Choosing the right ERP software is one of the most pivotal decisions a growing business will make. Unlike point solutions that address a single need, an Enterprise Resource Planning system weaves through nearly every corner of your operation—finance, procurement, inventory, sales, HR, manufacturing, customer service, and more. When implemented well, it creates a unified flow of information, reduces manual work, and gives leadership real time visibility into performance. But get it wrong, and you could end up with frustrated teams, broken processes, and a six or seven figure investment that delivers little more than headaches.
The ERP market is packed with vendors, each promising seamless integration, rapid ROI, and “futureproof” technology. But promises aren’t enough. What matters are the right questions—asked at the right time, to the right people.
Here are ten questions you must ask before signing a contract. They’re not just technical checkboxes—they’re strategic filters to ensure your ERP becomes a growth engine, not a bottleneck.
1. What Are Our Actual Business Needs—and Not Just Wishlist Items?
Start by looking inward, not outward. Too many companies jump into demos before they’ve clarified their own pain points. Are you drowning in spreadsheets? Losing track of inventory across multiple warehouses? Struggling to close the books on time?
Gather input from every department that will touch the system. Finance might prioritize real time reporting, while the shop floor needs shop order tracking. Sales may want CRM integration, and procurement needs vendor performance dashboards. Create a shortlist of non-negotiable—features your business literally can’t operate without—and separate them from “nice to haves.” This clarity alone will eliminate 80% of unsuitable vendors.
2. Will This System Grow With Us—Not Just Fit Us Today?
You’re not buying software for this quarter. You’re investing in your company’s next five to ten years. Ask yourself: If we double in size, open a new facility, or launch a new product line, will this ERP still hold up?
Scalability isn’t just about user licenses. It’s about data volume, transaction throughput, multicurrency and multilanguage support, and the ability to add modules without rearchitecting everything. Cloud native platforms often handle scale more gracefully than legacy on-premises systems—but don’t assume. Ask vendors for concrete examples of clients who’ve scaled significantly on their platform. Real stories beat marketing slides every time.
03. How Well Does It Play With Our Current Tech Stack?
Let’s be honest: you’re not starting from scratch. You likely already use QuickBooks, Salesforce, Shopify, ADP, or specialized tools for engineering or logistics. Your ERP shouldn’t force you to rip and replace everything.
Ask vendors specifically:
- Do you offer native integrations with the tools we use?
- How stable are your APIs?
- Is real time sync possible, or are we stuck with nightly batch updates?
- Will we need a middleware layer or custom coding?
If data doesn’t flow cleanly between systems, you’ll end up with silos, errors, and duplicate work—the very problems ERP is supposed to solve.
04. What’s the Real Total Cost—Not Just the Sticker Price?
That “$10K/year” quote? It’s almost certainly incomplete. ERP costs hide in plain sight: implementation fees, data migration, user training, custom reports, third party consultants, annual maintenance (often 15–20% of license cost), and unexpected downtime during go live.
Request a full TCO projection over 5 years. Compare not just purchase price, but ongoing effort. A system that works well out of the box may cost more upfront but save hundreds of hours in customization and troubleshooting down the road. Remember: the cheapest option is rarely the least expensive over time.
05. How Long Until We’re Fully Live—and What Does That Journey Look Like?
Implementation timelines range from weeks to years. A realistic plan includes data cleansing, process mapping, testing, training, and change management—not just software installation.
Ask:
- Who leads the project—your team, their consultants, or a partner?
- Do you use a proven methodology (like Agile or phased rollouts)?
- Can we pilot the system in one department first?
- What happens if we fall behind schedule?
A vendor who treats implementation as a partnership—not a handoff—will dramatically increase your chances of success.
06. Will Our Team Actually Use This System?
User adoption makes or breaks ERP success. If your warehouse staff or accountants find the interface clunky or unintuitive, they’ll revert to old habits—and your ROI vanishes.
During demos, don’t just watch the sales rep. Ask to see real workflows: how a purchase order is created, how a production order is tracked, how a sales invoice is generated. Better yet, invite a few end users to sit in. They’ll spot friction points you’d never notice. Look for clean dashboards, mobile access, role based views, and simple reporting—because if it’s not easy, it won’t get used.
07. What Happens After Go Live? (Spoiler: That’s When You Need Help Most)
Many vendors disappear the moment the system goes live. But that’s often when questions peak—how to run a new report, fix a workflow, or troubleshoot an integration.
Ask about:
- Support hours and response SLAs
- Whether support staff understand your industry
- Availability of training resources (videos, knowledge base, live sessions)
- Upgrade policies—are they automatic or manual?
You’re not just buying software—you’re choosing a long-term partner. Their post-sale commitment matters as much as their product.
08. How Secure Is Our Data—And Are We Compliant?
Whether you’re in healthcare, construction, or food distribution, you likely handle sensitive data. Ask directly:
- Where is data stored? (And is it encrypted?)
- How often are backups performed?
- Do you comply with GDPR, HIPAA, SOX, or industry specific standards?
- Can we restrict access by role or location?
Security isn’t a “set it and forget it” feature. It’s a core requirement—especially in today’s regulatory environment.
09. Where Is This Product Headed in the Next 3–5 Years?
ERP isn’t static. You need a vendor who’s investing in innovation—AI driven insights, mobile enhancements, automation, better analytics. Ask to see their product roadmap. Do they involve customers in feature planning? How often do they release updates? A stagnant platform will leave you behind.
10. Can We Talk to Real Customers—Especially in Our Industry?
No demo beats a candid conversation with someone who’s lived through implementation. Ask the vendor for 2–3 references in your sector and of similar size.
Then ask them:
- What surprised you during rollout?
- Did the system deliver what was promised?
- How responsive is support when things go wrong?
Their unfiltered answers will tell you more than any brochure ever could.
We learned this the hard way.
A Lesson from the Field: Why Industry Experience Really Matters
Let me share a real moment that stuck with me.
A few years back, we were deep in the final stages of a promising ERP deal. The demos went smoothly—no glitches, all key workflows checked off, the client team seemed engaged and positive. We’d answered every technical question, walked through reporting capabilities, even mapped their production cycle into our system live. Everything pointed toward a signature.
Then, just before the contract was sent, the prospect asked if they could speak with a few of our existing customers—specifically, ones in their industry.
Now, here’s the honest part: we hadn’t yet implemented our solution in their exact vertical. We’d done projects in adjacent sectors—distribution, light manufacturing, services—but not in their niche. We were transparent about it. Instead, we offered contacts from three live implementations in similar operational environments. “They might not be in your exact space,” we said, “but their challenges around inventory, costing, and shop-floor tracking are nearly identical.”
The prospect took us up on it. They called each reference, asked detailed questions about implementation timelines, support responsiveness, even how we handled unexpected changes mid-project. And the feedback? Overwhelmingly positive. All three customers vouched for our team’s reliability, our follow-through, and the system’s stability.
But in the end, they walked away.
Not because of the product. Not because of support or pricing. Simply because we hadn’t yet worked in their specific industry.
At first, it stung. From our side, we knew our platform was flexible enough to adapt. We’d built it with configurable workflows, modular design, and real-world business logic—not rigid, industry-locked templates. We were confident we could deliver.
But stepping into their shoes, I got it. Buying an ERP isn’t like picking accounting software. It’s a multi-year commitment that touches everything. When you’re already taking a leap of faith with a new vendor, seeing someone who’s walked your exact path—with the same regulatory quirks, production cycles, or compliance needs—makes all the difference. It’s not just about functionality; it’s about trust.
That experience reshaped how we approach new verticals now. We don’t just say, “Our system can handle it.” We either partner with domain experts early, run pilot implementations, or wait until we’ve genuinely earned that first reference before heavily marketing to a new sector.
Because at the end of the day, confidence isn’t built on features alone—it’s built on proof that someone like you has already succeeded with us.
And that? That’s something no demo can fully replace.
A Modern ERP Alternative Worth Considering
If you’re evaluating ERP options that balance functionality, usability, and cost, Cyprus ERP and Onfinity ERP are two strong platforms implemented by BRS Infotek to meet different business needs.
Cyprus ERP, developed in-house by BRS Infotek on the proven Adempiere foundation, is designed for midsized and growing organizations seeking flexibility, faster deployment, and lower total cost of ownership.
Onfinity ERP, where BRS Infotek is a legal and implementation partner, offers a scalable and structured ERP approach suited for businesses requiring stronger governance and enterprise readiness.
What These Platforms Deliver
- Clean, intuitive, web-based user experience
- Cloud or on-premise deployment options
- Strong manufacturing, distribution, and costing capabilities
- Configurable workflows and built-in reporting
- Faster implementations with predictable costs
Both solutions are actively used across manufacturing, construction, healthcare, distribution, and services—helping businesses modernize operations without the complexity of legacy ERP systems.
👉 To explore the right fit for your organization, request a personalized demo via www.cypruserp.com or at Onfinity ERP.
Final Thought
Choosing an ERP isn’t about chasing features—it’s about choosing a platform that fits how your business actually operates today and supports where you want to go next.
Whether that path aligns better with Cyprus ERP or Onfinity ERP, clarity on fit early on makes all the difference.
About the Author
Surya Sagar
Founder & ERP Solution Architect, BRS Infotek
With over 18 years of hands-on ERP experience, Surya Sagar has led ERP implementations across multiple industries and regions.
He played a key role in designing Cyprus ERP and currently leads Onfinity ERP implementations as BRS Infotek’s legal partner—helping organizations achieve practical, scalable digital transformation.
