ERP Implementation FAQ Australia

An ERP (a business management system that runs accounts, stock, purchasing and operations in one place) usually takes months to put in, not weeks. The time depends on how many sites and staff are involved, how many other systems it must connect to, how much data you bring across, and how much has to be built specially for you. A small business on an online system with standard processes is at the quicker end. A business with several sites, complicated processes and lots of connections takes much longer. We give you a fixed quote and timeline after a free initial chat.

It depends on the size of the business, how many users and sites are involved, how many other systems the ERP has to connect to, and how much needs to be custom-built. The cost is made up of the software licence or subscription, the set-up work, moving your data across, and training your staff. The set-up work is usually the biggest part. Ask for written quotes that cover every part, not just the licence. For our own work we look at the job first and give you a fixed quote after a free initial chat. If you want a deeper look before deciding, our $5,000 Process & Systems Audit gives you a written report.

The usual causes are: staff not being brought along with the change, not working out properly what the business needs, the project growing as it goes, no senior person owning it, and underestimating how hard it is to move the data. Many ERP projects run into serious trouble for these reasons. To avoid them, plan how you will bring staff along from the start, agree the scope in writing and handle any changes formally, and make sure a senior person in the business is responsible for the project.

Moving your data is the most underestimated part of most ERP projects. Common problems are duplicate or inconsistent records in the old systems, information the new system needs but the old one never kept, data put into the wrong place in the new system, and losing past transactions. Start cleaning up your data well before the switch, do at least two full practice runs, and have the people who use the data check it against the old system before you change over.

Most Australian businesses now choose an online (cloud) ERP. It costs less up front, updates itself, and works from anywhere. Running it on your own server (on-premise) can still make sense if you have strict rules about where data is kept, unreliable internet at a regional site, or very specialised needs. Online systems like NetSuite and MYOB Advanced keep data in Australian data centres, which covers most compliance needs. Over several years an online system usually costs less in total, because there are no servers to buy and look after.

SAP Business One suits manufacturers and distributors that need detailed stock and production planning. NetSuite suits fast-growing businesses with several companies, several currencies and a need for strong financial reporting. MYOB Advanced (built on Acumatica) suits Australian mid-sized businesses that want local support and BAS/GST handled out of the box, usually at a lower total cost than the other two. The cost of putting in any of the three depends on the size of the business, how many systems are involved and how much needs to be custom-built. All three have Australian data centres and local support.

An ERP pays for itself over years, not months. Early wins, like reports that build themselves, less retyping and more accurate stock figures, can show up in the first months after you switch over. The bigger benefits, such as fewer errors, better control of cash flow and better decisions, take longer. Record how things run before the project starts, so you can see whether it is paying off.

More than most businesses expect. Everyone who uses the system needs proper training before the switch, and the people who will run it day to day, or look after a department, need more. Good training mixes formal sessions, hands-on practice in a test copy of the system, workshops for each process, and refresher sessions after go-live. Make sure training is priced separately in your quote. How well staff are trained has a big effect on whether they actually use the new system, so do not cut this budget.

A "big bang" go-live switches everyone and every part of the system over on one date, often over a weekend. It is quicker and avoids running two systems side by side, but more is at stake if something goes wrong. A phased go-live brings the system in one part or one site at a time. It is less risky but takes longer, and you need temporary links between the old and new systems. For most small and medium businesses we suggest going in stages: the accounts first, then stock, then operations. Larger organisations often have to go in stages anyway.

Use the system's built-in settings and options as far as you can before building anything custom. Custom work adds to the cost, makes future upgrades much harder and needs looking after. Often a business that thinks it needs custom work can adjust its process to fit the way the system already works. Keep custom work for the processes that genuinely set you apart from competitors and cannot be handled through settings, workflow rules or add-ons.

Look for a partner with qualified consultants on the system you have chosen, experience in your industry, references from Australian businesses of a similar size, and a clear plan with agreed milestones. Ask how their projects have gone, how they handle changes to the scope, and whether their team is in Australia or overseas. Be wary of anyone who promises an unrealistically quick timeline, refuses to give a fixed price, or cannot give local references. A good partner will question your requirements rather than agree to everything.

Bringing your people along with the change matters as much as the software, so give it real budget. That means senior people explaining why the business is changing systems, involving staff in working out requirements and in testing, having a go-to person in each team, writing down the new processes clearly, giving staff training time during work hours, and having an easy way to report problems after go-live. Businesses that treat this as an afterthought tend to find staff do not use the new system properly.

Ongoing costs usually include the subscription or licence fees (often charged per user), support and maintenance contracts, hosting if the system runs on your own servers, updates and improvements over time, and training for new staff. Ask the vendor and partner to put all of these in writing before you sign, so you know the ongoing cost from day one.

You may be ready if you rely on several disconnected systems or spreadsheets to run the business, different teams have different numbers for the same thing, you cannot get financial or operational reports when you need them, or you are planning to grow a lot. Signs you are not ready yet: your processes are unclear, senior people are not committed, there is no budget for training, or you expect the ERP alone to fix problems in how the business is run.

Yes. Modern ERP systems are built to connect to other software. Common connections for Australian businesses include customer systems (Salesforce, HubSpot), online stores (Shopify, WooCommerce), payment services (Stripe, eWay), bank feeds, freight providers (Australia Post, StarTrack) and industry software. The cost depends on how many systems you connect, how much data moves, and how many of your own rules are involved. We give a fixed quote after a free initial chat. List every connection you need while you are planning, and build them alongside the main ERP set-up.