-
Company
Company
-
Sectors
Sectors
-
IT solutions
IT solutions
-
Knowledge
-
Contact
Implementing an ERP system in a company – costs, timeline, and stages
The implementation of an ERP (Enterprise Resource Planning) system begins with an analysis of business processes. Consultants select software tailored to specific needs, configure it, integrate it with existing systems, conduct testing, and train staff. They also provide technical support and—if necessary—assistance with further system expansion. The cost of such a project depends primarily on the number of modules being deployed, the level of integration required, the scope of preparatory work,
The process of implementing an ERP system—from analyzing workflows to the actual start of system usage—typically takes between 6 and 12 months. Since a company cannot halt its operations during this period, employees must balance their participation in the project with their daily responsibilities. It is therefore advisable to gain a clear understanding of the implementation roadmap in advance, in order to plan the team’s workload and agree on a suitable timeframe for the transition to the new software.
Table of content
Implementing an ERP system in a company – costs, timeline, and stages
How to implement an ERP system?
Stages of ERP system implementation in a company
Stage 1. Analysis of business processes
Stage 2. Identification of challenges and selection of an ERP system
Stage 3. Implementation of the new system and integration with existing software
Stage 4. Personalization and customization of the system
Stage 5. Expansion of the system with dedicated applications
Stage 6. Ongoing support
ERP system implementation: a case study of the manufacturing company
How much does an ERP system cost?
How much does the implementation of an ERP system cost?
FAQ
How to implement an ERP system?
Begin your ERP implementation by selecting an experienced partner to plan and execute the project. Check whether the company you are considering offers:
- IT consulting;
- a variety of ERP systems, tailored to the scale of operations and the specific needs of different businesses;
- comprehensive ERP system implementation, including data migration and testing;
- integration of the new software with tools already in use within your organization;
user training; - technical support and assistance with future system expansion.
Entrusting a project to a single contractor simplifies the coordination of tasks and reduces the need for extensive alignment between various vendors. Since every implementation firm manages projects in its own unique way, be sure to ask the contractor during your very first conversation about their specific methodology for implementing an ERP system.
Stages of ERP system implementation in a company
The stages of an ERP implementation typically consist of several steps carried out according to a detailed schedule. Consultants work in collaboration with a project team established within the organization—a group of individuals who understand the needs of specific departments and participate in the decision-making process.
The ERP implementation process begins with an analysis of existing processes, task workflows, and approval paths, as well as the identification of bottlenecks and the specific challenges that prompted the decision to implement the system. Some tasks are performed in parallel; for instance, while modules are being configured, company staff can review counterparty data and identify duplicate records before they are migrated into the ERP system.
Stage 1. Analysis of business processes
To effectively plan an ERP implementation within an enterprise, consultants must gain an understanding of how the departments involved in the project operate. Through discussions with managers and staff, they, among other things:
- Examine the flow of processes - for example, the lifecycle of an order from receipt to final settlement—including the sequence of tasks and the individuals responsible for executing them.
- Analyze the movement of data and documentation, such as how orders travel from the sales department to the warehouse, or how invoices reach the accounting department.
- Identify the tools employees currently use and what information they record outside the main system - for instance, whether they maintain separate order logs in spreadsheets or coordinate delivery dates via email.
- Determine how the team handles exceptions, such as a customer modifying an order or an incomplete delivery.
They document the workflow processes and verify them with the employees. Subsequently, they work together to determine which operational rules should be kept and which should be changed, so that these decisions can be incorporated into the system configuration.
Stage 2. Identification of challenges and selection of an ERP system
Implementation specialists identify the causes of delays and errors in day-to-day operations. For instance, if sales staff are required to verify product availability by phone each time, the specialists investigate why they lack real-time inventory data within their current software. They also determine the necessary preparations prior to implementation. In many companies, this involves tasks such as organizing databases—for example, merging duplicate customer records or standardizing product codes across different software systems.
Subsequently, the consultants recommend an ERP system tailored to the organization’s specific needs and budget. Depending on the scope of the project, they may also propose additional enhancements, such as specialized ERP applications or analytical tools.
ERP systems integrate data from various departments into a common database and automate repetitive tasks. The choice of a particular solution is primarily influenced by the complexity of processes, the specific nature of the business, and the requirements of employees.
| Solution | For whom? | Specifics of the solution |
| Comarch ERP XL | Medium and large enterprises, particularly in the manufacturing and distribution sectors. | It supports complex production processes and multi-warehouse inventory management, including across remote branch locations. It enables supply planning based on demand and forecasts, as well as the analysis of contract profitability. |
| Comarch ERP Optima | Small and medium-sized enterprises and accounting firms. | It supports various forms of accounting and streamlines the operations of accounting firms, including the electronic exchange of documents with clients. For trading companies, it enables integration with cash registers and fiscal printers. |
| Teta ERP | Enterprises, universities, and institutions, including those with multiple branches. | In addition to handling human resources and payroll, it supports recruitment, training, and employee performance evaluations. It provides tools for financial planning and budgeting, as well as ready-made components for integration with corporate systems, such as SAP or IFS. |
| Comarch Betterfly | Micro and small businesses, including sole proprietorships. | A cloud-based application for day-to-day invoicing and basic inventory management. It allows you to handle simplified accounting yourself or forward documents to an accounting firm. |
| Comarch BI Point | Managers and analysts who need data compilations from multiple systems. | An analytics platform that integrates data from various applications and presents it in reports and management dashboards. Users can create their own datasets—for example, by comparing profit margins and sales performance over specific periods. |
| Comarch Mobile | Sales representatives, service technicians, and managers working in the field. | Mobile applications used by employees on smartphones and tablets while working in the field. Depending on the chosen solution, they can take customer orders, check service requests, or prepare reports on work performed. |
| ERP applications | Companies that require additional features within their existing system. | Ready-made applications designed for specific tasks—such as managing issues and returns, importing data records, or settling work orders. The choice depends on the company's needs and the compatibility of the extension with its software. |
Stage 3. Implementation of the new system and integration with existing software
Before beginning technical work, the implementation team agrees on a schedule and the procedure for transitioning to the new system. These dates are determined following an analysis of the scope of work and the availability of the client’s team. The schedule includes time for testing and training, and the launch is planned with consideration for the periods when the company experiences its highest workload.
Subsequently, in accordance with the schedule, the consultants:
- They install software and configure modules in accordance with established requirements.
- They migrate data into the ERP system and verify its completeness and consistency with the source data.
- They integrate the ERP system with other systems, such as an online store or warehouse management software.
- They test the system's functionality. This stage involves testing individual modules as well as entire processes—for example, verifying that the ERP system correctly reads an order from an online store (including the list of products, prices, and customer details).
Stage 4. Personalization and customization of the system
At this stage, implementation specialists, among other tasks, tailor views and reports to the specific needs of the company and assign permissions to employees based on their responsibilities. They also configure document workflows—for instance, by defining who is authorized to approve invoices of a certain value. If standard settings prove insufficient, they agree upon the scope and cost of custom programming changes and assess how these might affect future software updates.
Stage 5. Expansion of the system with dedicated applications
If standard modules do not cover all of a company’s requirements, implementation specialists select an off-the-shelf extension or develop a custom application. Such an additional tool might, for example, handle product returns for a bakery, import item records from Excel into the ERP system, or streamline the accounting of shipments for a transport company. Consultants then define the data to be exchanged between the application and the ERP system, and verify both the accuracy of this data exchange and the functionality of the additional features.
Once testing and user training are complete, the consultants launch the system for live operation on an agreed-upon date.
Stage 6. Ongoing support
Following the implementation of an ERP system, the implementation team typically remains available to support the organization’s staff. They answer questions and provide guidance on using the features required for daily operations. Should any issues arise, they identify the root causes and coordinate the necessary fixes. When needed, they also assist with system updates and adjust settings to accommodate changes within the organization.
How much does an ERP system cost?
The price of an ERP system depends on the selected modules, the number of users, and the licensing model. Consultants recommend a solution tailored to the company's needs and budget, while also taking its growth plans into account.
How much does the implementation of an ERP system cost?
The cost of implementing an ERP system depends on the project scope and the complexity of the organization's processes. The valuation takes into account:
- the number of modules and the extent of their configuration;
- the volume of data to be migrated and whether it requires cleaning or organizing;
- the number and complexity of integrations with other software;
- any additional features that need to be custom-programmed;
- the scope of testing, training, and support provided during the system launch.
FAQ
1. Who should coordinate the ERP implementation on the company’s side?
A project manager—an experienced employee who knows the organization well and can dedicate time to working with the implementation partner. This person oversees deadlines and team tasks, while keeping management informed about matters that require their approval or decision-making. It is advisable to appoint a project manager before the implementation process begins.
2. Is it necessary to migrate all data from existing software when implementing an ERP system?
No. During the pre-implementation analysis, consultants determine which information will be required in the new system. Data migration may include, for example, customer and product records, inventory levels, and outstanding accounts receivable and payable. Older documents can be kept in an archive, provided that the company remains able to access and use them if the need arises.
3. Do all ERP modules need to be implemented at the same time?
No, for example, you can start with sales and inventory, and implement production later. However, consultants will first verify whether the functions required for the initial phase depend on the operation of other modules. If a company uses both its old and new systems in parallel for a period of time, the implementation partner will coordinate with the company’s team to determine how data should be exchanged between the two systems.
