How to choose an ERP system?
The choice of an ERP system impacts data integrity, process efficiency, and organizational growth opportunities. A sound decision requires an analysis of actual business needs, a comparison of implementation models (cloud and on-premises), and an assessment of the implementation partner's competencies. A properly selected ERP can become a stable foundation for digital transformation, provided the technology is tailored to the specifics of the industry and the scale of operations.
According to the Central Statistical Office's report "Information Society in Poland in 2025," ERP systems are already standard, with 94% of large and nearly 70% of medium-sized enterprises having implemented them. However, software supporting enterprise resource management still allows companies to not only catch up with, but also surpass, their competitors. A properly selected ERP system eliminates information barriers, automates repetitive operations, and supports data analytics, which, as the report indicates, is still conducted by only one in four companies.
What does the ERP system change in your organization?
An ERP (Enterprise Resource Planning) system integrates key business processes and allows you to efficiently manage all enterprise resources from a single platform. Instead of using distributed applications, you build a digital command center that connects data from various departments: from accounting, finance, and HR, to warehousing, e-commerce, and production.
Modern ERP systems eliminate information silos and ensure data consistency across every area of operations. They also enable the automation of many repetitive operations, reducing process execution time and reducing errors, and enabling decision-making based on continuously analyzed facts. This technology is redefining efficiency standards, but full business value can only be achieved with the right ERP system—one tailored to the specific needs of the organization.
Which ERP system should you choose – where to begin?
Start by changing your perspective – instead of analyzing technical specifications, first determine the company's actual needs. The right ERP system choice stems from a thorough internal analysis. Therefore, first identify areas requiring support and operational processes that need optimization.
1. Map business processes and identify bottlenecks
Analyze the flow of information within the organization. Identify stages where work slows down and the team resorts to ad hoc solutions, such as spreadsheets or paper notes. During an internal audit, ask yourself three key questions:
- Where do mistakes most often occur (to identify sources of errors).
- Which operational processes require excessive approvals (to pinpoint the causes of delays).
- Is the same data being entered multiple times into different files (to eliminate duplicates).
2. Set 3–5 key business goals
Setting measurable goals allows you to effectively justify implementing an ERP system to management. Instead of striving for general improvements, focus on parameters that will clearly impact the organization's financial performance. Assign numerical values to goals—for example, reducing order fulfillment time by 20%, lowering warehousing costs by 15%, or shortening the month-end closing process by a few days. This specific definition of expectations organizes key business areas and allows for an objective assessment of the return on investment (ROI) after the system's launch.
3. Determine project constraints
Every project operates within a specific framework, which is worth defining before starting discussions with suppliers. Focusing on these constraints will help avoid delays and unforeseen expenses during the implementation phase. These typically include:
- Team availability – designate individuals who will be involved in the process and will have time for pre-implementation analysis and acceptance testing.
- Regulatory compliance – ensure that the ERP software complies with current legal requirements (such as KSeF or GDPR) and is regularly updated by the vendor.
- Cost structure – define the budget, taking into account not only the license purchase but also the costs of consulting services and subsequent technical support.
4. Create a list of key and optional requirements
Develop a list of needs, dividing functionalities into key ones—without which the organization cannot function efficiently—and optional ones, which are valuable additions. Such a list is the most important reference point in the purchasing process. It allows you to maintain objectivity during meetings with suppliers and protects you from overspending on flashy but unnecessary modules.
Which ERP system should you choose? Key evaluation criteria
Choosing software requires evaluating systems based on parameters that will determine the future performance of your company. To make the right decision, analyze available solutions through the lens of four key criteria.
1. Scale and nature of the organization – which ERP system is right for a company and which for an institution?
Both the size and nature of the business are important. For example, a manufacturing company needs precise machine scheduling, while e-commerce requires logistics automation and multi-channel support. For universities and public institutions, user experience, document flow, and procedural compliance are priorities.
Software developers design solutions for these specific segments. For example, Comarch Betterfly is chosen by small businesses primarily needing efficient invoicing and basic management support. Comarch ERP Optima is a comprehensive tool for the SME sector, providing control over sales, warehouses, HR, and payroll. Complex structures of large enterprises, on the other hand, require Comarch ERP XL or Teta ERP systems. Specialized solutions, such as the TimeLine system, also exist, focusing on advanced production processes.
2. Intuitive user interface and work experience
Most vendors provide demo versions of their software or organize a presentation. This is a good opportunity to test its intuitiveness and ease of use in practice, but without obligation.
Don't evaluate the software solely visually – walk through a given business process yourself, for example, the full path from requesting a quote to issuing an invoice and shipping the goods to the customer. Check that the navigation is logical, and that the system suggests subsequent steps and minimizes the number of clicks required to complete the operation. A clear layout and good user experience shorten the onboarding time for new users and prevent errors. This makes the team more willing to use the tool rather than looking for ways to bypass it.
3. Integration options and new features
Choose a solution that covers approximately 80% of your needs out of the box. The remaining 20% is room for customization and integration – for example, with banking, couriers, or e-commerce. The system's expandability ensures that the software will evolve with your business, allowing you to seamlessly add new features without having to replace the entire tool in a few years.
However, beware the trap of "rewriting" the system to fit your team's old habits. Attempting to bend the software 100% to current, sometimes flawed, habits increases costs and complicates future updates. Instead, leverage proven processes embedded in systems like Comarch or Teta – they offer ready-made, efficient workflows.
4. Implementation and licensing model: SaaS, cloud, or your own server?
The system maintenance method determines the expense structure and the level of data control. The choice of implementation model influences whether ERP expenditures constitute an investment (CAPEX) or an operational (OPEX) expense.
Data location influences security and hardware management:
- Cloud computing shifts the responsibility of maintaining servers to the provider and allows access to the system from anywhere.
- On-premises implementation requires your own IT infrastructure but provides full physical control over the data.
In parallel, consider the financial model that determines accounting:
- SaaS (Software as a Service) – you pay a subscription fee for using the software as a service. Expenses are generally accounted for as operating expenses (OPEX), and the price usually includes technical support and updates.
- Perpetual license – this is a one-time purchase of the right to use the software. From an accounting perspective, it is usually an investment in intangible assets (CAPEX), which you account for over time through depreciation, rather than directly recording it as running costs. In this model, the system can run on your server or in a private cloud (hosting). While it offers greater independence, it requires separate payments for updates and infrastructure maintenance.
Choosing an ERP system – a comparison of popular software
Individual software is designed with different organizational needs in mind, but ERP systems (especially the more advanced ones) typically have a modular structure. This means the final feature set depends solely on your individual needs. You can start with a few basic features and add more over time.
| ERP system | Organization profile | Key advantages |
| Comarch ERP Optima | Retail and service companies in the SME sector, as well as accounting firms. | A popular system for SMEs; regulatory compliance; accounting and HR/payroll modules; a single database; integration with KSeF/SAF. |
| Comarch ERP XL | Medium-sized and large manufacturing companies, retail chains, and logistics companies. | Support for production, sales, and distribution processes, inventory and shipping management, analysis and reporting, and integration with BI tools. |
| Teta ERP | Large enterprises, universities, public administration, and corporations. | Extensive HR module (hard and soft), advanced financial management, and support for specific public sector processes. |
| Comarch Betterfly | Micro and small businesses, startups, and entrepreneurs seeking mobility. | A modern cloud-based system (XT successor); intuitive invoicing, warehouse management, and accounting, accessible from anywhere. |
How to implement an ERP system?
- Choosing the right software is only half the battle. Whether the investment pays off quickly depends on the team's preparedness and the quality of the data transferred to the new environment. The experience of the implementation partner is also crucial, as their expertise determines the correct system configuration and the smooth guidance of the organization through the entire change process. What should you ensure?
- Data hygiene and migration. Preparing for an ERP implementation is the perfect time to clean up. Don't transfer erroneous records to the new system – instead of copying the entire transaction history, focus on current records, balances, and settlements. Secure this history in an archive. This approach reduces the risk of errors at launch and allows the team to work with quality data from day one.
- Project team and decision-making. ERP implementation is a business project, not just an IT project. The team must include decision-makers (the sponsor) and key users, such as the chief accountant or production manager. Thanks to their involvement, the system truly supports the company's processes, not just operates correctly technically on IT servers.
- Change management in the organization. A new system often means changing long-standing habits, which can naturally lead to employee reluctance. Clear communication of benefits and thorough training can help overcome resistance. A team that understands how a new tool facilitates daily work adapts the solution much more quickly and utilizes its full potential.
- Data security and backup. Choosing an implementation model must be consistent with your security policy. Verify where data is physically stored, how frequently backups are created, and whether the system ensures business continuity in emergency situations. Also, ensure the provider guarantees compliance with GDPR and information security standards appropriate for your industry. Precisely defining data responsibilities (especially in a cloud-based model) is fundamental to protecting your company from the consequences of information leaks or loss.
- Implementation costs and return on investment. When planning the total cost of ownership (TCO), consider more than just the software price. Include training costs, technical support, and the time spent on staff involved in the implementation process. A well-configured system begins to pay for itself relatively quickly by automating repetitive tasks and eliminating bottlenecks that have hindered company growth.
- Choosing an implementation company. An experienced partner serves as a guide in the change process. Check their industry references and ask about projects completed on a similar scale. Besides the implementation itself, the availability of consultants and the quality of technical support after the system goes live are important. A competent provider will help you avoid common configuration errors that could paralyze your company's work in the first weeks of using a new tool.
What is the best ERP system – a summary
The best ERP system supports the scaling of an organization's operations and aligns with its strategic goals. Success is determined not so much by the technology itself, but by its precise alignment with daily operational processes. Needs analysis, informed selection of an implementation model, and competent organizational preparation reduce the risk of costly adjustments after system launch.
FAQ:
1. Will the ERP system keep up with your company's growth?
Modern solutions based on modular architecture allow you to easily add new functionalities as your organization grows. The tool doesn't block potential; on the contrary, it helps build a competitive advantage.
2. How does the migration of information from the old program work?
The data migration process is one of the most important stages of implementation, requiring close collaboration with consultants. Information about technical requirements and database import paths can usually be found on the vendor's website or from a designated implementation partner.
3. Can the ERP system be integrated with existing applications?
Modern software allows for extensive integration with other systems, such as online banking, e-commerce platforms, or courier systems. This allows you to fully utilize the system's capabilities without having to manually re-enter information between multiple programs.