Top 65 Website Content Management Software

TOP 65 Website Content Management Software

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1. wix

  • Best for: Small businesses and start ups
  • Price: starts at $4.50 per month
  • Mar 09, 2022
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Wix is a cloud-based website builder and content publishing software solution that aids users create professional websites even though they might not have any coding knowledge. Wix comprises a drag and drop feature as well as readymade designed templates.


2. GlobeNewswire

  • Best for: Small, medium and large size businesses
  • Price: starts at $150 per license
  • Mar 20, 2022
Compare GlobeNewswire Vs. wix

GlobeNewswire is a growing cloud-based Marketing software, it is designed to support small, medium and large size business. GlobeNewswire received a rating of 3.5 from ITQlick team. The software cost is considered affordable (1.5/5) when compared to alternative solutions.


3. Widen Media Collective

  • Best for: Medium business
  • Price: starts at $29,990 per year
  • Jul 01, 2022
Compare Widen Media Collective Vs. wix

Widen Media Collective software is a cloud-hosted digital asset management platform intended to support the content lifecycle right from creation to distribution. The software offers a central library that helps to manage documents, audio and video files, as well as images in one place.


4. Drupal

  • Best for: Small, medium and large size businesses
  • Price: starts at $500 per month
  • Apr 07, 2022
Compare Drupal Vs. wix

Drupal is an open source content management system that can help users to create all types of websites and applications starting from personal blogs to large enterprise applications. The content management systems offershundreds of modules to let you extend and customize your site. Drupal Softwa...


5. Advantage CSP

  • Best for: Small, medium and large size businesses
  • Price: starts at $79 per 2 users/month
  • Jan 02, 2022
Compare Advantage CSP Vs. wix

Advantage CSP is a content management software developed as a business-centric platform for digital experience and which enables businesses to build products faster and manage data via one means.


6. myCommunity

  • Best for: Small, medium and large size businesses
  • Price: starts at $1.35 per month
  • May 21, 2022
Compare myCommunity Vs. wix

myCommunity is a cloud-based Property Management Software that enables homeowners to handle trackable requests for utility services, manage administrative access and tools.


7. LeadLander

  • Best for: Medium and large size businesses
  • Price: starts at $55 per month
  • May 23, 2022
Compare LeadLander Vs. wix

Supercharge your sales prospecting and marketing automation efforts by identifying anonymous visitors to your website.


8. accessplanit

  • Best for: Medium and large size businesses
  • Price: starts at $400 per month
  • Jun 15, 2022
Compare accessplanit Vs. wix

Accessplanit is an LMS software designed to help organizations manage all training operations and organize and promote virtual and in-person training from one platform.


9. Centralpoint Software

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 10, 2022
Compare Centralpoint Software Vs. wix

Centralpoint is a knowledge management software for businesses to automate retention policies, dynamically create documents, manage records, and automatically apply metadata.


10. Site24x7

  • Best for: Small, medium and large size businesses
  • Price: starts at $9 per month
  • Jun 18, 2022
Compare Site24x7 Vs. wix

Site24x7 is a website monitoring and content management solution for businesses of all sizes. It offers such capabilities as performance monitoring, application monitoring, analysis, and others. The software was designed and launched by Zoho Corporation Pvt Ltd headquartered in Tamil Nad...


11. NationBuilder

  • Best for: Small, medium and large size businesses
  • Price: starts at $34 per month
  • Jun 23, 2022
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Nationbuilder is a non-profit software designed for non-profit organizations to track actions across sites, raise funds, send messages with its advanced communication tools, and build and control company databases.


12. Membroz - Manage Membership

  • Best for: Small, medium and large size businesses
  • Price: starts at $10 per user/month
  • Jan 05, 2022
Compare Membroz - Manage Membership Vs. wix

With workflow automation, you have the power to automate tedious and repetitive tasks in simple steps. Membroz can send a response every time a new member is added. It will automatically set the members privileges based on membership rules. It will send a message when membership is about to expire. ...


13. kiteworks

  • Best for: Small, medium and large size businesses
  • Price: starts at $15 per user/month
  • Jun 27, 2022
Compare kiteworks Vs. wix

Kiteworks is a cloud-based content management software that allows managers to handle 3rd party Communications across the enterprise, email, and file transfer protocols.


14. FRONTSTEPS

  • Best for: Small, medium and large size businesses
  • Price: starts at $75 per month
  • Feb 25, 2022
Compare FRONTSTEPS Vs. wix

FrontSteps is a resident engagement and property management software that enables property managers to streamline communication with residents, analyze feedback, oversee move-in and move-out processes, track resident requests, and manage visitations.


15. PayHOA

  • Best for: Small, medium and large size businesses
  • Price: starts at $49 per month
  • Mar 24, 2022
Compare PayHOA Vs. wix

PayHOA is a property management software designed to help HOA managers and property owners manage their units and properties by giving them access to account history and relevant documents via an online portal.


16. RentRedi

  • Best for: Small, medium and large size businesses
  • Price: starts at $9 per month
  • Apr 20, 2022
Compare RentRedi Vs. wix

RentRedi is a property management software that provides customizable payment options for both landlords and tenants.


17. Club Caddie

  • Best for: SMBs
  • Price: starts at $299 per month
  • Feb 24, 2022
Compare Club Caddie Vs. wix

Club Caddie is a cloud-based golf management software that helps golf course professionals and operators manage daily fees or public golfers of all types, including pass holders and members.


18. Smart Property Systems

  • Best for: Small, medium and large size businesses
  • Price: starts at $15.53 per month
  • Jul 23, 2022
Compare Smart Property Systems Vs. wix

Smart Property Systems is a cloud-based property management software that enables property managers to simultaneously handle multiple units and property types. It also allows them to collate rental payment data through a central portal and process accounts.


19. LUMAPPS

  • Best for: Medium and large size businesses
  • Price: Has a free version
  • Jul 24, 2022
Compare LUMAPPS Vs. wix

LUMAPPS is a fast growing cloud-based Board Portal software, it is designed to support medium and large size business. LUMAPPS received a rating of 3.9 from ITQlick team. The software cost is considered average (3/5) when compared to other solutions in their category.


20. Exponea

  • Best for: Small, medium and large size businesses
  • Price: starts at $0.01 per month
  • Jul 15, 2022
Compare Exponea Vs. wix

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


21. Widen Collective

  • Best for: Medium and large size businesses
  • Price: starts at $24,900 per license
  • Jul 31, 2022
Compare Widen Collective Vs. wix

Widen Collective is cloud-based document management that offers its users varying capabilities as regards storing content on the cloud. This platform allows users to save media files in different forms with the possibility of searching for any of the files in real-time when required.


22. Clickability

  • Best for: Small, medium and large size businesses
  • Price:
  • Jul 27, 2022
Compare Clickability Vs. wix

Clickability is a web content management solution for businesses of all sizes. It offers such capabilities as database replication, content approval, versioning, load balancing, and others. The software was designed and launched by Clickability Inc headquartered in California, United Sta...


23. Kentico

  • Best for: Small, medium and large size businesses
  • Price: starts at $3,499 per license
  • Jan 24, 2022
Compare Kentico Vs. wix

Kentico is a cloud-based content management system that offers e-commerce as well as marketing solutions. The software assists users manage their websites as well as online customer experiences.


24. Novi AMS

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $650 per month
  • Apr 19, 2022
Compare Novi AMS Vs. wix

Novi AMS is a cloud-based association management system that helps trade and hybrid organizations of all sizes with dues automation, accounting and event registration. Its key features include member detail maintenance, email marketing, reporting and membership management.


25. WordPress

  • Best for: Small, medium and large size businesses
  • Price: starts at $4 per month
  • Apr 19, 2022
Compare WordPress Vs. wix

WordPress is a cloud-based document management platform that is designed to provide website hosting and web building as well as blogging tools to organizations and individuals alike.


26. Arlo Software

  • Best for: Medium and large size businesses
  • Price: starts at $4.49 per month
  • Apr 19, 2022
Compare Arlo Software Vs. wix

Arlo Software is a fast growing cloud-based Web Design-UI software, it is designed to support medium and large size business. Arlo Software received a rating of 4.7 from ITQlick team. The software cost is considered affordable (1/5) when compared to alternative solutions.


27. Vagaro

  • Best for: SMBs
  • Price: starts at $25 per employee/month
  • Feb 04, 2022
Compare Vagaro Vs. wix

Vagaro is a cloud-based fitness, spa, and salon Retail POS System that lets professionals manage several facility roles and book appointments. This tool offers a seamless solution to payroll, bookkeeping, inventory management and client databases. Vagaro also features automated email marketing and t...


28. MemberLeap

  • Best for: Small businesses and start ups
  • Price: starts at $50 per month
  • Feb 09, 2022
Compare MemberLeap Vs. wix

MemberLeap is a leading cloud-based Non-Profit software, it is designed to support small and medium size business. MemberLeap received a rating of 4.8 from ITQlick team. The software cost is considered affordable (1/5) when compared to alternative solutions.


29. Appernetic

  • Best for: SMBs
  • Price: starts at $0.50 per license
  • Jan 23, 2022
Compare Appernetic Vs. wix

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


30. Dashboard Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $299 per month
  • Feb 19, 2022
Compare Dashboard Software Vs. wix

Dashboard Software is an award-winning cloud-based Non-Profit software, it is designed to support small, medium and large size business. Dashboard Software received a rating of 5 from ITQlick team. The software cost is considered affordable (1.2/5) when compared to alternative solutions.


31. IBM Enterprise Content Management

  • Best for: Small, medium and large size businesses
  • Price: starts at $1,000 per license
  • Feb 19, 2022
Compare IBM Enterprise Content Management Vs. wix

IBM Enterprise Content Management is a content management solution for businesses of all sizes. It also offers content imaging, advanced case management, and information lifecycle governance. The software was designed and launched by IBM Corporation headquartered in New York, United Stat...


32. Aplos Donor Management

  • Best for: SMBs
  • Price: starts at $29.50 per month
  • Feb 28, 2022
Compare Aplos Donor Management Vs. wix

Aplos Donor Management is a fund raising and donor management solution for businesses of all sizes. It also offers assistance in online payment processing, recurring payments, and other aspects. The software was designed and launched by Aplos Software LLC headquartered in California, Uni...


33. Qordoba

  • Best for: Small businesses and start ups
  • Price: starts at $11 per month
  • Mar 15, 2022
Compare Qordoba Vs. wix

Qordoba is a trending cloud-based Document Management software, it is designed to support small and medium size business. Qordoba 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.


34. Graduway

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $5,000 per year
  • Mar 05, 2022
Compare Graduway Vs. wix

Our platform was built with your constituents’ needs in mind and is the perfect balance of cutting-edge technology and personalized experience to ensure that your users keep engaging with your institution.


35. Ordinal Data Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $500 per month
  • Apr 05, 2022
Compare Ordinal Data Software Vs. wix

We are a highly experienced team of information technology professionals energized by opportunities to accelerate improvements in healthcare and research. We develop, integrate,and apply innovative information technology to accelerate clinical research, nurture patient communities, improve health ca...


36. Vaave

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $500 per year
  • Apr 06, 2022
Compare Vaave Vs. wix

We at Vaave envision a world in which ALL institutions effectively leverage the power of their alumni networks. We believe that enabling meaningful alumni engagement can play a major role in solving the quality and infrastructure problems in the education sector. Our mission is to grow into a global...


37. dotCMS

  • Best for: Small, medium and large size businesses
  • Price: starts at $1,400 per feature/month
  • Apr 11, 2022
Compare dotCMS Vs. wix

dotCMS is a document management software designed as a hybrid CMS for creating and managing content-driven web pages and apps to deliver engaging and trusted customer experience.


38. Entrata

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 11, 2022
Compare Entrata Vs. wix

Entrata is the only property management software provider with a single-login, open access Platform as a Service system. Offering a variety of online tools including websites, mobile apps, payments, lease signing, accounting, and resident management, Entrata currently serves more than 20,000 apartme...


39. Giveffect

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $399 per month
  • Apr 11, 2022
Compare Giveffect Vs. wix

Nonprofit Dashboard: All your systems in one place. One software to manage, analyze and care for your constituents: donors, volunteers, leads, fundraising campaigns, sponsors - and more. Each constituent receives a self-serve account, so they can get what they need, when they need it.


40. Patron Manager

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $2,500 per license
  • Apr 13, 2022
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CRM technology designed for arts and cultural organizations.


41. Filecamp

  • Best for: Small, medium and large size businesses
  • Price: starts at $29 per month
  • Apr 21, 2022
Compare Filecamp Vs. wix

FileCamp is a document management software that helps enterprises create, store, manage, and share media contents such as videos, images, and audio with internal and external users to drive performance, as well as engage and personalize their customer experience.


42. White Fuse

  • Best for: Start up, Small business
  • Price: starts at $38.21 per month
  • Apr 25, 2022
Compare White Fuse Vs. wix

White Fuse is member engagement software that bring together website, database and email to create an unrivalled and delightful member experience. Attract members with a stunning website that makes it easy to join and pay online. Engage members with easy-to-access member content, event discounts and...


43. Arts People

  • Best for: Start up, Small business, Medium business, Large business
  • Price:
  • May 09, 2022
Compare Arts People Vs. wix

Complete ticketing and fundraising software on the web. Developed by and for people who recognize the positive power of the arts! Arts People provides affordable, supported software to performing arts organizations across the US and Canada. Our product and company exist to help organizations work ef...


44. Paperflite

  • Best for: Small, medium and large size businesses
  • Price: starts at $50 per user/month
  • May 10, 2022
Compare Paperflite Vs. wix

PaperFlite is a document management software that enables users to organize, share, and track all of their content across various channels while providing leads, and to capture new customers and as well engage the existing ones.


45. Adobe Presenter

  • Best for: Small, medium and large size businesses
  • Price: starts at $15 per user/month
  • May 10, 2022
Compare Adobe Presenter Vs. wix

Adobe Presenter is an award-winning cloud-based LMS software, it is designed to support small, medium and large size business. Adobe Presenter received a rating of 4.3 from ITQlick team. The software cost is considered average (3.3/5) when compared to other solutions in their category.


46. Episerver

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $100,000 per year
  • May 11, 2022
Compare Episerver Vs. wix

Episerver is cloud-based content management solution that is particularly easy to use and simple, but still requires one to possess some basic understanding of HTML to be able to edit and update any content.


47. webdrive

  • Best for: Small, medium and large size businesses
  • Price: starts at $59.95 per license
  • May 11, 2022
Compare webdrive Vs. wix

Webdrive is an on-premise board portal solution designed for organizations that need to access or edit remote files on any server via a single interface.


48. Centercode

  • Best for: Medium and large size businesses
  • Price: starts at $500 per month
  • May 12, 2022
Compare Centercode Vs. wix

Centercode is a cloud-based and human resources software that provides organizations with customer validation solutions. The software makes use of alpha, beta, and delta tests to manage the process of taking down clients feedback.


49. Gradsgate

  • Best for: Start up, Small business, Medium business, Large business
  • Price:
  • May 16, 2022
Compare Gradsgate Vs. wix

Gradsgate is an evolutionary alumni management software that helps universities to reach out to their alumni, enhance their engagement, enrich and empower their network. Gradsgate puts years of experience in high end technology and community management in the hands of organizations to effectively co...


50. Acquia Platform

  • Best for: Small, medium and large size businesses
  • Price: starts at $141 per month
  • May 17, 2022
Compare Acquia Platform Vs. wix

Acquia Platform is a cloud-based document management software that enables managers to centralize their organization digital assets and secure them with specific permissions and access, as well as syncing them on the organization site.


51. Ontrack Workflow

  • Best for: Small, medium and large size businesses
  • Price: starts at $999 per month
  • May 17, 2022
Compare Ontrack Workflow Vs. wix

Ontrack Workflow is a SaaS document management software that enables administrators to manage their organization assets, as well as keeping track of sales and cost.


52. Salesoar

  • Best for: Small, medium and large size businesses
  • Price:
  • May 18, 2022
Compare Salesoar Vs. wix

The easiest solution for the efficient creation and management of large-scale search engine advertising campaigns for eCommerce.


53. Plerdy

  • Best for: Small, medium and large size businesses
  • Price: starts at $23 per month
  • May 18, 2022
Compare Plerdy Vs. wix

All Conversion Rate Optimization Tools in one CRO platform


54. Noodle Intranet Software

  • Best for: Medium and large size businesses
  • Price: starts at $200 per month
  • Jun 28, 2022
Compare Noodle Intranet Software Vs. wix

Noodle is a social intranet software that brings document sharing, instant messaging, micro blogging, wikis and other social business tools in one single solution. The solution comes with pre-installed system apps and a wide range of user applications for users to add where they need them. ...


55. section.io

  • Best for: Small, medium and large size businesses
  • Price: starts at $750 per month
  • Apr 19, 2021
Compare section.io Vs. wix

section.io is a growing cloud-based Web hosting software, it is designed to support small, medium and large size business. section.io received a rating of 3.9 from ITQlick team. The software cost is considered affordable (2.1/5) when compared to alternative solutions.


56. FormTitan

  • Best for: Start up, Small business, Medium business, Large business, Private use
  • Price: starts at $3 per user/month
  • Jul 26, 2022
Compare FormTitan Vs. wix

FormTitan is a growing cloud-based Internet-Online software, it is designed to support small, medium and large size business. FormTitan received a rating of 4.7 from ITQlick team. The software cost is considered average (2.6/5) when compared to other solutions in their category.


57. StaffTrax

  • Best for: Small, medium and large size businesses
  • Price:
  • Jul 21, 2022
Compare StaffTrax Vs. wix

StaffTrax is a web based human resource management solution for businesses of all sizes. It offers such capabilities as staff management, time and attendance tracking, custom reporting, and others. The software was designed and launched by Nfocus Solutions headquartered in Arizona, United States.


58. Regiondo Pro

  • Best for: Start up, Small business, Medium business, Large business
  • Price: starts at $29 per month
  • Sep 24, 2019
Compare Regiondo Pro Vs. wix

Regiondo Pro is a growing cloud-based Customer Experience Management software, it is designed to support small, medium and large size business. Regiondo Pro received a rating of 4.4 from ITQlick team. The software cost is considered affordable (1.4/5) when compared to alternative solutions.


59. Marketing Rocket

  • Best for: Start up, Small business, Medium business, Large business, Private use
  • Price: starts at $247 per year
  • Jul 18, 2022
Compare Marketing Rocket Vs. wix

Marketing Rocket is an award-winning cloud-based CRM software, it is designed to support small, medium and large size business. Marketing Rocket received a rating of 4.8 from ITQlick team. The software cost is considered affordable (1.6/5) when compared to alternative solutions.


60. Accalios ECM solutions

  • Best for: Small, medium and large size businesses
  • Price: starts at $5,132 per license
  • Oct 25, 2019
Compare Accalios ECM solutions Vs. wix

Accalio ECM is an enterprise content management solution for businesses of all sizes. It offers such capabilities as document storage, archiving, web content management, and others. The software was designed and launched by Accalio s.r.o headquartered in Prague, Czech Republic.


61. Stantive Technologies

  • Best for: Small, medium and large size businesses
  • Price:
  • Oct 21, 2019
Compare Stantive Technologies Vs. wix

Stantive Technologies is an award-winning cloud-based Content Management software, it is designed to support small, medium and large size business. Stantive Technologies received a rating of 5 from ITQlick team. The software cost is considered affordable (2.2/5) when compared to alternative solutio...


62. AgentDrive.com

  • Best for: Start up, Small business, Medium business, Large business
  • Price:
  • Dec 26, 2019
Compare AgentDrive.com Vs. wix

AgentDrive.com is a trending cloud-based Internet-Online software, it is designed to support small, medium and large size business. AgentDrive.com received a rating of 4.8 from ITQlick team. The software cost is considered affordable (1.5/5) when compared to alternative solutions.


63. Crownpeak

  • Best for: SMBs
  • Price:
  • Aug 18, 2019
Compare Crownpeak Vs. wix

Crownpeak is a growing cloud-based Content Management software, it is designed to support small and medium size business. Crownpeak received a rating of 4.1 from ITQlick team. The software cost is considered affordable (2.2/5) when compared to alternative solutions.


64. The Grid

  • Best for: Small, medium and large size businesses
  • Price: starts at $96 per user/year
  • Sep 09, 2019
Compare The Grid Vs. wix

The Grid is a growing cloud-based Web hosting software, it is designed to support small, medium and large size business. The Grid received a rating of 4.7 from ITQlick team. The software cost is considered average (2.6/5) when compared to other solutions in their category.


65. OnTrack Project Manager

  • Best for: Small, medium and large size businesses
  • Price: starts at $10 per license
  • Oct 23, 2019
Compare OnTrack Project Manager Vs. wix

OnTrack Project Manager is a fast growing cloud-based Construction software, it is designed to support small, medium and large size construction business. OnTrack Project Manager received a rating of 4.5 from ITQlick team. The software cost is considered average (3/5) when compared to other solutio...



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.