Cost Breakdown of ERP Software and Its Implementation


It can be challenging to compare costs and select an ERP system. Several factors have an impact on how much an ERP program costs. Consider the return on investment when considering whether an ERP system is appropriate for your business. Think about how it can help you develop and compete as well.

Employing a systematic strategy when determining ERP costs as you choose an ERP program is critical. This article will provide you with a summary of every factor you should consider when estimating the price of an ERP software solution. You can estimate the cost of ERP systems using this cost template.

What is an ERP System?

These solutions can manage organizations' day-to-day activities, such as accounting, finance, and procurement.

The development of ERP solutions can be both time- and money-consuming. A sizable and knowledgeable team must create a resource planning system that satisfies customer requirements. Due to the increasing demand for competent workers, a customized solution may be costly.

ERP systems can also give you visibility into the entire business process by tracking every aspect of production, logistics, financials, and more. These integrated systems are a central hub for a company's end-to-end workflow. They also provide data that a wide range of departments can access.

ERP systems and software can support many functions in enterprises, small, medium, and big corporations. For ERP systems, you can also personalize your industry. ERP Systems are Important

Many businesses must know the importance of investing in technology, including hardware and software. Businesses tend to hold on to their existing accounting system, a piecemeal solution, or legacy ERP software until an urgent change is required.

ERP is crucial for every business because it is the nerve centre of any business or organization. An integrated ERP system allows seamless information flow between different departments and functions. Also, it helps improve business operations and streamline business procedures. Finance, HR, and warehousing are just a few business processes often covered by an ERP package. Additionally, it manages orders, marketing, and customer interactions.

Several corporate processes can be automated with ERP software. Businesses can employ contemporary technologies like IoT, AI, machine learning, augmented reality, and more to automate many areas of their operations. Any size of organization can utilize ERP. Cost-cutting, resource optimization, automating repetitive operations, and eliminating human error can all be accomplished with the help of ERP.

Cost Savings

ERP solutions may unify your organization's diverse systems. Systems like Customer Relationship Management (CRM), Supply Chain Management (SCM), Warehouse Management, Logistic Management, Human Resources Management (HRM), or Warehouse Management can all be integrated by ERP. Businesses will profit from the accurate and cost-effective information flow between these platforms. Users will avoid redundant data entry and save time. One can also lessen human error. Better Collaboration

ERP solutions improve day-to-day business operations and facilitate collaboration between departments and team members. All information can be accessed from one location. The appropriate access can also be granted to those team members who need it to complete the task. Many business management software provides access control to increase the security of data and systems. With minimal human errors, the accuracy, completeness, and security of information can all be assured. Unauthorized access can also easily be blocked.

Best Practices

Modern ERP applications have pre-built functionality based on top companies' best practices. Businesses can immediately access these industry best practices or request customization to meet their unique needs and objectives.

Analytics That Works Better

ERP allows you to query as much data as you want and create the reports needed for your decision-making. It is easy to access information quickly, and you don't need to rely on outside help to generate ad-hoc reports. Some ERP systems include predictive analytics and embedded artificial intelligence. As you use the system, you will receive suggestions and guides to help you make informed decisions.

Increased Productivity

It is possible to eliminate time wastage by not having to do repetitive tasks manually. This is when the same data needs to be entered multiple times in different systems. Information can flow seamlessly between different departments and systems with an integrated ERP solution. Your organization's productivity, efficiency, and profitability will improve by eliminating repetitive manual processes and reducing errors from human data entry.

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ERP Software License Prices

Cloud-Based ERP System, or SaaS ERP System

  • Designated User Fee, Optional

The named user license is the most common kind. The quantity of designated clients affects the cost of these user licenses. A fixed license known as a "Named User License" gives a specific person access to the software. Standard, admin and manager users can purchase named user options for various price tiers. Because they have the most access, administrator users are the most expensive.

  • Optional Concurrent User Fee

You can share one concurrent license, but only one can be logged in at a given time. Ten licenses can be purchased so that only ten people can use the software simultaneously. This is an excellent option for users who work in shifts.

  • Optional Consumption-based User Fee

The Consumption-based User License is available for unlimited users. It is based on the number and type of transactions, such as sales invoices. As a company grows, this license may become more costly. This model is best for businesses with low-volume transactions. A business that produces high-end custom equipment, but not in large quantities, could use this model.

  • Additional Software Licensing Fees

You may have to install additional software if the ERP system has weak points. There may be additional capabilities that you require in areas such as manufacturing. These requirements will require software. You will be charged an additional license fee for add-ons not part of your ERP project.

Integration Licensing Costs

  • Integration Software
  • An integration platform allows you to integrate add-on software with your ERP system.
  • Integration Code
  • If your add-ons don't have choices for pre-integration, you might need to engage someone to write bespoke integration code. You may require license rights to allow systems to communicate.

Additional ERP Costs

  • Optional Modules/Features
  • Some vendors might charge additional fees if a module isn't included in the base price or if you require advanced features. Be clear with the vendor about what functionality you need when discussing the price to avoid surprises later.

Costs of ERP System Implementation

Implementations may be expensive depending on a variety of criteria. Yet, they are the most expensive part of an ERP acquisition. The cost of the ERP Installation will be 1.5–2.5 times that of the software.

Consulting for Implementation

An ERP consultant may be valuable if you lack the resources or personnel to implement an ERP system. To succeed, you must select a specialist knowledgeable about your sector. Both must know the ERP system you intend to employ and have previous experience working with businesses like yours. 

Consultant Implementation Pricing Models

  • Fixed Price Contract - A fixed price contract has a predetermined cost based on the project's size and complexity. Setting clear expectations between the parties and precisely defining the scope is essential.
  • Time and Material - This model charges time and material. It's based on how much time was spent and the material used. This contract is simple to create and is useful if you have uncertainty or need flexibility.
  • The Recurring Model - allows you to pay each day, every month, or for a set number of years. This model offers the consultant a predictable and fixed income while allowing clients flexibility. This model is also simpler to track than time- and material-based ones.

As with any contract, it is important to take the time and read it carefully. Think about how long the consultant will take. This may seem excessive if you're just getting started with ERP. While a fixed-price contract may seem appealing, it may not cover all your work. You could be charged an hourly fee for work after the contract expires. You should consider all options and reach an agreement.


You may need to customize the software depending on your company's business operations and ability to adapt the processes to the software. Your provider will charge you for customizing the software. Ascertain that these expenses are maintained to a minimum. You will likely need to adapt your business processes in order to use an ERP system. This software was most likely developed using the best practices of today's businesses.

Modifying a system can lead to problems with software updates and upgrades. If you need a lot of customizations, the system may be wrong.

IT Infrastructure

  • Hardware/Software - Only on-premise ERP systems and add-ons that are not cloud-based are included in this price. Request a list of the hardware and software the vendor will need to implement your system.
  • If your IT personnel are capable, you can work with them; otherwise, you can acquire assistance. Your IT infrastructure may be possible to be built up by an IT professional to support the ERP implementation. If they can't, they might be able to hire another business. 

Costs for Internal Staff

This is a substantial cost that is often overlooked.

  • Project staff - Your project team will work with you to select the system and will take part in putting it into practice. It is crucial to consider the potential for them to put in extra time. You can factor this into your time cost, i.e.
  • Temporary staff - is needed because there are jobs on the project team.
  • IT staff - If you select an on-premise system, your IT staff will collaborate with the vendor to create your internal infrastructure and support the ERP system. Cloud-based systems are likely to reduce the need for IT staff.

Data Migration

You must do data entry, testing, conversion, and migration in order to transfer data from your legacy system to your new one. This will guarantee that your ERP system is configured properly. Although your vendor might be able to help, the movement of your data is solely your responsibility. Staff members or contract workers can complete these jobs. Make careful to account for the cost of data migration in your budget because it is sometimes underestimated. 


Basic training may be offered by your vendor for no cost, but it might come at an additional charge (e.g., travel costs may apply if it is done at your location. Training your staff is essential to ensure they feel comfortable with the system and maximize its potential.

Implementing an ERP system is costly. It is important to get the most out of your ERP system. It is crucial to have good training. You can teach some people the system but not others.

Current ERP System Maintenance Prices

IT Staff

IT staff must be available to solve any technical issues that might arise. You will need someone who can troubleshoot issues to ensure users are productive.


Many vendors provide basic support via their knowledge base. If you have a problem, you might consider purchasing a paid plan to receive more detailed support.


Subscription pricing often includes annual maintenance and upgrades to cloud ERP. Customers who live on-premise will have to pay an additional fee for software updates and annual maintenance. It's smart to ensure that your software is always up-to-date.

Advantages of ERP

Enterprise resource planning software has many powerful possibilities that can be converted into lucrative perks by skilled individuals. Let's get to the point and look at the benefits of enterprise systems.

Higher management Performance

ERP solutions, which work as a central data hub, integrate all facets of business operations, including sales, human resources, inventory, supply, customer service, inventory, and production. With computer technology, automated data handling is possible with ERP software.

Enterprise resource planning solutions have a number of primary advantages. They reduce paperwork and eliminate the need to input data manually. This benefit means there is a lower chance of human error, which can cause disruptions in production. Additionally, data stored on paper can be converted into digital format. This allows for the direct allocation of human resources.

Information Is More Accurate And Readily Available

The other enterprise resource planning benefits stated in this article are affected by this basic benefit. Modern ERP systems enable efficient and central gathering, processing, and storing data related to manufacturing, sales, supply, or customers. One data system can be utilized and maintained in place of numerous databases, each needing regular inspections and synchronization to eliminate redundant or outdated records.

It is possible to optimize performance at all levels of an enterprise by improving the quality of all internal data and making it easily accessible to staff. Supply chain and inventory management are the activities that reap the greatest benefits from ERP implementation.

Better Coordination

Collaboration across departments and branches of an organization is improved through a unified system that contains all business-related information. ERP software increases efficiency by cutting down on internal communication lag time. This is particularly beneficial for companies with a network of affiliates across multiple states or continents.

Precise Planning

It is easy to access most business information, making it easier to analyze and plan for future development. The company's management staff and business analysts can use the combined data more efficiently to develop new strategies or improve the ones they already have.

Reports Enhanced

All reports, including financial, inventory, customer behaviour, technical maintenance, and more, maybe submitted quickly and easily using ERP software.

Flexibility and Scalability

Scalability and flexibility The benefit of modularity, which enables scaling up and down to accommodate changing situations, is another benefit of ERP software.

Even the smallest changes to the company's structure and operation can significantly impact the business. ERP solutions must be flexible. ERP systems are flexible enough to handle growth, including production increases, inventory extensions, new functions, services, or users.


By minimizing paperwork, streamlining daily duties, and, most significantly, eliminating repeated processes, ERP systems can lower administrative costs. Resource planning solutions can also be used to speed up business operations, which involve many information requests and approvals, such as stock and supply management and logistics.

Access To Management Systems Is Easier

ERP systems can be implemented as web- or mobile-enhanced apps depending on the unique resource planning requirements. They are accessible from anywhere and may be used on smartphones, tablets, and other mobile devices.

Improved Customer Service

Customer relationship management is also optimized by modern ERP software. All client and sales data can be collected thanks to centralized data storage. Customers can contact you more easily, and it takes less time to answer their requirements.

Other benefits include faster access to customer history data with greater accuracy. Collected and analyzed customer behaviour data can lead to strategy optimizations or better predictions of the demand that must be met at the right and right times.

Enhanced Market Competitiveness

This is the sum of all the benefits mentioned above regarding business profits. ERP systems provide the greatest competitive advantage for an enterprise and allow it to compete with its competitors. Some companies stick with time-tested methods, while others can afford ERP solutions. Others enhance their businesses and reap the benefits of technological advances.

Disadvantages of ERP

While ERP solutions have many benefits, it is important to understand the limitations of these systems before implementing them in your business. These disadvantages can be overcome by business owners and made ineffective or unfeasible.

High-Cost Licensing And Development

ERP solutions can be very complex and expensive to develop. A large, experienced team is required to build a resource planning system that meets customer specifications. A custom-made solution can be expensive because of the high demand for skilled workers.

Although ready-made ERP systems can be faster, licensing costs can also be high. Ready-made ERP systems are more expensive, have a longer customization period, have higher maintenance costs, and may not be compatible with company processes or business requirements.

High Cost Of Deployment And Maintenance

ERP system prices can be too expensive, which is a bad sign. Such systems must be installed and maintained, which costs more money and demands more personnel. Pre-made solutions must be updated frequently, which could add to the cost. Yet, these expenditures will eventually pay off because of the increased productivity across the board. Practice And Training Are Necessary ERP software is intricate and demands that staff members have additional abilities.

Training And Practice Are Required

ERP software is complex and requires additional skills from staff. It can take significant time to learn the basics of an ERP system, and it is much more difficult to master its full functionality.

Another problem is that ERP system users who have been in the company for a while may leave, so new employees must take longer to learn the software. You can help the process by providing enough manuals and training programs.

It Requires Tweaking

ERP software implementation demands accurate and cautious adjusting for success. This covers everything from thorough customizing to fine-tuning. All enterprise organisation layers must be accommodated by ready-to-use and custom solutions.

To Realize Your Full Potential, It Takes Time

EPR systems are not as efficient as they could be, as you can see by the drawbacks. There are several stages to deploy, customization, initial data input, and staff training, all of which can take a while.

These are Some Considerations When Budgeting ERP

This is a list of key points to remember when creating an ERP budget :

  • What license options are there?
  • How many people will need to have access to the ERP system?
  • How many entities or locations will the ERP software be used?
  • No matter how complex your business processes may be.
  • Training is crucial to make users feel at ease with the ERP system.
  • What industry functionality do you require?
  • You may need to customize it.
  • What hardware and software are required for implementation.
  • How much time will be involved with your data conversion/migration?
  • What is your projected consumption?
  • How much staff time is needed for this project?
  • If third-party apps will be required, and at what level?
  • What is the frequency of updates and upgrades from ERP vendors?

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A variety of elements and circumstances influence the price of an ERP system. Because each provider has their price practices, this is challenging. Because you don't have to worry about server upgrades or IT infrastructure upkeep, cloud ERP systems are simpler. Licensing costs for cloud ERP could be categorized as operating costs. Nonetheless, expenses for on-premise ERP might be categorized as capital investments.

Arion E-Business Management custom templates can help you understand the cost of an ERP system. Our expert team is happy to assist you if you are a distributor or manufacturer company seeking information about industry-specific ERP software.