The ERP Decision Playbook: questions to ask before you sign.
Most ERP failures happen before implementation begins. This playbook helps you evaluate vendors, scope, migration strategy, and Tally integration or transition options with confidence.
Get a transparent ERP proposalAbout the vendor
Who owns the product and what is the update model?
Establish whether the ERP is proprietary, open-source, or a resold platform. Proprietary tools may restrict your ability to migrate data or customise workflows later.
How long have you operated in my sector?
Sector experience means pre-configured workflows, known compliance requirements, and faster implementation. Ask for sector-specific case studies or reference clients.
Can you provide reference clients from my industry?
Speaking with existing clients is the single most reliable way to assess implementation quality and post-go-live support. Decline vendors who cannot provide this.
About implementation
Who handles data migration and what exactly is included?
Some vendors include full migration — master data, opening balances, transactions history — while others bill it separately or treat it as out of scope. Get this in writing.
Will there be downtime during go-live and what is the rollback plan?
A planned cutover window minimises disruption. Ask for a go-live plan that includes rollback steps and escalation contacts if anything goes wrong.
Who is the named person accountable for project delivery?
Named accountability — a dedicated project manager or delivery lead — is the strongest single predictor of an on-time, on-budget implementation.
How is success defined and what are the acceptance criteria?
Get agreed milestones, acceptance criteria, and sign-off checkpoints written into the contract before you start. Vague delivery definitions lead to costly disputes.
About cost and contract
What is itemised in the implementation fee?
Break down configuration, migration, training, testing, and go-live support separately. Bundled implementation fees routinely hide extras that surface after sign-off.
What triggers additional charges after go-live?
Common extras include custom reports, additional users, new integrations, regulatory updates, and data exports. Identify these scenarios and get fixed pricing upfront.
What are the data portability and exit terms?
Can you export your data in standard formats (CSV, XML, JSON)? Is there a lock-in period? What happens if you decide to change vendors in three years? Exit clauses protect you.
About support and training
What does ongoing support cover and what is the SLA?
Distinguish between helpdesk response time and actual resolution time. An SLA with response windows, escalation paths, and credit terms for breaches is non-negotiable.
Is training included, and how is it structured by role?
Training should be role-based — accounts, warehouse, sales, management — not a generic walkthrough. Ask for a training plan per department before signing.
How are system upgrades managed and who is responsible for testing?
Who schedules, tests, and communicates version upgrades? Will your customisations survive a major update? Confirm whether upgrade management is included in the support tier.
About technical fit
How are customisations handled and who owns them?
Customisations should be built on the vendor platform framework, fully documented, and owned by you — not locked inside the vendor delivery team. Confirm this in writing.
Can we continue using Tally during phase one?
Yes, if the implementation plan includes a controlled coexistence model. Ask whether Tally can remain for interim accounting while operations move first, and how reconciliation will be handled.
Does the system support Tally integration or export/import pathways?
Ask for supported methods: API, scheduled exports/imports, or journal sync templates. Ensure ownership of mapping, error handling, and reconciliation is explicitly documented.
Does the system integrate with my existing tools and what does maintenance look like?
Confirm which integrations are native, which require middleware, and what the integration maintenance model looks like post-go-live. Native beats middleware on reliability.
Industry-specific checks
Questions to ask based on your industry
Manufacturing
Can the solution handle BOM, MRP, and shop-floor tracking from day one?
Ask for a phased rollout plan with clear milestones for BOM accuracy, production planning, and shift-level visibility. Avoid generic demos without manufacturing process depth.
How will production and inventory events flow into finance (including Tally phase)?
Confirm whether WIP, consumption, and dispatch entries can sync to your accounting workflow during transition and how variance reconciliation is managed.
Trading & Distribution
Can we track stock across multiple warehouses and depots in real time?
Ask for proof of location-wise stock visibility, in-transit tracking, and reorder logic to reduce stockouts and dead stock.
Will GST/e-waybill and debtor controls be automated at dispatch?
Ensure the vendor shows dispatch-linked compliance flows, credit limit checks, and collections dashboards, not just accounting reports.
Retail, D2C, and E-Commerce
Can one inventory pool sync POS, website, and marketplaces?
Ask how often sync runs, what happens on sync failures, and how oversell prevention is enforced during traffic spikes.
Can marketplace settlements and returns be reconciled automatically?
Confirm support for channel-specific settlement imports, return adjustments, and accounting handoff during Tally coexistence or full migration.
Professional Services
Can timesheets, utilization, and milestone billing be linked?
Ask for live utilization dashboards and billing automation tied to approved timesheets and milestones so profitability is measurable continuously.
Can we keep existing finance while digitizing delivery operations first?
Confirm phased implementation where project delivery workflows go live first and finance syncs through integration or structured export/import.
Real Estate & Construction / Printing & Packaging
Can the system track job/project cost variance against estimate in real time?
Ask to see budget-vs-actual reporting by phase or job, including labor, material, and vendor cost components.
Can subcontractor or job billing events map cleanly to finance during transition?
Ensure billing, retention, and adjustment entries can be posted accurately to your accounting layer while transition is in progress.