEdge Software headquartered in Pennsylvania, United Stat...


46. Legal Files

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 27, 2023
Compare Legal Files Vs. PracticePanther Legal Case Management

Legal Files Software is a case and matter management software helping users in handling wide array of legal matters in addition to administrative tasks, processes and workflows.


47. SmartAdvocate Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $89 per user/month
  • Jan 27, 2023
Compare SmartAdvocate Software Vs. PracticePanther Legal Case Management

SmartAdvocate Software is a growing cloud-based Legal Management software, it is designed to support small, medium and large size business. SmartAdvocate Software received a rating of 4.6 from ITQlick team. The software cost is considered average (3.4/5) when compared to other solutions in their ca...


48. eResidentCare

  • Best for: Small, medium and large size businesses
  • Price:
  • Oct 11, 2022
Compare eResidentCare Vs. PracticePanther Legal Case Management

eResidentCare is a web-based solution that is designed to cater to communities, adult foster care, residential care, group homes, and mental health practice. It has a number of features that include an electronic medication administration record tool that keeps track of whether patients took, refuse...


49. eHAT

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 28, 2022
Compare eHAT Vs. PracticePanther Legal Case Management

eHAT general practice is one stop EMR that cancapture complete patient health information thereby establishing and maintaining effective clinical workflows. The patient health information is available instantly and securely to the authorized users. The EMR uses SOAP method of documentation that help...


50. STARS

  • Best for: SMBs
  • Price: starts at $399 per month
  • Feb 06, 2023
Compare STARS Vs. PracticePanther Legal Case Management

STARS is an award-winning cloud-based School Management software, it is designed to support small and medium size schools. STARS received a rating of 4.5 from ITQlick team. The software cost is considered affordable (1.3/5) when compared to alternative solutions.


51. PolicyTech

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 07, 2022
Compare PolicyTech Vs. PracticePanther Legal Case Management

PolicyTech is a policy and compliance management solution for businesses of all sizes. The services offered by it include document authoring and distribution management, policy management, automation, and others. The software was designed and launched by NAVEX Global headquartered in Nor...


52. WoundExpert

  • Best for: SMBs
  • Price: starts at $20,000 per month
  • Feb 09, 2022
Compare WoundExpert Vs. PracticePanther Legal Case Management

WoundExpert is a cloud-based electronic health record solution that can also be sued as a practices management solution suitable for use in hospitals and clinics of all sizes.


53. Treeno Content Server

  • Best for: Small, medium and large size businesses
  • Price: starts at $50 per user/month
  • Feb 12, 2022
Compare Treeno Content Server Vs. PracticePanther Legal Case Management

Treeno Document Management is a content management solution for businesses of all sizes. Its capabilities include document indexing, archiving, distribution, collaboration, and others. The software was designed and launched by Treeno Software Inc headquartered in New Hampshire, United Sta...


54. DocuVantage OnDemand

  • Best for: Small, medium and large size businesses
  • Price: starts at $20 per user/month
  • Feb 19, 2022
Compare DocuVantage OnDemand Vs. PracticePanther Legal Case Management

DocuVantage OnDemand is a document management solution for small and medium businesses. Its capabilities include document indexing, capturing, metadata management, collaboration, and others. The software was designed and launched by Document Advantage Corp headquartered in Florida, Unite...



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.