Key points
- Start with your problems, not a feature list.
- Set a realistic budget for the total cost, not just the licence.
- Shortlist two or three products that know your trade.
- Insist on a demo with your own data.
- Check support, data export and what happens if you leave.
Step 1: Write down your top problems
List the five things that cost you the most time or money today. For example: stock never matches, GST returns take three days, salesmen’s orders get lost, no idea of daily profit. These become the test for every product you look at.
Step 2: Decide who will use it
Count users by role: counter staff, store, accounts, salesmen, owner. This decides how many licences you need, which screens must be simple, and whether you need a mobile app.
Step 3: Choose cloud or desktop
Cloud ERP works from anywhere and handles updates and backups for you. Desktop ERP runs on your own computer and works without internet. Your internet quality, number of locations and comfort with data in the cloud decide this. See cloud vs desktop ERP.
Step 4: Set a budget for the total cost
| Cost | What to ask |
|---|---|
| Licence or subscription | One-time or yearly? Per user or per company? |
| Higher plans | Which plan includes the features you need? |
| Setup and data import | Included or charged? |
| Training | Included? For how many staff? |
| Annual maintenance | For desktop software, what does the yearly fee cover? |
| Hardware | Do you need new computers, printers or scanners? |
Our guide to ERP costs explains typical price ranges.
Step 5: Shortlist two or three products
Look for software that already works for businesses like yours, in your region. Ask for names of current users in your trade.
Step 6: See a demo with your own data
A demo with a sample company always looks smooth. Ask the vendor to use your items, a real customer and a typical bill. Watch how long billing takes, how stock updates and how GST figures appear. See how to get the most from a demo.
Step 7: Check support and the exit door
- How do you reach support, and in which languages?
- How quickly do they respond on a busy day?
- Can you export all your data to Excel if you ever leave?
- Who owns the data?
Step 8: Start small, then expand
Begin with the modules that solve your biggest problems, usually billing, stock and GST. Add the rest once staff are comfortable. See our implementation guide.
Common mistakes to avoid
- Buying on price alone, then paying for features in a higher plan.
- Choosing software built for another country’s tax system.
- Skipping training to save time.
- Going live during your busiest season.