ERP projects are often described as make-or-break, and for good reason. The wrong choice can cost millions and stall growth, while the right one can transform how a business operates. In fact, a study by StackPlan in 2023 found that organizations working with independent consultants during ERP or business system rollouts hit an 85% success rate. That kind of margin shows the impact of expert, unbiased guidance.
From my perspective as an independent ERP consultant, I’ve seen firsthand how vendor-neutral advice helps companies sidestep costly mistakes, focus on the right-fit system, and build a foundation for long-term performance. In this article, I’ll share the real risks of navigating ERP selection alone—and why independent expertise changes the outcome.
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Why Independent ERP Consulting Is Critical in ERP Selection
ERP Consultant Services: What Experienced Consultants Deliver
Key Stakeholders to Include on the ERP Project Team
Why Current State Analysis Drives Better Fit
Evaluating ERP Vendors with Independent ERP Consulting Criteria
ERP Consulting Insights on Total Cost of Ownership
Choosing the Right Deployment Model
ERP Contract Reviews and Negotiation Support
What to Expect From a Structured Selection Process
A Quick Review
ERP vendors are highly incentivized to present their solutions as one-size-fits-all, but beneath the surface, product maturity, roadmap stability, and implementation track records can vary significantly. Without a vendor-agnostic lens, organizations risk selecting a system that looks impressive in a demo but fails to meet long-term operational needs.
For more on the benefits of an ERP consultant, see our detailed guide.
With ERP failures occurring in 1 out of every 2 implementations, vendor neutrality is no longer a luxury—it’s a requirement. Independent consultants bring objective analysis, free from sales influence, to ensure the selection process is driven by your business strategy—not by a vendor’s quota.
By removing bias and anchoring decisions in proven selection frameworks, an independent consultant ensures the ERP system you choose is aligned with both your operational realities and future-state goals.
ERP consultants bring more than implementation expertise—they bring market intelligence, vendor insight, and real-world benchmarks.
They understand which products have strong support models, which vendors are investing in R&D, and how each platform performs in specific industry verticals. That context is critical when comparing vendors whose sales materials may look nearly identical.
An experienced consulting team manages requirements gathering, market scanning, vendor scoring, demo facilitation, and negotiation strategy—ensuring you make decisions with clarity and confidence. To explore proven methods, see our article on ERP selection best practices.
A cross-functional ERP selection team should include representatives from every operational area impacted by the system—finance, operations, supply chain, HR, and IT. Functional input ensures the system is evaluated against real workflows, not theoretical use cases.
Equally important is executive sponsorship. Without leadership alignment and visible support, even well-evaluated systems can stall post-selection.
Lastly, appoint a change management lead early. ERP isn’t just a technology shift—it often introduces new roles, policies, and ways of working. Preparing for that reality early reduces resistance later.
A formal Current State Analysis lays the foundation for ERP success. It maps existing processes, systems, integration points, and data flows—highlighting both pain points and process gaps.
This step also helps define which requirements are critical vs. nice-to-have, and which workflows could benefit from standardization during implementation.
Too many organizations skip this phase and enter vendor demos without clear criteria—leading to selection decisions based on features rather than fit. A grounded understanding of how your business operates today is essential to choosing the right platform for tomorrow.
A vendor’s track record is as important as its technology. Assess platforms based on their ability to meet your critical success factors (CSFs), industry alignment, and integration ecosystem—not just UI or claims of “AI-ready” architecture.
Independent consultants use structured scoring models to evaluate ERP systems on functional breadth, scalability, deployment maturity, and partner availability. This eliminates bias and brings rigor to the decision-making process.
Real-world implementation outcomes also matter. Has the product performed well in similar organizations? Are there documented successes (or failures) in your vertical? Those insights can’t be found in a sales deck—but experienced consultants have them.
ERP budgeting goes far beyond licensing. A true total cost of ownership (TCO) model includes:
Licensing (named vs. concurrent)
Implementation services
Data migration
Customization and integration
User training
Ongoing support and maintenance
Scalability costs (users, data volume, transactions)
Choosing software without understanding the full cost profile often leads to overruns or unmet ROI expectations. Consultants help build a complete financial model based on actual implementation scope and long-term business needs.
Deployment strategy should be driven by business priorities, not vendor preference. Most ERP vendors now favor cloud-first architectures, but that doesn’t mean it’s the right fit for every organization.
Public cloud offers lower upfront costs and faster deployments—but may limit flexibility. Private cloud or hybrid models offer more control and customization, but demand a different resource model.
Consultants guide these decisions by weighing security requirements, integration complexity, scalability expectations, and internal IT capabilities.
ERP contracts are often written to favor the vendor. That’s why contract review is a critical—yet often skipped—part of the selection process.
An experienced consultant can identify red flags like:
Aggressive renewal pricing
Vague SLAs
Licensing constraints
Hidden fees
Vendor lock-in language
They also ensure your final agreement aligns with the negotiated scope and avoids future pricing surprises—protecting your organization for the entire lifecycle of the software. For more practical guidance, check out our tips to follow when negotiating an ERP software contract.
A structured ERP selection process typically includes:
Project team formation
Current state analysis
Requirements definition
Vendor longlist and evaluation
Demo facilitation
Proposal and pricing analysis
Contract review
Final recommendation and executive alignment
This process may take weeks or months—but it results in stronger implementation outcomes, fewer change orders, and significantly lower risk of post-go-live issues.
When ERP selection is rushed or driven by sales pressure, companies often face delays, unexpected costs, or poor adoption. A formalized approach adds discipline, objectivity, and measurable value.
A: An independent ERP consultant provides unbiased ERP consulting services to help businesses evaluate, select, and implement the right ERP system without vendor influence.
A: By using proven selection frameworks, independent consultants lower the chance of ERP failure, align software to business needs, and negotiate stronger vendor contracts.
A: ERP consulting supports all industries, but it is especially critical for manufacturers, distributors, and retailers who rely on complex workflows and supply chains.
A: Yes. While ERP projects are costly, small businesses gain value by avoiding missteps, reducing licensing waste, and improving long-term system adoption.
A: Look for independence, industry experience, structured methodologies, and positive client references. A consultant should serve as a trusted advisor, not a software reseller.
ERP selection is a turning point that can shape how your business operates for years to come. The stakes are high, and so are the rewards when done right. With a disciplined process, independent guidance, and strong internal alignment, organizations position themselves to choose an ERP platform that delivers lasting operational, financial, and strategic value.
A thoughtful selection approach sets the stage not only for a smooth implementation but for a system that fuels performance and growth over the next decade and beyond.
We're here to support your ERP initiative at any stage of the adoption lifecycle. Whether you're just starting to explore new ERP solutions or are further along in the process, RubinBrown welcomes the opportunity to partner with you in achieving your ERP goals.