Top 54 Workforce Management Software (Jan 2024)

2023's Best 55 Workforce Management Systems

Shlomi LaviShlomi Lavi / Jan 19, 2024

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1. Bizimply

  • Best for: Medium business
  • Price: starts at $2 per user/month
  • Jun 15, 2022
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The easiest way to manage your hourly employees. Bizimply is an All–In-One People and Shift Management Solution that changes forever the way restaurants and retail businesses are managed. Bizimply combines all the day-to-day management requirements of these businesses (Scheduling, HR, Clock-In St...


2. Vultus Connect

  • Best for: Small, medium and large size businesses
  • Price: starts at $15 per user/month
  • May 26, 2023
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In the fast-paced world of business, managing a workforce effectively is a key factor in achieving organizational success. Enter Vultus Connect Workforce Management, a groundbreaking solution that is transforming the way companies optimize their workforce operations. Designed for managers and HR pro...


3. Woffu

  • Best for: Small, medium and large size businesses
  • Price: starts at $1.61 per employee/month
  • May 26, 2023
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In today fast-paced and dynamic business environment, effective workforce management is crucial for any organization striving to stay ahead of the competition. This is where Woffu, a groundbreaking software solution, comes into play. Designed with versatility in mind, Woffu caters to a wide range of...


4. WorkforceHUB

  • Best for: Small, medium and large size businesses
  • Price: starts at $4 per employee/month
  • May 29, 2023
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In today fast-paced and ever-evolving business landscape, managing a workforce efficiently and effectively is essential for success. Enter WorkforceHUB, a groundbreaking solution that has taken the world of workforce management by storm. Designed to streamline operations and enhance productivity, Wo...


5. Albert

  • Best for: Small, medium and large size businesses
  • Price:
  • May 29, 2023
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In the bustling realm of modern business, staying ahead of the competition requires not only strategic vision but also streamlined operations. Enter Albert Workforce Management Software, an innovative solution designed to revolutionize how companies manage their workforce and propel them toward grea...


6. PeopleFluent Org Charting

  • Best for: Small, medium and large size businesses
  • Price:
  • May 29, 2023
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PeopleFluent Org Charting is an innovative tool that brings clarity and structure to organizational hierarchies, providing a visual representation of a company workforce. It is a software solution designed to simplify the process of creating and maintaining org charts, making it an invaluable asset ...


7. Optimatics

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 18, 2024
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Optimatics by Aeromark is a smarter service management software designed specifically for service-based businesses, such as facilities management, HVAC, fire and security, catering, and healthcare. It helps them to manage their field-based workforce as effectively as possible, by optimizing and auto...


8. Orquest

  • Best for: Medium and large size businesses
  • Price:
  • Jan 18, 2024
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Orquest is a software company that provides AI-based workforce management and scheduling solutions for retail and restaurant businesses. It helps them optimize their in-store teams, improve customer service, and increase sales and profitability.


9. Outerscore

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 18, 2024
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Outerscore is a B2B SaaS startup that offers a smart cloud solution to compliantly source and manage temp workers, contractors and SOWs in a single, next-gen VMS. It is designed for companies that need to manage their extended workforce efficiently and effectively.


10. Reflexis Workforce Manager

  • Best for: Medium and large size businesses
  • Price:
  • May 30, 2023
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In the fast-paced and ever-evolving world of workforce management, businesses require a powerful solution that can streamline operations, increase productivity, and enhance employee engagement. That is where Reflexis Workforce Manager steps in, an innovative software platform that has been transform...


Pricing Guide - Workforce Management Software:

Human Resources Software Products Price Range

HRIS comes with different prices, which are usually determined by either number of employees or the number of users. Either way, HR Tools pricing ranges from $5–$15 and $16–$25 per employee per month; for most providers, these prices are also set based on the robustness of the chosen package feature-wise, and they may not include fees for setup or training.

However, HR software that are priced based on the number of users may have slightly higher prices because, unlike ones with per employee prices, they do not require an organization to pay for every employee but, instead, employees that are actively using the tools. For example, Conrep is priced at around $30 per user per month, while HRnest costs around $20 per employee per month. Another instance is HRnest, which costs $1 per employee, provided its paid in bulk for 35 employees each, and 2 feature plugins, which cost $40 and $60 respectively, must be paid for alongside.

In addition, HRIS pricings are adjusted by most vendors, depending on the business size.

  • Small Businesses can expect around $5 for a single employee or nothing at all, as some software makes their basic HR features free for small workforces. Some examples are PeopleBookHR, Snappi, and IceHRM. At the same time, premium HR providers like VAIRKKO Suite costs $1 monthly per employee, Optimity pricing is around $5 monthly per user, and Attendee HRM costs $28 per year to manage 28 employees.
  • Medium Businesses that need more robust HRIS features can expect to pay between $5–$15 per employee. For instance, ICMIS Recruit costs around $6,000 per year to manage between 51–100 employees, Info:HR charges a one-time fee of $2800, and FingerCheck pricing is priced at $200 monthly for 50 employees.
  • Large Businesses can expect to pay less on a per-employee basis because the logic is the more the employee, the lesser the fee. However, the number of features and onboarding costs may cost more. For instance, FingerCheck costs $1,600 monthly for 500 employees and Britix24 $199 per month.

HRIS best of breeds and their price ranges are as follows:

  • Applicant Tracking Tools While some applicant tracking apps are priced per job posting, businesses can, however, expect to pay between $19–$28, $28–$49, and $49 upwards per user, per month. For instance, Yahoo Indeed costs around $150 per month, Monster TMS costs $5,000 per year while Manatal pricing is charged at $15 per user per month.
  • Performance Appraisal Software Like most applicant tracking solutions, performance appraisal pricing is based on a "per user, per month" basis. So, business enterprises can expect to pay between $1 to $4, $4 to $10, and $10 upwards. Note that the package type is also a determining factor for performance appraisal tool pricing, as some packages have more features than others. The pricing of some performance appraisal appls like Performly Talent starts from $2 monthly per user, Small Improvements from $5 per user per year, and AssessTEAM costs $1 monthly per user.
  • Onboarding Software Onboarding Tools are also priced on a "per user, per month" basis. Users can expect to pay between $1 and $12 upwards. However, these prices are mostly for entry-level prices found on vendor website; more robust packages may be slightly higher, depending on the number of users. For example, Boardon costs $50 per month for a bunch of active users, EmployeeConnect $6 monthly per user, and WISP pricing falls around $50 depending on company size.
  • 360 Degree Feedback 360 Degree feedback products mostly have per month pricings. In this case, companies can expect to pay between $1 and $149 and above. Again, these prices depend on the number of features the vendor is offering. Examples are Click-360 costs between $7-$55 per report, SurveyLab $29 per month, and Bloomin costs $4 monthly per user.
  • Payroll The pricing for payroll products is usually divided into three tiers and priced per user per month. Enterprises can expect to pay between $1 to $5, $5 to $12, and above $12 per user, per month and depending on the tier. For instance, Payroll Mate is priced around $120 per year ($15 per month) and Payment Evolution Payroll costs $22 monthly per user. Alternatively, some payroll products have a one-time payment; examples are Accounting Xpert costs around $1,500 for one user, and Brightpay pricing is around $300.

11. TimeTrex Time & Attendance

  • Best for: Small, medium and large size businesses
  • Price: starts at $2.90 per month
  • May 30, 2023
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TimeTrex Time & Attendance is a revolutionary software solution that has become a game-changer for businesses across various industries. With a robust suite of features, this innovative platform caters to the needs of businesses of all sizes, from small startups to large enterprises. At its core, Ti...


12. Out n About! For Outlook

  • Best for: Small, medium and large size businesses
  • Price: starts at $349 per license
  • Jan 18, 2024
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Out n About! For Outlook is a software that helps you track the whereabouts and availability of your employees in real-time, from your phone or desk. It is designed for administrative assistants and managers who need to manage their workforces current status and timesheets. It fully integrates with ...


13. Patrol-IT

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 18, 2024
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Patrol-IT is software that helps you manage and monitor your mobile workforce in real-time. It is available as an app for Android and iOS devices, as well as a web portal. Patrol-IT is suitable for various industries that require tracking and reporting of field activities, such as security, cleaning...


14. EPG Staffing

  • Best for: Small, medium and large size businesses
  • Price:
  • May 31, 2023
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EPG Staffing, is the dynamic force behind countless success stories and the go-to solution for organizations in need of exceptional staff. EPG Staffing caters to a diverse range of clients, spanning from startups to Fortune 500 companies, and everything in between.


15. Gigwalk

  • Best for: Medium and large size businesses
  • Price:
  • May 31, 2023
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Gigwalk is a mobile app that connects businesses with on-demand workers, enabling them to accomplish a wide range of tasks remotely. It serves as a virtual marketplace, where businesses can post gigs and skilled professionals can apply to complete them. With its user-friendly interface and vast netw...


16. PlanMyLeave

  • Best for: Small, medium and large size businesses
  • Price: starts at $1 per user/month
  • May 31, 2023
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Leave Management System with free setup, data import, and email and chat support. PlanMyLeave is a feature-rich and comprehensive web-based leave management system with paid-time-off management, holiday and vacation planner, custom leave, and approval path settings.


17. PenguinData

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 18, 2024
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PenguinData is a company that provides workforce management software for various field service industries, such as telecom, utilities, oil and gas, and more. It was established in 2005 in Spooner, Wisconsin, United States. It has 11-50 employees and serves clients across North America.


18. PlanRight

  • Best for: Small, medium and large size businesses
  • Price: starts at $49 per month
  • Jan 18, 2024
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PlanRight is a smart and simple way to plan your business. It is a powerful add-on for WorkflowMax and Xero Practice Manager, two popular cloud-based software for managing projects, tasks, invoices, and more. PlanRight is designed for businesses that need to manage capacity and workload for their st...


19. ProTrack Labor Management

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 18, 2024
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ProTrack Labor Management is a software solution that helps businesses optimize their workforce performance, utilization, and engagement. It is designed for industries that rely on labor-intensive operations, such as manufacturing, distribution, retail, and logistics.


20. Roma Business Manager

  • Best for: Small, medium and large size businesses
  • Price: starts at $31.71 per month
  • Jan 18, 2024
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Roma Business Manager is a software solution for field service businesses that need to manage their staff, clients, schedules, and finances more efficiently. It was established in 2020 by Roma Systems, a company based in Birmingham, UK. Roma Systems has 10 employees according to its LinkedIn profile...


21. SaskTel International

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 18, 2024
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SaskTel International is a software development and professional services company that provides solutions to communication service providers (CSPs) around the world. It is a subsidiary of SaskTel, a full-service ICT and telecommunications company in Saskatchewan, Canada.


22. Service Suite 360

  • Best for: Small, medium and large size businesses
  • Price: starts at $69 per month
  • Jan 18, 2024
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Service Suite 360 is a software solution that helps service businesses manage their scheduling, invoicing, communication, and reporting needs. It was designed by service company owners, managers, and techs who understand the challenges and opportunities of running a service business.​


23. Shiftlab

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 18, 2024
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Shiftlab is an employee scheduling platform designed specifically for retailers. It was founded in 2019 in San Francisco, California, and has 11-50 employees according to LinkedIn. Shiftlab is for retail managers who want to create optimized and compliant schedules, with one click.


24. ShiftMatch

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 18, 2024
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ShiftMatch is a software solution that helps businesses manage their staffing needs by automatically matching available workers to open shifts. It is designed for industries that have fluctuating demands, such as healthcare, hospitality, retail, and education. ShiftMatch is for both employers and em...


25. ShiftPro

  • Best for: Small, medium and large size businesses
  • Price: starts at $450 per year
  • Jan 19, 2024
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ShiftPro is a software solution that helps businesses manage their workforce scheduling, payroll, and compliance. It is designed for industries that have complex and dynamic staffing needs, such as healthcare, hospitality, retail, and manufacturing.


26. Signal Software

  • Best for: Small businesses and start ups
  • Price:
  • Jan 19, 2024
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Signal Software is a company that provides rostering and real-time fatigue software for the rail industry. Signal Software is for rail operators who want to optimize their staff scheduling, reduce costs, and improve safety.


27. Timeco

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 02, 2023
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Timeco innovative software is designed for organizations of all sizes, ranging from small startups to large enterprises, across a multitude of industries. Whether you are a retail store looking to streamline employee scheduling, a manufacturing company in need of accurate time tracking, or a service...


28. SkillGuard

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 19, 2024
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SkillGuard is a mobile workforce management system that helps ensure the safety and effectiveness of workers in various industries, such as utilities, rail, construction, and aviation. It is designed for employers, principal contractors, training providers, and workers who need to access, verify, an...


29. SkyHive

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 19, 2024
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SkyHive is a technology company that provides Quantum Labor Analytics solutions to help individuals, organizations, and governments reskill their workforce and unleash their human potential.


30. Smartstaff

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 19, 2024
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Smartstaff is a workforce management platform that helps businesses source, hire, manage, engage, and retain their blue-collar workforce. It was established in 2020 in Bengaluru, Karnataka by Ankit Agarwal and Rohit Gupta.


31. Smart Workforce

  • Best for: Small, medium and large size businesses
  • Price: starts at $126.86 per month
  • Jan 19, 2024
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Smart Workforce is a workforce management software that helps employers in the security industry automate and streamline their HR tasks. It is designed for businesses that need to manage large teams of security guards, patrol officers, and control room operators. Smart Workforce was established in 2...


32. SolvedBy.Ai

  • Best for: Small, medium and large size businesses
  • Price: starts at $2,000 per month
  • Jan 19, 2024
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SolvedBy.Ai is a company that provides AI-powered solutions for businesses that face complex and critical operational and HR challenges. It was established in 2020 as a part of the WorkTech Group, which has been developing software solutions for workforce management since 2009. SolvedBy.Ai is based ...


33. Unum Leave Logic

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 03, 2023
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A cloud-based leave of absence planning software tailored to your company’s specific leave program and policies. LeaveLogic is personalized to each employee’s situation, consolidating relevant information and workflows in a self-service concierge format.


34. Storeforce

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 19, 2024
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Storeforce is a sales performance platform that helps specialty retailers optimize their store operations, workforce, and customer experience. It was founded in 2010 by Dave Loat and Chris Matichuk, who have extensive backgrounds in retail and retail management consulting. Storeforce is headquartere...


35. Movista

  • Best for: Small, medium and large size businesses
  • Price: starts at $100 per license
  • Jun 04, 2023
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Movista is an innovative software solution that has revolutionized workforce management and retail execution, making it a vital tool for businesses across various industries. Designed to cater to the needs of businesses of all sizes, Movista provides a comprehensive platform that empowers organizati...


36. ProMark

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 04, 2023
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In a world where time is money and accuracy is paramount, organizations are constantly on the lookout for innovative solutions to streamline their workforce management processes. This is where ProMark steps in, a dynamic software solution designed to optimize workforce productivity and enhance opera...


37. THRIVE HCM

  • Best for: Medium and large size businesses
  • Price:
  • Jun 04, 2023
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Thrive HCM is a comprehensive platform designed to empower businesses of all sizes with advanced tools to streamline their HR processes. Whether you are a small startup aiming for growth or a large enterprise seeking to optimize your workforce, Thrive HCM caters to a diverse range of industries and ...


38. Tamigo

  • Best for: Small, medium and large size businesses
  • Price: starts at $1.62 per user/month
  • Jan 19, 2024
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Tamigo is a workforce management software that helps businesses in various sectors, such as retail and hospitality, to optimize their operations and grow their profits. Tamigo was founded in 2006 by Jakob Toftgaard in Copenhagen, Denmark. Tamigo has over 50 employees and operates in more than 25 cou...


39. Tātou

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 19, 2024
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Tātou is a people management software for orchards, vineyards, paddocks and more. It is a reliable app co-designed in the field to work in the real world. Tātou was launched in 2019 by founders Matt Flowerday and Ben Reid. It is based in Christchurch, New Zealand. It has about 10 employees.


40. TEAM by WorkWave

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 19, 2024
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TEAM by WorkWave is a workforce management software that helps cleaning, security, and facilities management providers run their operations more efficiently and effectively. It was launched in 2022 by WorkWave, a SaaS provider based in Holmdel, New Jersey. TEAM by WorkWave is part of TEAM Software, ...


41. Team.Care

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 19, 2024
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Team.Care Network is a blockchain-based workforce engagement solution developed by Solve.Care, a global healthcare platform company. It is designed for employers who want to improve the well-being, productivity, and safety of their employees.


42. Telecetera

  • Best for: Small, medium and large size businesses
  • Price: starts at $56.52 per user/month
  • Jan 19, 2024
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Telecetera is a software company that provides mobile workforce management solutions for businesses that need to manage their field service operations. It was established in 1990 in Malvern, Worcestershire, and has been operating for over 33 years. Telecetera has one active director and an unknown n...


43. UniFocus

  • Best for: Medium and large size businesses
  • Price:
  • Jun 06, 2023
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UniFocus is a revolutionary platform that has transformed the way businesses across various industries manage their workforce. It caters to organizations seeking to streamline their operations, optimize employee performance, and enhance customer satisfaction.


44. Time2Work

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 19, 2024
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Time2Work is a workforce management solution that helps businesses manage their human resources more efficiently and securely. It is designed for any organization that needs to optimize and comply with its workforce operations, such as retail, hospitality, healthcare, education, and more.


45. VeraHR

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 06, 2023
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VeraHR is designed to cater to businesses of all sizes, from small startups to large enterprises. Its comprehensive suite of features and user-friendly interface make it a versatile platform that can adapt to the unique needs and challenges of each organization. By leveraging the power of artificial...


46. TimeKompas

  • Best for: Small, medium and large size businesses
  • Price: starts at $1.80 per employee/month
  • Jan 19, 2024
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TimeKompas is an award-winning artificial intelligence-based application that helps you manage your employees efficiently and effectively. It is designed for corporate and government offices that need to track the attendance, payroll, performance, and productivity of their staff.


47. Timeplan

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 19, 2024
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TimePlan is a workforce management software that helps businesses plan shifts, track time and attendance, manage absence and holidays, and handle HR administration. It is designed for various industries such as retail, hospitality, healthcare, and manufacturing. TimePlan was founded in Denmark in 19...


48. Workstaff

  • Best for: Small, medium and large size businesses
  • Price: starts at $99 per user/month
  • Jun 07, 2023
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Workstaff is a cutting-edge platform designed to streamline workforce management and maximize productivity for businesses across various industries. Whether you are a small startup or a large corporation, Workstaff provides innovative solutions tailored to meet the unique needs of your organization....


49. TOKN Technology

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 19, 2024
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TOKN Technology is an enterprise software company that offers mobility solutions for businesses of various sizes and industries. It was founded in 2016 in Perth, Western Australia by Clinton Schroeder and Kevin Venter. It has about 10 employees and operates globally.


50. TourTrax

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 19, 2024
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TourTrax is a mobile workforce management solution that helps field workers perform their tasks efficiently and securely. It is designed for various sectors, such as security, facilities management, healthcare, and education.


51. TrackLeave

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 19, 2024
Compare TrackLeave Vs. Bizimply

TrackLeave is a software solution that helps businesses manage their employees leaves and absences. It is designed for HR teams who want to simplify and automate the process of tracking, approving, and reporting leaves.


52. Advanced Time & Attendance

  • Best for: Small, medium and large size businesses
  • Price: starts at $5,000 per license
  • Jun 07, 2023
Compare Advanced Time & Attendance Vs. Bizimply

In the fast-paced and dynamic world of business, keeping track of employee attendance and managing workforce schedules can be a daunting task. However, with Advanced Time & Attendance, a cutting-edge solution in workforce management, businesses can streamline their operations, enhance productivity, ...


53. Tutis

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 19, 2024
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Tutis is a company that provides cloud-plus virtual reality workforce training and compliance software products. It was founded in Australia in 2016 and has been delivering innovative and effective solutions to various industries such as mining, oil and gas, construction, health, and education. Tuti...


54. uTRAC

  • Best for: Small, medium and large size businesses
  • Price: starts at $39 per month
  • Jan 19, 2024
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uTRAC is a cloud-based solution that simplifies the management of contingent labour from recruitment to payment. It is designed for dynamic businesses that need to recruit, schedule, and track any volume of workers quickly and easily. uTRAC is ideal for temp agencies and event services companies, as...



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.

After researching over 5,000 systems, we can identify the best solution for companies of all shapes and sizes. ITQlick.com is 100% free for software buyers.



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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.