Top 54 Scheduling Software

2022's Best 54 Scheduling Systems

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1. HouseCall Pro

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

HouseCall Pro is a cloud-based field management system which is designed for use in businesses of all sizes starting from small-sized businesses, medium-sized businesses, and large enterprises. The solution provides mobile support that comes in an application, which can be used on iOS and Android ph...


2. ACS Software

  • Best for: Medium and large size businesses
  • Price: starts at $279.95 per month
  • Mar 08, 2022
Compare ACS Software Vs. HouseCall Pro

ACS Software is a church management product that equips users with a ton of tools to help them operate an effective church ministry.


3. ServiceTitan

  • Best for: Small, medium and large size businesses
  • Price: starts at $398 per technician/month + $800 one-time setup cost
  • May 31, 2022
Compare ServiceTitan Vs. HouseCall Pro

ServiceTitan is a web based field service management solution for businesses of all sizes. It offers such capabilities as business intelligence, customer management, resource management, and others. The software was designed and launched by ServiceTitan headquartered in California, United States.


4. Zoom

  • Best for: Small, medium and large size businesses
  • Price: starts at $14.99 per month
  • Mar 08, 2022
Compare Zoom Vs. HouseCall Pro

Zoom is a VoIP and video conferencing software created for small to large businesses. It provides integrated scheduling, cloud, and local recording, group collaboration, premium audio, Zoom meetings and rooms, and video webinar features.


5. Dispatch

  • Best for: Small, medium and large size businesses
  • Price: starts at $99 per month
  • Mar 08, 2022
Compare Dispatch Vs. HouseCall Pro

Dispatch Field Service software is a cloud-based field service management solution designed for several industries such as health, furniture & appliance, and consumer services. The solution helps the user schedule and dispatches the field service technicians and manages tasks from start to finish.


6. Fieldwire

  • Best for: Small, medium and large size businesses
  • Price: starts at $29 per user/month
  • Mar 09, 2022
Compare Fieldwire Vs. HouseCall Pro

Fieldwire is a web based field service and construction management solution for businesses of all sizes. It offers such capabilities as document management, incident reporting, task management, and others. The software was designed and launched by Fieldwire headquartered in California, United States...


7. Workiz

  • Best for: Small, medium and large size businesses
  • Price: starts at $65 per month
  • Mar 09, 2022
Compare Workiz Vs. HouseCall Pro

Workiz is a cloud-enabled Field Service software that allows managers to receive payments from track and/or field invoices, as well as handling field service dispatch.


8. StreetSmart Advantage

  • Best for: Small, medium and large size businesses
  • Price: starts at $9.95 per user/month
  • Mar 09, 2022
Compare StreetSmart Advantage Vs. HouseCall Pro

StreetSmart Advantage is a cloud-based field service software that is built to help organizations and companies manage forms, jobs, timesheets and mileage with an automated approach. Users can use this tool to track and monitor activities, worker locations as well as information on shifts.


9. e-Builder Enterprise

  • Best for: Small, medium and large size businesses
  • Price: starts at $20,000 per license
  • Mar 09, 2022
Compare e-Builder Enterprise Vs. HouseCall Pro

e-Builder Enterprise is a construction management software solution for businesses of all sizes. Other than project management, it offers estimating, accounting, and integration services. The software was designed and launched by E-Builder Inc headquartered in Florida, United States.


10. AllegianceMD

  • Best for: SMBs
  • Price: starts at $400 per provider/month
  • Mar 09, 2022
Compare AllegianceMD Vs. HouseCall Pro

AllegianceMD is a cloud-based medical software that is designed to serve small and midsize practices. The solution offers a number of features that include prescribing of medications for patients that enables users to check if a proposed prescription has possible side effects.


Pricing Guide - Scheduling 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. GorillaDesk

  • Best for: Small businesses and start ups
  • Price: starts at $49 per month
  • Mar 09, 2022
Compare GorillaDesk Vs. HouseCall Pro

GorillaDesk is a field service management/pest control software with scheduling and invoicing tools to help users grow their field service businesses.


12. UpKeep

  • Best for: Small, medium and large size businesses
  • Price: starts at $45 per user/month
  • Jun 28, 2022
Compare UpKeep Vs. HouseCall Pro

Upkeep software is an integrated cloud-based computerized maintenance management solution modeled to offer businesses functionalities that help them to manage assets and facilities. The core features of UpKeep software include Audit management, Inventory Management, Maintenance Management, Work orde...


13. DrChrono EHR

  • Best for: Small, medium and large size businesses
  • Price: starts at $199 per license
  • Mar 09, 2022
Compare DrChrono EHR Vs. HouseCall Pro

DrChrono EHR is a cloud-hosted medical practice management platform that is compatible with iPhone and iPad devices. The software offers EHR & medical billing solutions that lets its users manage patient intake, billing, revenue cycle management, and clinical charting.


14. Service Autopilot

  • Best for: Small, medium and large size businesses
  • Price: starts at $47 per month
  • Mar 09, 2022
Compare Service Autopilot Vs. HouseCall Pro

Service Autopilot is a web based field service management solution for small and medium businesses. It offers such capabilities as dispatch management, payroll management, routing and scheduling, and others. The software was designed and launched by Backtell LLC headquartered in Texas, United States...


15. MINDBODY

  • Best for: Small, medium and large size businesses
  • Price: starts at $139 per month
  • Mar 09, 2022
Compare MINDBODY Vs. HouseCall Pro

MINDBODY is cloud-based appointment scheduling, and club management solution designed salons, spas, wellness centers, and massage centers among others in small and midsize businesses.


16. Acuity Scheduling

  • Best for: Small businesses and start ups
  • Price: starts at $14 per month
  • Mar 10, 2022
Compare Acuity Scheduling Vs. HouseCall Pro

Acuity Scheduling is a web based appointment scheduling solution for small and medium businesses. Its capabilities include 24/7 booking, third party integrations, customization, client management, and others. The software was designed and launched by Acuity Scheduling Inc headquartered i...


17. Kickserv

  • Best for: Small businesses and start ups
  • Price: starts at $31 per month
  • Mar 10, 2022
Compare Kickserv Vs. HouseCall Pro

Kickserv is a cloud-based field management solution that is designed to work well in small-sized businesses. It provides them with functionalities and tools that enable them to manage invoices and payments, jobs, team schedules, estimates and leads in one interface.


18. NexTech EMR

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 11, 2022
Compare NexTech EMR Vs. HouseCall Pro

Nextech EMR software is an integrated cloud based Electronic Medical Record and Practice Management software that is specifically designed to offer functional solutions to medical practices of all sizes. It is a fully integrated software solution that features EMR and PM within one database.


19. MIR-RT

  • Best for: SMBs
  • Price: starts at $5,000 per license
  • Mar 12, 2022
Compare MIR-RT Vs. HouseCall Pro

MIR-RT software is an on-premises fleet management software that helps businesses to schedule and manage all preventive maintenance tasks for vehicles in their fleet. The software allows the user to capture, share, as well as analyze all data through a single centralized system.


20. AdaCare

  • Best for: Small, medium and large size businesses
  • Price: starts at $99 per 2 users/month
  • Mar 12, 2022
Compare AdaCare Vs. HouseCall Pro

AdaCare is a cloud-based home care scheduling software that is offered by Neurosoftware which is a company based in the United States and was founded in 1999. AdaCare incorporates features such as billing and invoicing, client management, field communication, care plan management, caregiver manageme...


21. Favro

  • Best for: SMBs
  • Price: starts at $10.20 per month
  • Mar 13, 2022
Compare Favro Vs. HouseCall Pro

Favro is a cloud based project portfolio management solution with collaboration tools for organizational flow and is designed to meet the needs of any project size.


22. ScheduleBase

  • Best for: Medium and large size businesses
  • Price: starts at $10 per month
  • Mar 12, 2022
Compare ScheduleBase Vs. HouseCall Pro

ScheduleBase is an online employee scheduling software that can help users to schedule anytime, anywhere and send schedules by text message and email. Staff will be able to submit requests and quickly view their schedules without having to visit or calling anyone using this online employee ...


23. TechWare MainTrac

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 12, 2022
Compare TechWare MainTrac Vs. HouseCall Pro

TechWare MainTrac offers is an on-premise computer maintenance management software that provides work orders listings, projected cost analysis, and equipment assignment. TechWare MainTrac has several features which include preventive maintenance, scheduling, technical management, and work order mana...


24. HealthWyse

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 14, 2022
Compare HealthWyse Vs. HouseCall Pro

HealthWyse software is a complete, web-based electronic medical records solution built for health care practices of every size. The solution was built by HealthWyse company located in Massachusetts but it has since been acquired by Casamba Company.


25. Vonigo

  • Best for: SMBs
  • Price: starts at $98 per user/month
  • Mar 14, 2022
Compare Vonigo Vs. HouseCall Pro

Vonigo is a web based field service management solution for businesses of all sizes. It offers such capabilities as scheduling and routing, work order management, billing and invoicing, and others. The software was designed and launched by Vonigo Software Ltd headquartered in British Columbia, Canad...


26. Total Dispatch

  • Best for: Small, medium and large size businesses
  • Price: starts at $99 per month
  • Mar 14, 2022
Compare Total Dispatch Vs. HouseCall Pro

Total Dispatch is a cloud-based freight management solution that offers dispatch & billing tools specifically tailored for petroleum carriers. Some distinctive features of Total Dispatch software include billing and invoicing, scheduling, mileage tracking, vehicle tracking, Computer-aided dispatch, ...


27. Job Tracker Professional

  • Best for: Small, medium and large size businesses
  • Price: starts at $35 per user/month
  • Mar 14, 2022
Compare Job Tracker Professional Vs. HouseCall Pro

Job Tracker Professional is a cloud-based field service management solution that is tailored to serve the construction and property maintenance industry. The software solution permits users to create quotations, estimates, costings, jobs, credit notes, invoices purchase orders, and much more.


28. ThermoGRID

  • Best for: SMBs
  • Price:
  • Apr 08, 2022
Compare ThermoGRID Vs. HouseCall Pro

ThermoGRID is a software created for HVAC companies that make their processes simpler and faster. It helps ensure that clients get the best service on time, which increase sales, as well as lessen paper works that make work more convenient for the management or people in charge.


29. Facilities Management eXpress

  • Best for: SMBs
  • Price: starts at $35 per user/month
  • May 22, 2022
Compare Facilities Management eXpress Vs. HouseCall Pro

Facilities Management eXpress is a CMMS designed to assist in accelerating an organization productive operations, automate and streamline workflows, and transform actionable insights into positive results.


30. Samsara

  • Best for: Small businesses and start ups
  • Price: starts at $33 per month
  • Apr 17, 2022
Compare Samsara Vs. HouseCall Pro

Samsara is a fleet management software that helps companies increase the efficiency, safety, and sustainability of their vehicular operations, and it also manages operations from the point of dispatch to delivery.


31. MaintenanceEssentials Pro

  • Best for: Small, medium and large size businesses
  • Price: starts at $649 per month
  • Mar 20, 2022
Compare MaintenanceEssentials Pro Vs. HouseCall Pro

MaintenanceEssentials Pro is a SaaS-based Management Software that allows its users to manage maintenance information on facility equipment and track their assets through an integrated management system.


32. ClockShark

  • Best for: SMBs
  • Price: starts at $3 per user/month
  • Mar 20, 2022
Compare ClockShark Vs. HouseCall Pro

ClockShark is a cloud based mobile time tracking and scheduling application that is designed to cater to companies in the construction and field service industries. It helps the employers to track, schedule employees, find their location using GPS and also categorize job costs in a centralized point...


33. PrognoCIS EMR

  • Best for: Small, medium and large size businesses
  • Price: starts at $249 per month
  • Apr 21, 2022
Compare PrognoCIS EMR Vs. HouseCall Pro

PrognoCIS EMR is a cloud-based electronic medical records (EMR) solution which is designed to assist medical facilities and practitioners manage patient medical recording. The software is ICD-10 compliant and MU certified core features include integrated modules for EHR, Practice Management, Revenue...


34. Pure Chat

  • Best for: Small businesses and start ups
  • Price: starts at $39 per month
  • Mar 21, 2022
Compare Pure Chat Vs. HouseCall Pro

Pure Chat is a web based live chat solution for small and medium sized businesses. It offers such capabilities as assignment management, customizable branding, transfers and routing, and others. The software was designed and launched by Pure Chat Inc headquartered in Arizona, United States.


35. Sign Up Genius

  • Best for: Small, medium and large size businesses
  • Price: starts at $8.99 per month
  • Aug 23, 2022
Compare Sign Up Genius Vs. HouseCall Pro

SignUpGenius is a web based volunteer management solution for non-profit businesses of all sizes. It offers such capabilities as attendance management, group management, registration management, and others. The software was designed and launched by SignUpGenius Inc headquartered in North Carolina, U...


36. 7shifts

  • Best for: Small, medium and large size businesses
  • Price: starts at $17.99 per location/month
  • Apr 24, 2022
Compare 7shifts Vs. HouseCall Pro

7shifts is a web based restaurant employee scheduling solution for businesses of all sizes. Its capabilities include labor cost forecasting, multi-location support, email notifications, and others. The software was designed and launched by 7shifts headquartered in Ottawa, Canada.


37. MobileFrame Field Service

  • Best for: Small, medium and large size businesses
  • Price: starts at $500 per license
  • Mar 02, 2022
Compare MobileFrame Field Service Vs. HouseCall Pro

MobileFrame Field Service software is a solution that provides instant visibility into back-office service information and data. The solution has several functionalities that include a mobile application tool that will guide the field service technicians through best practices.


38. NewWaySERVICE

  • Best for: Small, medium and large size businesses
  • Price: starts at $25.94 per technician/month
  • Mar 02, 2022
Compare NewWaySERVICE Vs. HouseCall Pro

NewWaySERVICE software is a cloud-based developing management solution. It offers a number of features that include technicians appointments that allow users to set up work schedules for each of the technicians.


39. Kareo

  • Best for: Small, medium and large size businesses
  • Price: starts at $150 per provider/month + 4% - 9% (collections)
  • Mar 23, 2022
Compare Kareo Vs. HouseCall Pro

Kareo EHR is a web-based Meaningful Use Stage 2 certified medical electronic health record (EHR) and practice management solution designed for physicians in small practices and billing companies.


40. Sevocity

  • Best for: Small businesses and start ups
  • Price: starts at $379 per provider
  • Mar 01, 2022
Compare Sevocity Vs. HouseCall Pro

Sevocity EHR is a cloud-based medical solution that is designed for solo and small group practices. It has a number of features that include customizable work queues, HIPAA compliant, workflow management, patient portal among others.


41. TheraNest

  • Best for: Small businesses and start ups
  • Price: starts at $39 per month
  • Mar 01, 2022
Compare TheraNest Vs. HouseCall Pro

TheraNest is a HIPAA compliant web-based mental health software that is designed for use by solo practitioners, large mental health practices, and nonprofit organizations.


42. Fleet Complete

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 02, 2022
Compare Fleet Complete Vs. HouseCall Pro

Fleet Complete is a cloud-based fleet management software that provides commercial vehicle space and mobile management using IoT solutions. The software is geared towards improving in-field staff management, dispatch, fleet dispatch, and regulatory compliance.


43. ServiceTrade

  • Best for: SMBs
  • Price: starts at $79 per technician/month
  • Mar 02, 2022
Compare ServiceTrade Vs. HouseCall Pro

ServiceTrade provides customer service applications to service contractors. Our mobile and web applications enable office staff and field technicians to deliver an amazing customer experience.


44. Smart Service

  • Best for: Small businesses and start ups
  • Price: starts at $1599.99 per license
  • Mar 22, 2022
Compare Smart Service Vs. HouseCall Pro

Smart Service is an on-premise enterprise resource planning software that is developed to be used by both individuals as well as by businesses that are in the construction industry and the field service management industry.


45. Silent Passenger

  • Best for: Large business
  • Price: starts at $16.99 per month
  • Jun 01, 2022
Compare Silent Passenger Vs. HouseCall Pro

IntelliShift Vehicle Telematicsis a cloud-based Fleet Management that enables managers to oversee multiple-use fleet operations through Business Intelligence tools.


46. Payzerware

  • Best for: SMBs
  • Price: starts at $399 per month
  • Apr 03, 2022
Compare Payzerware Vs. HouseCall Pro

Payzerware is a cloud-based Field Service software that allows managers to organize Custom dispatch groups based on function and segment, as well as tracking their group performance by the use of reports Dashboard.


47. myEvolv by Netsmart

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 25, 2022
Compare myEvolv by Netsmart Vs. HouseCall Pro

Netsmart is cloud-based as well as an on-premise solution that is developed as an electronic health record solution that is used in home care living. The solution is developed to be fit for use in all care processes that are long term and most of them are home care practices.


48. Office Practicum

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 25, 2022
Compare Office Practicum Vs. HouseCall Pro

Office Practicum is a cloud-based electronic health record solution suitable to be sued as a medical billing software as well as a practice management solution in various disciplines of the healthcare and medical industry.


49. GoHire

  • Best for: Small, medium and large size businesses
  • Price: starts at $74 per month
  • Apr 15, 2022
Compare GoHire Vs. HouseCall Pro

GoHire is a web-based recruitment software offering paperless hiring and onboarding features specially designed for restaurant industry. This software can help you to attract and bring new talent faster for comparatively less cost. This hiring solution comes with one0click advertising to a wide numb...


50. QLess

  • Best for: Small, medium and large size businesses
  • Price: starts at $60 per user/month
  • May 06, 2022
Compare QLess Vs. HouseCall Pro

QLess is an appointment scheduling app that allows businesses to practice social distancing without compromising their services to customers.


51. Launch27

  • Best for: Small businesses and start ups
  • Price: starts at $59 per month
  • May 06, 2022
Compare Launch27 Vs. HouseCall Pro

Launch27 is a field service software that enables cleaning businesses to increase their customer base, ultimately resulting in profitable ventures.


52. geoFIT

  • Best for: Small, medium and large size businesses
  • Price: starts at $1,985 per license
  • Jun 01, 2022
Compare geoFIT Vs. HouseCall Pro

Kanini Field Services Management is a web based field service management solution for businesses of all sizes. It offers such capabilities as dispatch management, customer database, service history tracking, and others. The software was developed and released by GISbiz Inc headquartered in Tennessee...


53. SuperSaaS

  • Best for: Small, medium and large size businesses
  • Price: starts at $8 per month
  • May 13, 2022
Compare SuperSaaS Vs. HouseCall Pro

SuperSaaS is an appointment scheduling software designed as an online booking platform to help businesses scale their customers and increase their revenue.


54. ServicePal

  • Best for: Small, medium and large size businesses
  • Price: starts at $59 per user/month
  • May 13, 2022
Compare ServicePal Vs. HouseCall Pro

ServicePal is a cloud-based field service management software that is developed to be used by individuals as well as by businesses that are in the field service management industry. The software makes that service industry became paperless reducing the size of office space required as well as saves ...



A Buyer's Guide to Business Software Solutions

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

Finding the right business software for your business
Proper business software selections are the precursor to successful deployment and business growth. Finding the right solutions doesnít have to be complicated, and it doesnít have to take days or weeks of your time.

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Author - 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.