What Software Do Companies Use?

# What Software Do Companies Use? Complete Guide 2025

The most used systems by companies according to size and sector

If you're wondering what software companies use to manage their operations, you're in the right place.

In this article we analyze the most popular systems among companies, from startups to medium-sized businesses, and help you understand which one is right for your specific case.

Software for Small Companies (1-10 employees)

1. Administrative and Accounting Management

Most used software:

• QuickBooks - Most popular for basic accounting
• Xero - Cloud-based accounting solution
• FreshBooks - Ideal for service companies
• Odoo (Community version) - Free, especially in tech startups

Average cost: $50-200 USD/month

What they're for: Electronic invoicing, accounting management, tax control, basic expense control.

2. CRM (Customer Management)

Most used software:

• HubSpot (free plan) - Startups and small tech companies
• Zoho CRM - Affordable price
• Salesforce Essentials - Companies planning fast growth
• Excel/Google Sheets - Still widely used

Average cost: $0-100 USD/month

3. Communication and Collaboration

Standard tools:

• WhatsApp Business - Universal (99% of companies)
• Gmail/Outlook - Corporate email
• Google Workspace - Docs, Sheets, Drive
• Slack - Tech companies

Average cost: $6-12 USD/user/month

Software for Medium Companies (10-50 employees)

This is where software becomes critical for operations.

1. ERP Systems (Enterprise Resource Planning)

Most used:

SAP Business One

• Used by: Medium-large companies in industry, retail, distribution
• Cost: $50,000-150,000 USD implementation + $5,000-15,000/year licenses
• Advantage: Complete and robust
• Disadvantage: Expensive, complex, overkill for most

Microsoft Dynamics 365 Business Central

• Used by: Companies already in Microsoft ecosystem
• Cost: $70-100 USD/user/month
• Advantage: Office integration
• Disadvantage: Expensive to scale

Odoo (Enterprise version)

• Used by: Tech companies, grown startups
• Cost: $24-35 USD/user/month
• Advantage: Modular, modern, customizable
• Disadvantage: Requires configuration and expertise

Custom / Bespoke Systems

• Used by: Companies with very specific processes
• Cost: $25,000-80,000 USD one-time + maintenance
• Advantage: Exactly what you need
• Disadvantage: Requires initial investment

2. Logistics Management Software

Most used:

TMS (Transportation Management Systems):

• Various commercial solutions
• Custom systems - Many medium companies develop their own

Cost: $5,000-25,000 USD + $200-1,000/month

What for? Route management, delivery tracking, fleet optimization, driver control.

3. Software for Distributors

Typical stack of a 15-40 employee distributor:

Order management:

• ERP or custom system
• Cost: $300-2,000 USD/month

Inventory:

• Integrated with ERP or dedicated system
• Cost: included or $100-500 USD/month

Logistics:

• TMS or proprietary development
• Cost: $500-2,000 USD/month

B2B Platform for customers:

• Custom development (increasingly common)
• Cost: $25,000-50,000 USD one-time
• Example: Web platform where retail stores place orders online

4. Software for Retail

Companies with 2-10 stores:

POS (Point of Sale):

• Various commercial solutions
• Square, Shopify POS

Centralized inventory:

• Integrated with POS or separate system
• Critical to know what's in each store

E-commerce:

• Shopify - For online sales
• WooCommerce - If already on WordPress
• Custom development - Larger companies

Total monthly cost: $300-2,000 USD depending on size

Software for Large Companies (50+ employees)

Large companies typically use:

ERP:

• SAP - Large industries
• Oracle - Banks, telecom
• Microsoft Dynamics - Corporates

Cost: $100,000-500,000+ USD implementation

Other systems:

• CRM: Salesforce Enterprise
• HR: Workday, SAP SuccessFactors
• BI: Tableau, Power BI
• Custom: Proprietary systems for core processes

Trend 2025: Hybrid (SaaS + Custom)

What we see more and more:

Medium-sized companies are adopting an intelligent hybrid model:

SaaS for generic functions:

• Accounting: QuickBooks
• Email: Gmail
• Docs: Google Workspace
• HR: local systems

Custom software for competitive advantage:

• Unique order process
• B2B platform for customers
• Specific logistics management
• Integration between systems

Why?

• SaaS for standard = cheaper
• Custom for differentiator = more value

Example: Distributor uses QuickBooks for accounting (SaaS) but has custom B2B system where their 200 customers place orders online.

What Software Does YOUR Company Need?

Depends on 3 factors:

1. Company size

1-10 employees:

→ Basic SaaS stack ($100-500/month total)

10-30 employees:

→ Hybrid: SaaS + maybe 1 custom system for core process

30-50+ employees:

→ ERP or robust custom system + SaaS to complement

2. Your industry

Distribution/Logistics:

You need inventory management system, orders and routes. Generic software usually doesn't work well.

Retail:

Integrated POS + centralized inventory + e-commerce

Services:

Powerful CRM + project management + billing

Manufacturing:

ERP with production module + inventory + quality

3. Your budget

Less than $5,000 USD:

→ Only SaaS, no custom

$10,000-30,000 USD:

→ Can consider 1 custom system for critical process

$30,000-100,000+ USD:

→ Complete custom system or enterprise ERP

Common Mistakes When Choosing Software

❌ Mistake 1: Choosing by price without seeing ROI

"System A costs $5,000, custom system $40,000... let's go with A."

Problem: If system A doesn't do what you need, you end up with manual workarounds costing $2,000/month in lost time.

$2,000/month x 24 months = $48,000 lost

❌ Mistake 2: Not considering scaling cost

System costing $50/user/month:

• Year 1 (10 users): $6,000
• Year 3 (40 users): $24,000/year
• Total 3 years: $45,000

Custom software: $35,000 one-time, unlimited users.

❌ Mistake 3: Forcing your process to generic software

Your competitive advantage is YOUR PROCESS. If you change it to fit generic software, you lose what differentiates you.

Success Stories: Companies That Chose Right

Case 1: Distributor - Custom B2B Software

Before:

• Accounting software for bookkeeping
• Orders by phone/WhatsApp
• Excel for tracking
• 25 hours weekly in manual processing

After:

• Accounting software still for bookkeeping
• Custom web platform where 200 customers place orders online
• Automatic integration
• 3 hours weekly in exceptions

Investment: $35,000 USD

Annual savings: $42,000 USD

Case 2: Multi-Store Retail - Centralized Inventory

Before:

• System at each store (not connected)
• Decentralized inventory
• Constant transfers between stores
• Didn't know what was in each location

After:

• Custom centralized inventory system
• Real-time visibility
• Integrated POS at 4 stores
• 30% reduction in immobilized stock

Investment: $45,000 USD

Capital freed: $50,000 USD (first time)

Case 3: Logistics Company - Custom TMS

Before:

• Coordination by WhatsApp and calls
• Excel for routes
• No tracking for customers
• Operational chaos

After:

• Custom TMS with driver app
• Real-time GPS tracking
• 25% more deliveries per route
• Happy customers (can see tracking)

Investment: $28,000 USD

ROI: 4 months

What Software Do We Recommend?

If you're a 1-10 person company:

• Start with SaaS:
• Accounting: QuickBooks or Xero
• CRM: HubSpot free or Zoho
• Collaboration: Google Workspace

Don't invest in custom yet. Focus on selling and growing.

If you're a 10-30 person company:

• Evaluate hybrid:
• Keep SaaS for generic
• Consider custom for YOUR differentiating process

Key question: Is there ONE process that, if automated perfectly, would give you competitive advantage? → Custom

If you're a 30-50+ person company:

• You need robust system:
• ERP (if your processes are standard) or
• Complete custom system (if your processes are unique)

You can't continue with Excel and WhatsApp.

Next Steps: Find the Right Software for YOUR Company

Every company is different. There's no single answer.

We offer free 30-minute consultation:

• We analyze your current operation
• We tell you what similar companies use
• We recommend ideal stack for your case
• Realistic cost estimation

No commitment. Only professional advice so you make the best decision.

Ready to find the right software for your company?

Schedule a free consultation and discover what companies similar to yours are using.

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