Selecting an ERP system is one of the most important — and most daunting — decisions a growing business can make. It's a high-stakes investment that affects everything from your financials and inventory to customer service and reporting. And unfortunately, most organizations approach ERP software selection without a clear structure, relying heavily on vendor promises or outsourcing the process entirely to consultants.
Here’s the truth: You don’t need a $20,000 - $100,000 consulting engagement to choose the right ERP. With the right framework and tools, your internal team can confidently lead the selection process — even if you don’t know where to start.
This guide walks you through how to run a structured, consultant-grade ERP evaluation process on your own — and avoid the common pitfalls that lead to wasted time, bloated costs, and poor-fit systems.
DIY ERP Selection: A Step-by-Step Guide
Why ERP Selection Feels So Risky
ERP software is the digital nervous system of your organization. It touches accounting, operations, sales, inventory, purchasing, HR — and more. A wrong decision can lead to years of frustration, while the right one can unlock operational efficiency and scalability.
But for most teams, the selection process is unfamiliar territory. Common pain points include:
Too many vendors, each with different terminology
Vague product demos and sales pitches
Uncertainty about what to prioritize
Internal misalignment on goals and needs
This is where consultants often step in — promising expertise, structure, and neutrality. And while they can certainly add value, the reality is that most of what they provide is a process — not secret knowledge.
You can replicate that process. You just need the right roadmap.
The 6-Phase ERP Selection Process (Used by the Pros)
Whether you’re hiring a consultant or going it alone, the most effective ERP software selection projects follow a structured six-phase approach:
1. Project Planning & Readiness
Establish your team, timeline, and decision-making criteria. Determine who will be involved, what your goals are, and how you’ll evaluate options.
2. Requirements Definition
Document your functional and technical needs — both current and future. In this phase, you identify what’s critical for your organization (e.g., multi-entity accounting, inventory traceability, job costing).
3. RFP Development
Build a clear, professional Request for Proposal (RFP) that communicates your scope, priorities, and expectations. This keeps vendors accountable and lets you compare them fairly.
4. Vendor Responses & Evaluation
Collect responses, score them against your criteria, and narrow down to a shortlist. Use a weighted scoring system to keep things objective.
5. Scripted Demonstrations
Don’t settle for generic sales demos. Create a scripted demo process based on your real-world use cases. Watch how each system handles your actual business scenarios.
6. Final Evaluation & Selection
Re-score vendors based on demos, references, and pricing. Align your internal stakeholders and make a confident, consensus-driven decision.
This isn’t just theory — this is the exact framework used by consultants in the field. And now, you can follow it yourself.
What You Actually Need to Run the Process Yourself
You don’t need to be an ERP expert — but you do need structure. Here’s what enables a successful DIY ERP selection:
Internal alignment. Ensure leadership and functional stakeholders agree on goals, pain points, and what success looks like.
A comprehensive requirements list. Don’t rely on vague needs like “better reporting” — document detailed requirements by business area.
Templates and tools. These include RFP documents, scoring matrices, demo scripts, and decision scorecards.
An objective process. Structure avoids decision-making based on bias or who has the flashiest sales pitch.
With these components in place, you can lead a confident selection — even without prior ERP experience.
Common Mistakes to Avoid When Selecting Your ERP
If you try to wing the process, certain mistakes are almost guaranteed:
Choosing based on brand name recognition. Big names aren’t always the right fit for your size, industry, or budget.
Failing to define requirements. Without a clear picture of your needs, it’s impossible to evaluate solutions properly.
Letting vendors run the process. Without structure, vendors will control the narrative — showing only what flatters them.
Skipping the demo script. If you don’t control what’s demoed, you won’t see how the system fits your workflows.
No formal evaluation. Without a scorecard, decisions become subjective and political.
Avoiding these pitfalls is exactly why structure matters — and why the right tools make all the difference.
Use a Guide and Templates, Not a $50K Contract
Most ERP consultants aren’t doing anything magical — they’re giving you structure, templates, and facilitation. And now, those same resources are available directly to you, without the six-figure consulting fee.
Our ERP Selection Guide gives you:
A fully-built requirements matrix covering 1,200+ features
A fill-in-the-blank RFP template
Demo scripts, scoring tools, and evaluation templates
Step-by-step instructions for every phase of the process
You don’t need to be an ERP expert — you just need a plan.
ERP software selection doesn’t have to be overwhelming — and you don’t have to hand over your process (or your budget) to a third party to get it right. With a structured framework and professional-grade tools, your internal team can make an informed, confident ERP decision that fits your business — without the consultant price tag.