How to Choose the Best ERP Implementation Partner
The right ERP implementation partner can make or break the success of an Enterprise Resource Planning project. Choosing the right one lays the groundwork for a smooth deployment and sustained business value.
Read on to learn what an ERP partner is, key criteria to evaluate partners, common pitfalls to avoid, and answers to frequently asked questions.
What is an ERP partner?
An ERP implementation partner is a third-party expert firm that helps businesses deploy and optimize ERP software. They act as a trusted advisor throughout the ERP lifecycle — from choosing the appropriate software and planning the project to configuring the system, training users, and providing ongoing support.
Unlike an ERP software vendor (the company that develops the ERP system), an implementation partner focuses on tailoring the ERP solution to the client’s unique business needs and ensuring long-term success. These partners possess deep knowledge of specific ERP platforms (such as Microsoft Dynamics) and how to align them with business processes and goals.
Key Criteria for Choosing the Right ERP Partner
When evaluating potential ERP implementation partners, certain criteria are fundamentally important. Here’s what you should consider.
Industry-Specific Expertise
Every industry has unique processes, regulatory requirements, and challenges that an ERP system must accommodate. Therefore, choose a partner with experience in your industry. An implementation team familiar with your sector’s nuances can provide tailored ERP solutions and anticipate needs that a generalist might overlook.
Additionally, consider the partner’s longevity and recognition in your industry. Partners who earn certifications or awards (i.e., Microsoft’s Gold Partner status) demonstrate excellence and commitment.
Track Record
The partner’s track record — their history of success with ERP implementations — is a strong indicator of their reliability. Look for a partner with a solid reputation built on successful projects and satisfied clients. A proven track record means the partner has consistently delivered ERP projects on time, within budget, and to the clients’ specifications. It also suggests they have experience overcoming common implementation hurdles.
When researching a partner’s track record, don’t hesitate to ask for references and talk to past clients about their experiences. Inquire how many ERP projects the partner has completed, especially those similar in scope to yours, and what outcomes they achieved. You can also seek out testimonials, case studies, or third-party reviews.
User Support
Implementing an ERP system is not only a technical endeavor, but a human one. User support is a critical criterion that encompasses both end-user training and post-implementation assistance. A reliable ERP partner will have a plan for enabling your team to use the new system effectively and for supporting you after go-live.
Businesses evolve, and so will your ERP usage — you’ll need updates, optimization, and possibly troubleshooting. The best partners establish a long-term support relationship, acting as your first line of help for technical issues, system upgrades, and additional improvements.
Transparent Pricing Structure
ERP implementations can be expensive and complex, so a transparent pricing structure from your partner lets you avoid surprises. Ensure your potential partner stays upfront about all costs and explains how they calculate them. This means providing detailed breakdowns of licensing fees, implementation services, custom development, training, and ongoing support in their proposal.
Transparency also involves aligning on deliverables and milestones. A partner with a transparent pricing model ties payments to well-defined project milestones and deliverables, which helps manage expectations and reduces costly surprises down the road. In conversations with potential partners, ask direct questions: Are there any costs that could arise that aren’t in the quote? How do they handle change requests or scope changes in terms of billing?
Integration Capabilities
Modern ERP systems rarely operate in a vacuum; they need to connect and communicate with other software in your organization. When selecting a partner, assess their integration capabilities — the ability to link the ERP with third-party systems.
Ask potential partners about past integration projects: Have they connected the ERP to common systems your business uses? Do they use standard integration frameworks or iPaaS (Integration Platform as a Service) solutions? For example, if you are adopting Microsoft Dynamics 365 ERP, a knowledgeable partner will know how to integrate it with Microsoft’s Power Platform, Office 365, or Azure services for analytics.
Common Pitfalls to Avoid When Choosing an ERP Implementation Partner
Even with clear criteria in mind, companies can make mistakes in selecting an ERP partner. Here are some common pitfalls to avoid during the decision process.
Choosing Based on Cost Alone
Focusing too much on the lowest price is a frequent pitfall. Budget considerations are important, but choosing a partner solely because they offered the cheapest quote often backfires. An unusually low bid may indicate the partner is cutting corners, using less experienced staff, or failing to include critical components in the scope.
To avoid this pitfall, evaluate cost as just one factor among many. Look for a balance of cost-effectiveness and quality. A competent partner should provide a reasonable and transparent price, but also demonstrate value through their capabilities and track record.
Ignoring Industry Expertise
If you choose a partner with little to no background in your sector, they may not fully grasp your business processes or regulatory environment. This gap can lead to misunderstandings, improper configurations, or an ERP solution that doesn’t fit your needs. Watch for signs during initial discussions: if the partner glosses over your business terminology or applies a “one-size-fits-all” approach to every issue, they may not understand your industry well.
Thoroughly vet the partner’s domain expertise. Don’t hesitate to ask how many projects they’ve done in your industry and how they plan to handle your specific challenges. Ask for client references in the same vertical. A capable partner will either have relevant experience or be honest about lacking it – and if it’s the latter, you should likely look elsewhere.
Unclear Scope and Hidden Costs
If you and your ERP partner don’t have a mutual, detailed understanding of what’s included in the implementation, you’re likely to encounter scope creep (unexpected additions to the project) and surprise fees later. Beware of partners who are vague about deliverables or avoid firm commitments on timelines and responsibilities.
Without clarity, every new requirement or obstacle may add an extra charge. While multiple change requests during a project are common, manage and anticipate them as much as possible. If a partner’s proposal omits specifics (like how many training sessions, how many custom reports, or how they will handle data migration), treat it as a warning sign.
To avoid this, insist on a well-defined Statement of Work (SOW) or contract. It should outline the scope in detail: major milestones, specific modules/functions to be implemented, the extent of data conversion, integration points, user training plans, and so on. Everything included (and not included) should be in writing.
Overlooking Ongoing Support
If a potential partner ends their plan at implementation without addressing training or long-term support, consider it a concern. One primary warning sign is when the implementation partner provides little to no training or support documentation for your team. Your partner should go beyond configuring the system to ensure your staff can operate it confidently.
Many companies have experienced challenges when partners ended their involvement after deployment. To prevent this, avoid partners that exclude post-go-live support from their services. You should clarify whether they offer a warranty period (a few weeks or months of support to fix issues), ongoing support contracts, and what those entail (e.g., response times, on-site support options, system health checks).
Ignoring Cultural Fit
ERP partners should act as an extension of your own team — they listen first, communicate clearly, and adapt to your feedback. Pay close attention to early interactions: Are they trying to understand your company’s culture and way of working? Do they seem flexible and open in discussions? If not, problems will likely compound under the stress of an ERP project.
Avoid choosing a partner in haste. Take the time to conduct interviews, proposal reviews, and maybe workshops or demos with the shortlist. Plus, involve key stakeholders in the evaluation, as they will work with the partner day-to-day. Remember, implementing a new ERP is a strategic decision that will affect your business for years —it’s worth a thoughtful selection process.
Turning ERP implementation into a science, with The TM Group
With a history dating back to 1984 and over 1,000 successful ERP implementations completed, The TM Group has turned ERP implementations into a science. They are a nationally recognized Microsoft Dynamics partner, known for deep expertise across industries and a proven track record of client success.
If you’re looking to make your ERP project a predictable success, consider leveraging The TM Group’s decades of experience and expert guidance. Contact The TM Group today.
Frequently Asked Questions
What Is The Role of an Implementation Partner?
An ERP implementation partner’s role is to guide and execute the deployment of an ERP system for your company as a specialized project partner. Depending on the partner’s scope, they may collaborate with your internal team from the earliest stages through configuration and go-live — all the way to post-implementation support.
How To Select an ERP Implementation Partner?
Selecting the right ERP implementation partner involves a combination of research, evaluation, and introspection. For each candidate, evaluate key factors: industry experience, track record, specialized in-house capabilities (like an internal CRM), team expertise, dedicated project support, and pricing model.
Additionally, check if they have experience in your industry. Take your time to make an informed decision. The right partner should instill confidence that they understand your business and will work collaboratively to achieve your ERP project goals.
Who Is Responsible for the ERP Implementation Process?
The client and the partner share responsibility for a successful ERP rollout. The ERP partner leads the project’s technical components, including configuring the software, performing customizations, and integrating systems. Working hand-in-hand, the client company’s responsibilities include defining business requirements, assigning project managers, preparing and providing accurate data, and driving organizational adoption.
