Twelve Questions to Ask an ERP Vendor Before You Sign

ERP demos look alike. The screens flow, the sample data is tidy, and every question gets a "yes, that can be done." What actually separates vendors is not what the demo shows — it is the set of topics nobody raises unless you ask.

Get written answers to the following before signing. "It can be done" is not an answer; follow up with "how, in what timeframe, and at what cost."

Data and Ownership

1. Is the data mine, and can I export it whenever I want? The answer should be yes, and the format should be clear — a database backup, or only screen-level spreadsheet exports? Leaving a system that offers only screen exports is very expensive.

2. Where is the data stored? In-country or abroad? This carries compliance obligations. If cloud-hosted, ask for the backup frequency and restore-time commitment in writing.

3. What happens to my data if the contract ends? How long can you download data before access is cut? This must be written into the contract.

Customisation and Flexibility

4. How are non-standard requirements handled? There are three paths: configuration screens, custom development, or "not possible." Test which category your requirement falls into during the demo, with a concrete example.

5. Do customisations survive version upgrades? This is the most expensive surprise in the ERP world. Customisations made by modifying core code can be overwritten at every upgrade. Ask in writing how customisations are affected.

6. Can my own team change screens and reports? Depending on the vendor for every small report change costs both money and time.

Integrations

7. Which systems have ready-built integrations? Banking, e-invoicing providers, e-commerce platforms, marketplaces, shipping carriers and production machinery. "We have an API" is not sufficient — the cost gap between a ready connector and building from scratch is significant.

8. May I see the API documentation? Documentation quality directly determines how long integration projects take. Being refused access is a warning sign.

Project and Support

9. Who will be on the implementation team, and how many projects have they done in my sector? The sales team and the implementation team are usually different people. Ask for the name and track record of the person who will run your project.

10. How does support actually work? Be specific: support hours, first-response time, the definition of a critical incident, and the resolution commitment. "24/7 support" on its own means nothing.

11. What does training cover? How many hours, how many people, on-site or remote, and does it continue after go-live? Lack of training makes well-implemented projects look like failures.

Total Cost

12. Will you give me a three-year total cost in writing? Licence or subscription, implementation, customisation, training, integration, annual maintenance and the cost of adding users. Without a single number, you cannot compare vendors.

Running the Demo Properly

A standard demo shows the flow the vendor is strongest at. Give them your scenario instead:

• Send a few records from your own product and customer lists and ask them to demo with those.
  
• Ask them to run your most complex workflow end to end — for example a lot-tracked product from production through to dispatch.
  
• Ask about exceptions: how are returns processed, how is a price-difference invoice issued, how is a short shipment closed?
  
[*]Ask them to modify a report on screen. How long it takes reveals real flexibility.

In Short

Choosing ERP is not a feature comparison; it is a long-term partnership decision. Ownership of your data, whether customisations survive upgrades, and the support commitment matter far more than how the screens look.

At Mekjoy we answer all of these in writing. Get in touch if you would like a demo run on your own processes.