In Focus & Resources

ERP Selection Framework.

A decision framework for mid-market finance leaders evaluating ERP platforms, covering criteria definition, vendor assessment, implementation risk, and total cost of ownership. Vendor-agnostic until the final stage.

Sage Platinum Club Winner

20+ Years Experience

UK&I + North America

First UK Sage X3 Partner

Why This Exists

The problem with most ERP selection processes.

Most ERP selection processes are vendor-led from the first conversation. The RFP goes out before requirements are defined with rigour, the demo is built around vendor strengths rather than business needs, and the decision is made on presentation quality rather than implementation suitability.

Requirements defined too late

Organisations that write requirements after shortlisting vendors inevitably define requirements in the language of the platforms they have already seen. The selection is de facto made before the process is complete.

TCO systematically underestimated

Licence cost is the figure organisations focus on. Implementation cost, integration cost, training cost, internal resource cost, and ongoing maintenance cost are typically underestimated by a factor of two to three in the business case.

Partner quality not assessed

The ERP platform and the implementation partner are not the same decision. A well-implemented mid-tier platform outperforms a poorly implemented tier-one platform in every measurable dimension. Most organisations assess platforms; few assess partners with equal rigour.

The Framework

A six-stage selection process.

Define requirements before shortlisting

Document functional requirements by business process, technical requirements by integration and architecture, and non-functional requirements by compliance and governance. Score each requirement by business priority before any vendor is engaged. This is the step most organisations skip.

Define your evaluation criteria

Platform capabilities; implementation partner depth; total cost of ownership (three-year model); AI roadmap maturity; integration architecture; vendor and partner stability. Weight each criterion before you score. Do not weight after scoring, it introduces bias toward the vendor you have already decided on.

Structured demonstration

Require all shortlisted vendors to demonstrate the same scenarios, drawn from your requirements, not their standard demo script. Scenario-based evaluation reveals capability gaps that standard demonstrations conceal. Require demonstrations of your edge cases, not their showcase features.

Reference customer conversations

Speak directly to at least three reference customers — not customers selected by the vendor, but customers you identify independently. Ask specifically about implementation quality, post-go-live support, and what they would do differently. The vendor’s selected references will be positive.

Total cost of ownership model

Build a three-year TCO model covering: licence, implementation, integration, training, internal resource, and ongoing support. Require vendors and partners to provide written cost estimates before contract. The gap between estimate and actual is where most ERP programmes go over budget.

Contract and implementation planning

Before signing, agree: scope definition and change management process, go-live timeline with milestones and acceptance criteria, escalation protocol, support model post go-live, and the governance structure for the programme. Do not sign a contract that does not include these elements.

A platform for your requirements

Which platform fits your situation?

These are the signals Mysoft uses to identify platform fit in the first conversation. If you see your situation reflected in one column clearly, that is the right starting hypothesis. If you see elements of both, that warrants a more detailed conversation.

Sage Intacct is likely the right fit if…

Finance-first. Cloud-native. Consolidation-led.

Your primary complexity is in the finance layer — consolidation, revenue recognition, or project accounting
You run a professional services, SaaS, or subscription business
You are a not-for-profit, charity, or housing association requiring fund accounting or SORP compliance
You manage multiple legal entities and need real-time consolidated reporting
You want a cloud-native platform with continuous delivery and no upgrade overhead
Operational inventory and supply chain are managed in a separate system

Sage X3 is likely the right fit if…

Operations-first. Fully integrated. Manufacturing-grade.

Your business manufactures, distributes, or manages a supply chain that is inseparable from your finance reporting
You need MRP, production planning, or batch and lot traceability
You operate across multiple sites with shared supply chain and production
High-volume document processing (AP invoices, EDI, supplier statements) is a priority — X3CloudDocs delivers this
You have multi-legislation requirements across different countries
You need deep customisation capability to match complex operational workflows

Start the Conversation

Platform fit is confirmed in conversation, not in comparison tables.

Every Mysoft engagement starts with a requirements conversation — not a product demonstration. We qualify fit honestly and tell you when one platform is clearly the better choice, even if it is not the one you expected.