5 Key Steps to Plan for New ERP and Accounting Software

Updated 9/25/25

Rolling out a new ERP and accounting software isn’t just another IT project—it’s a chance to rethink how your business runs.

It touches every department, from finance and sales to warehouse and shipping, and affects the way people collaborate and make decisions.

When it’s planned well, a new system can reshape how you manage money, organize information, and respond to change every day.

Here’s how to plan each step for success as you head into 2026.

1. Get Clear on What Your Business Really Needs

Before you look at products or schedule demos, pause and study how your company works now and where it’s heading.

• Spot data and automation gaps. Find the points where information slows down or is re-entered—like invoice approvals, reconciliations, or monthly reporting. These are prime opportunities for automation that can save hours and reduce errors.

• Capture what matters most. Document the reports and processes you depend on so nothing is lost in the move. Whether it’s complex revenue recognition, job costing, or specific compliance reports, knowing your must-haves prevents painful surprises later.

• Think ahead. Consider the next three to five years. Will you expand into new locations, handle more transactions, or need to meet new regulations

  Build these expectations into your requirements so the new system supports growth instead of holding it back.

• Listen to every team. ERP and accounting software reaches well beyond finance—warehouse, shipping, receiving, sales, and inventory operations all have priorities that need to be captured from the start. Their input helps shape a system that supports the entire company.

This upfront work provides a clear blueprint for vendor discussions and ensures the solution fits both current needs and future plans.

2. Rethink Workflows with Automation and Integration

A new system isn’t just about swapping out old software—it’s an opportunity to redesign how work gets done.

• Audit everyday bottlenecks. Look for slow, repetitive tasks that chew up time, such as manual invoice entry, spreadsheet consolidations, or approvals that stall in inboxes.

• Automate the routine. Modern ERP platforms can handle document routing, three-way matching, reconciliations, recurring journal entries, and scheduled reporting with little human input.

• Connect your systems. Insist on open APIs and built-in integrations so data flows smoothly between payroll, CRM, inventory, and other departments. When systems talk to each other automatically, you eliminate double entry and cut down on mistakes.

• Rely on real-time data. Instead of waiting for nightly uploads or end-of-month exports, leaders can work with live information to make quick, confident decisions.

By designing smarter processes now, you avoid dragging old inefficiencies into a new environment and give your team more time for analysis and planning.

3. Build a Team That Owns the Project

Technology sets the stage, but people make it successful.

• Invite the right voices. Bring in stakeholders from finance, operations, warehouse, shipping, receiving, sales, and IT. They know where the current pain points are and can help shape practical solutions.

• Choose project champions. Identify team members who can communicate benefits, answer questions, and encourage adoption across departments.

• Test together. Engage all departments in defining requirements, joining demos, and performing user testing. Their input helps catch issues early and ensures the system supports real-world workflows.

• Set clear roles. Define who sponsors the project, who leads the steering committee, and who has final decision authority to keep things moving and avoid confusion.

A diverse, empowered team builds buy-in, reduces resistance, and ensures the new system truly fits how your company works.

4. Prepare People, Not Just Technology

Rolling out new ERP or accounting software is as much about helping people adapt as it is about implementing technology.

• Communicate early and often. Share the vision and benefits well before go-live. Emphasize how the project will make work easier, reduce stress, and free time for higher-value tasks.

• Offer layered training. Combine live workshops, short video guides, and searchable how-to documents so everyone can learn in the way that works best for them.

• Highlight early wins. Share real examples of time saved or problems solved to build confidence and momentum.

• Support continuous learning. Provide refresher sessions and an easy way to get help long after launch so users stay comfortable as the system grows.

When people understand why the change matters and feel supported through the transition, they’re more likely to adopt new tools and use them well.

5. Plan Resources and Choose the Right Implementation Partner

Time, budget, and expertise shape how smoothly the project goes and how quickly you see value.

• Assess internal resources. Decide who will handle data clean-up, migration, testing, and documentation. Knowing these responsibilities in advance keeps the project on schedule.

• Pick a partner who fits. Work with an ERP consultant or implementation partner experienced in projects of your size and industry. The right partner helps with planning, configuration, and training, and can flag risks before they become problems.

• Budget realistically. Include licensing, integrations, training, and ongoing support—not just the software price.

• Roll out in phases if needed. Many organizations start with core financials and add modules like inventory or CRM as each stage shows results, reducing risk and easing adoption.

Good planning and trusted guidance give your project the stability it needs to succeed.

Setting Up for Long-Term Success

Choosing a new ERP or accounting system is more than a technology upgrade.
It’s a chance to simplify work, connect teams, and make better decisions for years to come.

By defining your needs, redesigning workflows, involving the right people, supporting change, and planning resources carefully, you give your organization the best chance for a smooth implementation and a system that grows with you. Top 10 reasons it might be time to change, or contact us for a free consultation.