Everyone knows that an ERP (Enterprise Resource Planning) system can do amazing things for businesses: optimise processes, increase efficiency, cut costs… Yet, many business owners feel a knot in their stomach the moment this topic comes up..
So, why are there so many concerns around ERP software, and should you worry about them too? Let’s break down the 5 most common fears:
1. “This is going to cost way more than they say”
ERP projects have a bad reputation for blown-out budgets that keep on creeping. There are horror stories of companies spending triple the initial quote on ERP implementation… After hearing that, it’s no surprise that businesses tend to approach it with caution.
But, where do these costs come from?
- Hidden fees: some providers or partners are dishonest about their fees (additional costs start coming out after signing the contract).
- Customisation costs: custom-made solutions are typically where ERP budgets can shoot up very quickly. Not only is the programming work expensive, but over-customisation often leads to more complex upgrades and additional maintenance costs down the road.
The problem is not the customisation itself, but rather its necessity. In many cases, standard software can already cover the majority of business needs. An implementation partner that knows the system inside-out should be able to find more cost-effective solutions.
- Ongoing expenses (licensing, support, upgrades): ERP software is not a one-off purchase but rather an ongoing project – it requires regular upgrades and support. This is completely normal for any software, however, business owners should be informed of these costs and budget for them in advance.
At Via laurea, we are aware that ERP costs are a big concern for businesses, that’s why we are highly transparent with our pricing. Our fixed-price Odoo implementations plans are publicly available on our website, along with our SLA plans for support and accounting localisation modules.
Moreover, we strongly believe that standard Odoo ERP software covers the requirements for a lot of businesses, especially SMEs. If certain features or integrations are non-negotiable for a company, we’ll be more than happy to customise. However, if we can find a more cost-effective option, we’ll prioritise it.
2. “Implementation will disrupt my operations”
Another major fear is that introducing an ERP system will bring daily operations to a halt. Business owners worry about slowed processes during rollout, critical workflows breaking or, worst of all, system downtime that directly impacts customers and, of course, revenue.
The reality is that a well-executed ERP implementation should be built around the business, not dropped on top of it. Instead of a big go-live in the entire organisation, companies can choose a phased rollout that allows them to introduce the system gradually, keeping operations running smoothly.
For instance, Odoo business management system has a modular structure (i.e. each module covers a specific business operation). This makes it easy to prioritise what matters most and expand step by step, over a few months or even a year, if needed.
What’s more, businesses should always be given the opportunity to test the software using actual business data in a staging environment, before the go-live. This provides an opportunity to find and fix the majority of bugs or issues early.
3. “My team won’t actually use it”
No business owner wants to invest time and money into something that will only be used by a small number of people, while the rest of the team sticks to the same old ways. An ERP system, by its very nature, is an organisation-wide solution that should connect all departments into one platform – not divide them even further.
This is a completely valid concern. Introducing an ERP often means huge changes in the company’s long-established processes, many of which can be initially uncomfortable to the employees. In fact, ineffective change management is one of the most common reasons behind failed ERP implementation.
The good news is this is something businesses can overcome with strategic change management. This means:
- Involving stakeholders and team leaders in early conversations about ERP requirements;
- Communicating the benefits of ERP software early (not just for directors but for the employees too);
- Reassuring the employees of their position in the company (ERP may automate certain tasks but won’t be replacing them);
- Starting hands-on training early, tailored to each department;
- Configuring the software with role-based views, so users don’t feel overwhelmed with irrelevant information;
- Choosing a software that has a user-friendly, intuitive UI.
4. “It won’t fit how we really operate”
No two businesses are exactly the same, and so business owners often worry that one ERP system will not be able to match their unique workflows or industry-specific requirements. Or, if it does, it will involve a huge amount of customisations.
In reality, ERP systems are designed to be highly "mouldable" to various different industries and requirements. Odoo, for instance, is known for its incredible flexibility, where standard software can be configured in numerous ways to adapt to specific workflows. Not just that, Odoo version 19 offers 100+ apps that already come with the essential features for specific industries, from hairdressers to breweries. Customisation is, therefore, only needed where it truly adds value.
But, it’s also important to realise that an ERP software shouldn’t match your current operations completely. If you need this solution, that’s because you are looking to automate processes and optimise workflows, not just transfer the existing ones into a new platform. At Via laurea, we offer in-depth business process analysis Workshops, during which we analyse your unique operations and find the most efficient workflows for your needs, before implementation.
5. “Once we choose, we’re stuck”
Committing to an ERP system is a big decision – it’s a long-term investment that, ideally, would serve the business for years to come. Again, this is a normal and even healthy fear to have, but it does not mean an ERP investment is not worth it. On the contrary, companies should use this fear to really weigh up their options and choose a solution that will be just as effective in 5 years, as it is today. They should ask questions like:
- How scalable is this software? Will it be able to keep up with our growing processes?
- Can we add new functionality or integrations as and when needed?
- What are the hosting options and which is most aligned with our growth goals?
- What are the ongoing costs beyond implementation (regular migrations, support, licences)?
- How often should this ERP system be updated and improved?
- What level of support are we going to be offered long-term?
When it comes to ERP implementation partners, companies are rarely locked-in to a single vendor. For example, Odoo clients are able to switch between different partners if they are unhappy with their current services.
Have any concerns we can clear up?
These fears are by no means irrational and, here at Via laurea, we look at them extremely seriously. With each Odoo ERP implementation, we take great care to address any concerns head-on, making sure the project meets your expectations and needs fully, before we sign the contract.
If you are interested in Odoo but have some doubts, we’re here to offer honest and transparent answers! Don’t hesitate to get in touch for a free, no-commitment consultation.
