Let’s get one thing straight: choosing an ERP system isn’t about picking software. It’s about picking a long-term partner—someone who’ll be in the trenches with you for the next five, ten, or even fifteen years.
Yet too many companies treat this like a simple vendor comparison. They chase the lowest quote, fall for flashy dashboards, or let a smooth demo convince them everything will magically work out.
Here’s the hard truth: the vendor matters as much as the product. A powerful platform with lousy support becomes shelfware. A simpler system with a responsive, knowledgeable team? That can transform your business.
After 22 years in this space—including 18 spent knees deep in ERP implementations—I’ve seen both outcomes more times than I can count. So, if you’re evaluating vendors, here’s what actually matters.
Step 1: Start With Your Business—Not the Tech
Before you even look at vendors, answer this: What are we really trying to fix?
Too many teams jump into demos before they’ve mapped their own pain points. Are you drowning in spreadsheets? Missing shipment deadlines because inventory is out of sync? Spending days closing the books?
Gather your key stakeholders—finance, operations, sales, warehouse—and define your non-negotiable. Realtime inventory tracking. Multisite costing. Integrated CRM. Mobile access on the shop floor.
This list becomes your filter. If a vendor can’t deliver your must haves, move on—no matter how slick their presentation is.
Step 2: Look Past the Demo—Evaluate the People
Demos are theatre. The real test is what happens behind the curtain.
Who’s running the session? A seasoned solutions consultant—or a rep reading off a script? Can they explain how they handle your specific workflows (like phantom assemblies in BOMs or landed cost calculations), or just say “Yes, we do that”?
And just as important: do they ask you questions? A good vendor doesn’t just pitch—they listen, probe, and try to understand your world.
Also, ask to speak with their implementation team. These are the people who’ll guide your go live. Their competence will shape your entire experience.
Step 3: Demand Real References—In Your Industry
“Can we talk to your customers?” is the most revealing question you can ask.
But don’t accept vague success stories. Push for:
- 2–3 clients in your industry (or very similar operations)
- Companies your size and complexity
- At least one who went live within the last year
Then call them. Ask: What surprised you? How did they handle delays? Would you choose them again knowing what you know now?
If a vendor dodges this or only offers scripted testimonials, that’s a red flag.
Step 4: Scrutinize the Implementation Plan—Not Just the Price
Most ERP failures aren’t about bad software—they’re about rushed, under resourced rollouts.
Ask:
- Who owns the project? Their inhouse team? A third-party partner?
- What methodology do they use—Agile, phased, waterfall?
- What’s really included in the quote? Data migration? Training? Custom reports?
- What’s a realistic timeline for a company like ours?
If someone promises “go live in 8 weeks” for a complex manufacturer, run. Sustainable change takes time.
Behind the Scenes: How ERP Really Gets Sold—and Implemented
After 22 years in this field, I’ve learned the software is only half the story. The other half? How it reaches you.
Most ERP vendors—especially midmarket players—don’t sell or implement everywhere themselves. It’s not practical. Instead, they work through channel partners: local firms with deep industry knowledge and trusted client relationships.
Here’s how it usually works: the product company (the builders) generates leads, then routes qualified opportunities to regional partners. Those partners handle demos, pricing, and closing—then take the lead on implementation: configuring workflows, migrating data, training teams.
But it’s not always smooth. Sometimes a channel partner is brand new to the ERP—maybe they’re an accounting firm or IT shop branching into software. They sell well but lack implementation experience.
In those cases, I’ve seen two paths:
- The product company steps in directly to co-lead the first few implementations.
- Or they bring in a certified implementation partner to handle the technical heavy lifting while the local partner manages client communication.
The best vendors don’t just hand off a lead and vanish. They invest in their partners—through training, backup, and shared accountability. Because if the project fails, the product gets blamed—not the partner.
And after two decades of watching this play out? I’m convinced: the best ERP outcomes happen when the product company, the channel partner, and the customer all row in the same direction.
Step 5: Test Support—Before You Sign
Support starts the moment you begin talking to a vendor—not after you pay.
Notice how they handle your questions now. Do they follow up promptly? Explain things clearly?
As you narrow your list, ask:
- What are your support hours and response SLAs?
- Is support handled inhouse or outsourced?
- Do you offer ongoing training—not just at launch?
You’ll need help most after going live. A vendor who disappears post signature leaves you stranded.
Step 6: Think Long Term—Not Just Feature Checklists
ERP is a decadelong investment. Ask:
- How often do you release updates?
- Do new features cost extra?
- What’s your product roadmap for the next 3 years?
- Are you independently owned—or backed by investors with shifting priorities?
A vendor focused only on this quarter’s sales won’t be around for your next phase of growth.
Step 7: Don’t Ignore Cultural Fit
This sounds soft—but it’s critical. ERP implementation is stressful. You’ll spend hundreds of hours with this team.
Do they:
- Listen more than they talk?
- Explain things in plain English, not jargon?
- Respect your deadlines and constraints?
- Show patience when you ask “basic” questions?
A team that aligns with your culture makes the hard parts easier.
Step 8: Calculate the Real Total Cost
That $15K/year quote? It’s almost never the full story.
Hidden costs hide in:
- Implementation (often 1–2x the software cost)
- Customizations and third-party integrations
- Annual maintenance (typically 15–22% of license)
- Your own team’s time
Ask for a 5year TCO estimate. Sometimes the “more expensive” option saves you money long term by needing less customization.
Step 9: Trust Your Gut—But Verify It
After all the analysis, check in with your intuition. Did you feel heard? Respected?
Then, bring in your end-users—the people who’ll actually use the system daily. If they’re sceptical, find out why. Frontline staff often spot usability issues executives miss.
Step 10: Run a Pilot If You Can
If you’re stuck between two finalists, ask for a short proof of concept. Load real data. Run real transactions. Test your biggest pain points.
Nothing beats seeing how the system performs with your business—not a scripted demo.
Final Thought: It’s a Partnership—Not a Transaction
The strongest ERP relationships feel like true collaborations. The vendor isn’t just after your check—they’re invested in your success. They’ll challenge you, suggest better ways, and stand by you when things get tough.
So, take your time. Ask the hard questions. And remember you’re not just buying software. You’re choosing a partner for your next chapter of growth.
A Smarter, Modern ERP Option
If you’re looking for an ERP that balances power, simplicity, and value, Cyprus ERP and Onfinity ERP—implemented by BRS Infotek—are worth a closer look.
Cyprus ERP, built in-house by BRS Infotek on proven Adempiere foundations, is designed for mid-sized businesses that want flexibility, control, and lower total cost of ownership.
Onfinity ERP, where BRS Infotek is a legal and implementation partner, offers the same execution-first philosophy with added structure and scalability for growing and enterprise-ready organizations.
Both platforms deliver:
- Clean, intuitive web interfaces
- Flexible deployment (cloud or on-premises)
- Strong manufacturing, distribution, and costing capabilities
- Built-in analytics and configurable workflows
- Faster implementations with predictable costs
They are already helping organizations across manufacturing, construction, healthcare, and distribution cut through complexity—without sacrificing control.
👉 Explore whether Cyprus ERP or Onfinity ERP fits your business.
Request a personalized demo with BRS Infotek at http://www.cypruserp.com or at Onfinity ERP.
About the Author
Surya Sagar
Founder & ERP Solution Architect – BRS Infotek
With 18+ years of hands-on ERP experience, he has guided businesses through digital transformation across manufacturing, distribution, construction, and services.
He co-designed Cyprus ERP and leads Onfinity ERP implementations as BRS Infotek’s legal partner, focused on solving real-world operational challenges and helping leaders make smarter technology decisions.
