As your business grows, systems that once worked well can start to feel like roadblocks. Managing multiple subsidiaries, handling diverse currencies, and delivering accurate financial reports becomes overwhelming with entry-level tools like Xero. Upgrading to the right ERP (Enterprise Resource Planning) system isn’t just about resolving these challenges—it’s essential for sustaining control and unlocking future growth. While the process may seem daunting, defining your needs, understanding your goals, and conducting focused research can significantly reduce risks and frustrations.
In this blog, we discuss MacroFin’s approach to system selection, which has helped 100+ Xero customers upgrade to the right ERP system for them. This includes:
Focus on Core Functionality – Keep it Simple
Exploring the extensive features ERP systems offer can be exciting, but this often unintentionally complicates the selection process. The appeal of added functionality may bring more stakeholders and requirements into the discussion, delaying decisions and increasing complexity.
To avoid this, focus on selecting a system that directly addresses the critical requirements you’ve identified—those that will improve efficiency and drive the behaviours needed to achieve your strategic goals.
In our experience, projects that centre on a smaller set of high-impact requirements lead to faster, more cost-effective implementations with stronger user adoption and long-term buy-in. While it’s important to consider future needs to ensure your ERP can scale with your business, staying clear about project-critical requirements from the outset is essential.
Typically, businesses outgrowing Xero focus on core functionality such as:
- Multiple Companies & Currencies
- Cross-Border Tax Compliance
- Cloud vs. On-Premise Hosting
- Strong Financial Reporting Capabilities
Any ERP System you are considering will likely offer these core features, so the key is to ask yourself, what does the system need to do to achieve your business goals? Once you define these core requirements, you’ll be able to focus on the essentials without getting distracted by unnecessary features.
Technology, Ecosystem, and the Right Partner
ERP selection isn’t just about picking software; it’s about ensuring the right technology ecosystem is in place and selecting a partner who can help you leverage the system to its fullest potential.
Technology
Make sure the platform you choose is future flexible. It’s more important to be on the right platform with room to grow than to have a perfectly tailored solution that limits flexibility. Look for a system that can scale and adapt as your business evolves.
Ecosystem
Your ERP system won’t exist in a vacuum. It needs to integrate smoothly with other tools in your tech stack. This usually includes things like CRM systems, ecommerce sites, billing engines, or inventory management software. Choose an ERP with a robust API and that offers seamless integration or apps, supporting a healthy ecosystem which allows you to tailor the system to your business and operate with fully unified data.
Partner
Choosing the right ERP partner is just as important as choosing the right system. Your partner will be responsible for guiding you through the implementation process, helping you configure the system, and providing ongoing support.
Ask potential partners:
How many times have they implemented the ERP system you’re considering?
Can you speak to clients similar to yourself?
What experience do they have implementing specifically for your industry?
What is their post-implementation support like?
What finance system do they use internally?
Cost transparency – how do they guarantee keeping you in budget?
Vendor Engagement
When engaging vendors, go in prepared. You’re not just shopping for software; you’re selecting a long-term business partner. Here are some things to consider before speaking to vendors, to make sure you get the most out of these interactions:
Scenario Testing
Don’t just watch a generic product demo. Give vendors specific scenarios that are critical to your business and ask them to show you how their system handles them in real-time. For example, if you need to manage multiple subsidiaries with intercompany transactions, make sure the demo covers that.
Industry Experience
Look for vendors who have proven experience working with businesses similar to yours in terms of size, industry, and complexity. This is crucial because such vendors will bring a wealth of industry-specific best practices to the table. Good vendors should have case studies or references that not only demonstrate their expertise but also provide tangible examples of successful implementations in environments like yours.
A knowledgeable vendor should bring valuable experience, helping you navigate the setup process with confidence. They can advise on what works, refine your approach, and even challenge assumptions to ensure the system is designed effectively from the start. This collaboration helps you avoid common pitfalls, accelerate your learning curve, and quickly implement a configuration that aligns with industry standards and meets your business needs.
It is always worth noting that vendors are of course looking to sell you their products, making the selection of the correct partner even more important as they may have insights into various vendors within your industry.
Cost Transparency
Understand the total cost of ownership upfront. Ask about ongoing maintenance costs, upgrade fees, and whether the vendor charges for additional users or modules.
Cost can always be a hard topic to navigate but knowing what you need the system to do gives you the power to make the right decision based on your needs and the value that will be delivered, rather than just the price tag.
Additionally, your selected vendor should be able to provide typical ROI examples to help you build a strong business case for your new ERP system. This can be invaluable in justifying and fully understanding the investment as well as demonstrating the long-term value to your business growth.
By focusing on these areas, you can ensure the vendor is genuinely capable of meeting your needs, rather than just selling you the features they think you want.
Implementation Timeline
Lastly, set realistic timelines for implementation. Depending on the complexity of your business, the implementation process could take anywhere from four months to over a year. Allow time for system configuration, data migration, staff training, and post-go-live adjustments.
Again, we’d encourage you to push the partner and vendor on their project management process and proof of approach to ensure everyone is aligned from the start.
At MacroFin, we aim for a four-month implementation for most projects, but we always advise clients to plan for contingencies. Our unique finance-led approach to NetSuite implementations, shaped by 85+ years of client-side experience in senior finance roles, allows us to deliver realistic timelines tailored to your business needs.
By combining structured scoping, clear documentation, and a well-defined project team, we ensure that all parties are aligned and prepared at every stage. This proactive, transparent approach helps us consistently achieve timely go-lives while avoiding the budget overruns and delays that are common in ERP projects.
Internal alignment is a key part of our approach. Make sure you know who the primary stakeholders are and get buy-in from the top. Define responsibilities and set clear milestones for sign-off. This ensures everyone is aligned and reduces the risk of delays or budget overruns.
Set Your Business Up for ERP Success
Selecting the right ERP system is about much more than software. It’s about aligning your business strategy with technology that scales and supports your growth. With the right data preparation, a focus on core functionality, a carefully chosen implementation partner, and the correct team preparation, you can ensure a smooth and successful ERP transition.
At MacroFin, we’re here to guide you every step of the way, helping you choose the right system, the right partner, and the right approach for your business. With over 300 successful projects under our belt, we know what it takes to make ERP selection a success.
Ready to Take the Next Step?
Contact us to start your ERP selection process today. Let MacroFin’s experts help you choose the perfect ERP system and implementation strategy for your growing business.
Why MacroFin?
We specialise in delivering tailored ERP solutions with a finance-first approach, ensuring core functionality that empowers your financial processes and provides a foundation for long-term scalability. Our unique team structure, which includes qualified finance professionals alongside technical experts, ensures your system is built to meet the real-world demands of finance teams, drive your strategy, and support your growth objectives.
By prioritising financial best practices and aligning the system with your strategic goals, we deliver ERP projects that run smoothly, on time, and on budget—making a measurable impact from day one.
Register for our upcoming webinar
Want to learn more about the System selection process? Register now for the next webinar in our Life After Xero series – System Selection: Vendors, Ecosystems and Partners.
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