Top 54 Work Order Management Software (Dec 2022)

2023's Best 55 Work Order Management Systems

Shlomi LaviShlomi Lavi / Dec 29, 2022

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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. ServiceTitan

  • Best for: Small, medium and large size businesses
  • Price: starts at $398 per technician/month + $800 one-time setup cost
  • Dec 11, 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.


3. Fleetio Software

  • Best for: Large business
  • Price: starts at $5 per vehicle
  • Jun 01, 2022
Compare Fleetio Software Vs. HouseCall Pro

Fleetio is a fleet management solution designed to help the user track, analyze and improve the fleet operations. Fleetio suite helps automate the fleet operations and manage the asset lifecycles for fleets across multiple industries.


4. eMaint X4

  • Best for: Small, medium and large size businesses
  • Price: starts at $33 per user/month
  • Mar 08, 2022
Compare eMaint X4 Vs. HouseCall Pro

eMaint X4 is a cloud-based computerized maintenance management software (CMMS). eMaint X4 was launched by eMaint Enterprises and follows the Software as a Service (SaaS) implementation model. It incorporates a wide range of features divided into various dedicated modules.


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. Service Fusion

  • Best for: SMBs
  • Price: starts at $126 per month
  • Mar 08, 2022
Compare Service Fusion Vs. HouseCall Pro

Service Fusion is a field service management solution for businesses of all sizes. It offers such services as billing and invoicing, customer and contract management, inventory management, and others. The software was designed and launched by Service Fusion headquartered in Texas, United...


7. 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.


8. FTMaintenance

  • Best for: SMBs
  • Price: starts at $40 per month
  • Dec 29, 2022
Compare FTMaintenance Vs. HouseCall Pro

FTMaintenance is a maintenance management software solution that automates manual tasks and supervises the assets. The software was designed by FasTrak SoftWorks, Inc., headquartered in Wisconsin, United States. The software works to reduce the downtime and improve the lifetime of equipment. 


9. 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...


10. 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...


Pricing Guide - Work Order Management Software:

Computerized Maintenance Management System (CMMS) Software

Users can expect to pay between $0 and above $100 a month for the base subscription of the average CMMS Software. The price models are mostly in per month/per user form. Vendors can also charge for additional features such as mobile applications, report dashboarding and document management. However, price points at the different organization sizes vary, and the breakdown is as follows:

  • Small-sized businesses can expect to pay between $75 and $110 a month for a CMMS software. For instance, Maintenance Care Premium pricing begins at $75 a month, MicroMain costs up to $89 for each administrator, and iMaint cost price is at $75 a month. Additionally, Maintenance Connection Technician pricing goes for $60, with a Professional plan at $110 a month.
  • CMMS software for Medium organizations has a price range of $0-195 per month. For example, UpKeep pricing starts at $0 per month, Hippo CMMS cost price is at $99 a month, and eMaint CMMS pricing goes for $33 per month. Other vendors include Fracttal Asset Cloud whose base subscription price is $195 a month, MaintainX is free but with a Premium and Enterprise plan that cost $33 and $115 respectively.
  • Large companies would have to pay $225-1000 a month for CMMS software. For example, TrackAbout pricing plan starts at $225 a month; SAM Aviation Maintenance pricing begins at $300 monthly and DirectLine at $395 per month. However, some vendors use annual billing for their subscription, such as ProLease, which goes for $6000 a year.

Some of the price points for the best of breeds of CMMS software are available as follows:

  • Asset Tracking Software Asset Tracking Software generally has price points within $40 and $119 a month. For instance, Wasp AssetCloud pricing begins at $119 a month, EZOfficeInventory at $40 a month and ManagerPlus costs $45 per month. Some vendors charge annually, or a one-time license, examples of such vendors are MPulse which price begins at $3500 as a one-off fee and GoCodes which has an entry plan of $810 per year.
  • Aviation MRO software Users can expect to pay $60-$99 per month for base Aviation MRO software subscriptions. For illustration, MaintiMizer pricing starts at $60 a month, Loc8 cost price goes for $39 per month, and FreshService Blossom subscription plan starts at $29 monthly. The products also have yearly plans and one-off licensing as well; for example, SS-CMMS pricing begins at $90 a year, and ManWinWin cost price goes for a one-off fee of $599.
  • Equipment Management Software Equipment Management Software products generally begin at $5 a month. For example, Fleetio Base subscription costs $5 a month, 60Hertz pricing starts at $20 a month, and FaciliWorks 8i CMMS cost around $69 monthly. Also, PTM-Vision subscription begins at $80 per month, CHEQROOM and TabWare at $55 a month. Other products have one-time payment plans, such as MAPCON which goes for $495, FastMaint CMMS for $600 and Equipment360 for $1200.
  • Predictive Maintenance Software The price range for Predictive Maintenance Software is $20-$100 a month. QWare CMMS goes for $90 a month, Factory View Online for $50 a month and WebDPW for $20 per month for each user. AssetTiger has a yearly subscription plan of $100, and eSPACE pricing starts at $50 a month; Some vendors offer One-time subscriptions, such as Wintac which starts $1495.
  • Preventive Maintenance Software These product subscription plans begin at $20 and can go up to $2390. For example, Limble CMMS base subscription costs $35 a month, GageList Calibration Management cost price starts at $20 a month, and IndySoft Calibration Management pricing goes for $199 a month. Calibration Control also charges a one-time fee of $768, and MEX Maintenance pricing starts at $2390.
  • Work Order Software Users can expect to pay between $2 and $775 a month for Work Order Software. For instance, Sortly Pro pricing begins at $39 a month with an Ultra plan which goes for $99 monthly. MYBOS pricing goes for $2 a month and iOFFICE for $775 a month. Also, Tikkit cost price begins at $59 a month, TOPdesk for $55 a month, and OfficeTrax for $10 a month. ProCalV5 cost $3000 for a lifetime licensing.

11. FIIX CMMS

  • Best for: Small, medium and large size businesses
  • Price: starts at $45 per user/month
  • Mar 10, 2022
Compare FIIX CMMS Vs. HouseCall Pro

FIIX CMMS software is a cloud-based maintenance management solution that organizes, tracks, and schedules your maintenance activities. It offers a number of features that include work orders, physical assets, track maintenance among others.


12. Hippo CMMS

  • Best for: Small, medium and large size businesses
  • Price: starts at $35 per user/month
  • Mar 10, 2022
Compare Hippo CMMS Vs. HouseCall Pro

Hippo CMMS software is a cloud-based CMMS, maintenance, and building maintenance management solution designed for businesses of all sizes. Some of its key features include work-order software, preventive maintenance, equipment maintenance, and facility and inventory management solutions.


13. 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.


14. eMaint CMMS

  • Best for: Small, medium and large size businesses
  • Price: starts at $33 per user/month
  • Mar 12, 2022
Compare eMaint CMMS Vs. HouseCall Pro

eMaint CMMS is a cloud-based, computerized maintenance management software solution. It is built to assist businesses globally to manage their enterprise assets, track inventory, streamline workflows, and schedule preventive & predictive maintenance.


15. FieldEdge

  • Best for: SMBs
  • Price: starts at $100 per user/month
  • Mar 12, 2022
Compare FieldEdge Vs. HouseCall Pro

FieldEdge is a cloud-based Field Service Management solution, it lets users easily track customer history, dispatch, take payments, create service agreements, and more. the software is designed for home service contractors in fields including HVAC, plumbing, electrical and more. The solution allows ...


16. Circle Commerce

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

Circle Commerce is an omnichannel management software suite that handles reporting, forecasting and accounting. The solution offers a number of capabilities that include a customer reach tool that allows access to customer records.


17. TranWare

  • Best for: Small, medium and large size businesses
  • Price: starts at $29.95 per user/month
  • Mar 13, 2022
Compare TranWare Vs. HouseCall Pro

TranWare is a cloud-based transportation software that is designed for taxi, shuttle, paratransit, as well as other ground transportation fleet. TransWare has several features which include billing, dispatch management, automated scheduling, and maintenance.


18. 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...


19. Verizon Connect Reveal

  • Best for: Small, medium and large size businesses
  • Price: starts at $45 per vehicle/month
  • May 14, 2022
Compare Verizon Connect Reveal Vs. HouseCall Pro

Verizon connect reveal is a fleet management software built for companies with fleets to manage. The software provides a GPS-embedded 360-degree view of vehicles daily operations, thus giving insights on cost, vehicle maintenance needs, and how to increase productivity.


20. 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...


21. 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.


22. 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.


23. GPS Commander

  • Best for: Small, medium and large size businesses
  • Price: starts at $10 per user/month
  • Dec 09, 2022
Compare GPS Commander Vs. HouseCall Pro

GPS Commander is a cloud-hosted GPS Fleet Management Software that is designed to cater to organizations of every size. The software offers GPS Fleet Tracking Solutions that help streamline operations as well as maximize resource utilization.


24. RazorSync

  • Best for: Small businesses and start ups
  • Price: starts at $55 per 2 users/month
  • Mar 19, 2022
Compare RazorSync Vs. HouseCall Pro

RazorSync is a cloud-based Field Service Management solution and Mobile App that helps businesses to schedule jobs, process payments and manage workers. It helps to reduce time wastage, update customer records and reduce the billing cycle. RazorSync is a product of RazorSync Company founded in 2010...


25. SkuVault Software

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

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


26. ResNexus

  • Best for: SMBs
  • Price: starts at $3 per room/month
  • Apr 17, 2022
Compare ResNexus Vs. HouseCall Pro

ResNexus is a cloud-based Hotel Management software that allows its users to gather more guest reservations online through customized websites.


27. 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.


28. EDULOG FleetPro

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 30, 2022
Compare EDULOG FleetPro Vs. HouseCall Pro

EDULOG FleetPro is on-premise fleet management software to give IT solutions to school bus companies of all sizes. It has education logistics routing solution, routing and planning features, GPS tracking, web solutions, consultation, and hosted solutions for pupil transportation.


29. Lightspeed Restaurant

  • Best for: Small, medium and large size businesses
  • Price: starts at $39 per month
  • Mar 11, 2022
Compare Lightspeed Restaurant Vs. HouseCall Pro

Lightspeed Restaurant is a cloud-based, comprehensive point of sales (POS) system helping the users in managing the staff, serving the customers and monitoring performance, so they can ensure that the guests receive the best.


30. 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.


31. 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.


32. 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.


33. FASTER

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

FASTER is an on-premise or on-cloud fleet management software created for small to large businesses. It has inventory management, maintenance, work order management, spare parts, and fleet management capabilities.


34. MobiWork MWS

  • Best for: Small, medium and large size businesses
  • Price: starts at $39 per user/month
  • Mar 02, 2022
Compare MobiWork MWS Vs. HouseCall Pro

MobiWork MWS is an end-to-end field service software solution designed for employees in the office, those on the field, and customers.


35. GPS Insight

  • Best for: Small, medium and large size businesses
  • Price: starts at $39.95 per vehicle
  • Apr 03, 2022
Compare GPS Insight Vs. HouseCall Pro

GPS Insight is a fleet management software designed to help organizations with a fleet of vehicles and heavy equipment gain accountability-driven insights on vehicles/equipment locations and how they are being used.


36. 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.


37. Aeronet

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 06, 2022
Compare Aeronet Vs. HouseCall Pro

Our various feature collections allow us to create a customized, scalable solution for you, whether you are a small operator or a multi-national organization. By integrating Operations and Maintenance into one accessible platform we are able to maximize efficiency, gain accuracy and build compliance...


38. Integrated Aviation Software

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 06, 2022
Compare Integrated Aviation Software Vs. HouseCall Pro

We decided over 25 years ago we wanted to specialise. Aviation software is all we do. Maintenance and Engineering software is all we do. We live and breathe it, which is why we are able to write, beautifully design, develop and deliver truly integrated modules with seamless interfaces.


39. TCMax

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 08, 2022
Compare TCMax Vs. HouseCall Pro

TCMax Asset Management Suite is an industry-proven asset management software. It is used by organizations to track items, manage staff, generate reports, improve security, reduce operating costs, increase workflow efficiency, and prevent foreign object damage after aircraft or vehicle maintenance.


40. 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.


41. Traxxall

  • Best for: Small, medium and large size businesses
  • Price:
  • May 06, 2022
Compare Traxxall Vs. HouseCall Pro

We provide the best business jet and helicopter maintenance tracking on the market. And we support it with the most experienced team of aviation analysts in the industry – one that truly understands the challenges maintenance teams like yours face every day.


42. HippoFM

  • Best for: SMBs
  • Price: starts at $35 per user/month
  • Apr 15, 2022
Compare HippoFM Vs. HouseCall Pro

HippoFM is a web based maintenance management solution for the maintenance operations of your business. The software was launched in 2002 and is currently deployed in over 500 sites and facilities around the world. It streamlines scheduled and preventive maintenance work orders of the business. 


43. SynapseMX

  • Best for: Small, medium and large size businesses
  • Price:
  • May 07, 2022
Compare SynapseMX Vs. HouseCall Pro

The SynapseMX platform is built on modern web standards, which means we can integrate with anything through our interfaces.


44. CiiRUS

  • Best for: Small, medium and large size businesses
  • Price: starts at $300 per month
  • May 20, 2022
Compare CiiRUS Vs. HouseCall Pro

CiiRus is a hotel management software created to help hoteliers and rental property businesses speed up their business operations, generate more market leads, and manage their properties for increased profits.


45. Field Force Manager

  • Best for: Small businesses and start ups
  • Price: starts at $15 per license
  • May 13, 2022
Compare Field Force Manager Vs. HouseCall Pro

Field Force Manager is a cloud-based as well as an on-premise field management solution that is developed to be used by individuals as well as by businesses that are either operating in the service industry, the construction industry, and other industries that require field service management.


46. QT9 Quality Management

  • Best for: Small, medium and large size businesses
  • Price: starts at $1,500 per license
  • Mar 29, 2022
Compare QT9 Quality Management Vs. HouseCall Pro

QT9 Quality Management is a cloud-based Manufacturing software that makes it possible for users to automate routines within a team, improve quality by centralizing requirements for compliance, and delegating approvers of tasks according to a laid down procedure.


47. Quick Base

  • Best for: Medium and large size businesses
  • Price: starts at $15 per month
  • Apr 25, 2022
Compare Quick Base Vs. HouseCall Pro

Quick Base is a fast growing cloud-based Project Management software, it is designed to support medium and large size business. Quick Base received a rating of 4.5 from ITQlick team. The software cost is considered average (3.8/5) when compared to other solutions in their category.


48. Coolfront

  • Best for: Small businesses and start ups
  • Price: starts at $2.09 per encounter
  • Jun 02, 2022
Compare Coolfront Vs. HouseCall Pro

Coolfront is a Cloud, SaaS, Web-based application that runs on any smartphone, tablet or computer. It offers efficient work order management that has a flat rate service pricing for business needs. It can empower clients to present profitable repair fees up front as well integrate the system with th...


49. MoreApp Forms

  • Best for: Small, medium and large size businesses
  • Price: starts at $43 per month
  • Aug 23, 2022
Compare MoreApp Forms Vs. HouseCall Pro

Create a digital application form for free with our easy and intuitive Form Builder. Use MoreApp to create a form for every occasion!


50. IMS telecom OSS

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 03, 2022
Compare IMS telecom OSS Vs. HouseCall Pro

IMS Telecom OSS is a cloud-based inventory management solution designed by VC4 to offer functionalities of registering and managing telecommunications platforms and network. Some of the core IMS specifications include network topology, network equipment, and telecom workflow management solution and ...


51. SS­-CMMS

  • Best for: Small, medium and large size businesses
  • Price: starts at $9 per month
  • Jun 02, 2022
Compare SS­-CMMS Vs. HouseCall Pro

SS CMMS is a maintenance management software solution. It is a cloud based software meaning that it doesn’t require any dedicated physical memory to run the software. It can run on virtual servers and can be accessed via a remote web browser login. It is operating system agnostic.


52. Passport Business Solutions

  • Best for: Small, medium and large size businesses
  • Price: starts at $995 per license
  • Jun 02, 2022
Compare Passport Business Solutions Vs. HouseCall Pro

Passport Business Solutions (PBS) is an accounting software that helps increase business profitability. This software provides entry-level solutions and enables companies to structure a system that is peculiar to their needs.


53. Compass Regional Pro

  • Best for: Medium and large size businesses
  • Price: starts at $850 per year
  • Mar 30, 2022
Compare Compass Regional Pro Vs. HouseCall Pro

Compass Regional Pro is a facility management software that allows organizations to make flexible work schedules, coordinate multiple facilities, solve specific asset maintenance problems, and manage facility operations.


54. FleetCheck

  • Best for: Small, medium and large size businesses
  • Price: starts at $2.52 per vehicle/month
  • May 31, 2022
Compare FleetCheck Vs. HouseCall Pro

FleetCheck software is a cloud-hosted fleet management software suite that helps business owners to manage all their drivers and vehicles from a single central place. The platform ensures that the users never miss vehicle safety inspection, MOT, license check, or service.



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. 

ITQlick chart - 2023 best Work Order Management Software

2023 best Work Order Management Software | ITQlick.com

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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.