Procuring a new ERP system is one of the most strategically important decisions a company can make. The right ERP solution can power future growth and create efficiency, transparency, and control across the entire business. The wrong choice, however, can lead to high costs, inefficient processes, and unnecessary barriers to development.
This guide is aimed at companies preparing to procure a new ERP system. It outlines a clear step-by-step process for running a structured procurement—in close collaboration with xperitus.
Before the procurement itself begins, laying the right foundation is critical. An ERP project is not just a system change—it is a comprehensive transformation that affects processes, culture, and ways of working across the organisation. Many ERP failures are not caused by the system itself, but by starting without clear objectives, proper stakeholder buy-in, or a structured plan.
Insight: If you currently rely on multiple standalone systems, struggle to access business data in time, or face growing operational complexity, it is a strong signal that it’s time to review your ERP landscape.
Five signs you need a new ERP system
The pre-study lays the foundation for the entire procurement. The objective is to understand the current state, identify pain points, and define why a new ERP system is needed.
At this stage, xperitus can step in and support you. We conduct the pre-study together with you—mapping processes, needs, and the target state—so you have a clear decision basis and a shared direction for the next stage of the procurement.
Key Activities:
Outcome: A clear target vision and decision basis for moving on to requirements definition.
By developing a clear and structured requirements specification, we ensure the system truly supports your business processes.
Often, organisations lack the time or in-house expertise to carry out requirements work on their own. It can be unclear how the process should run, which requirements to set, and how to formulate them to achieve the right outcome.
xperitus helps you capture the needs and ensures that requirements are firmly anchored in your business processes and objectives. By leading the requirements process, we free up time for your internal organisation and make sure the right people are involved at the right stages.
Key Activities:
Outcome: A documented and prioritised requirements list that forms the basis for the system analysis.
Once the requirements specification is complete, we work together to identify the solution that best supports your processes and objectives. Drawing on our extensive experience with ERP implementations, we help translate your requirements into concrete solutions within our platforms.
We analyze how our different systems meet your needs, conduct demonstrations and workshops, and discuss potential adaptations and future scalability. Beyond system functionality, we also consider the overall picture – cost structure, technical platform, and implementation methodology – to provide you with a well-founded decision basis that identifies the solution delivering the greatest value, both now and in the future.
Key Activities:
Result: A clear recommendation of the system that best supports your processes and creates sustainable long-term value.
When the recommendation from the system analysis has been established, the next step is to make a decision, sign agreements, and plan the implementation.
At this stage, xperitus supports you in creating a clear plan for project initiation. Together, we ensure that roles, responsibilities, and objectives are well defined, and that change management and communication are integrated from the very beginning. This provides the best possible foundation for an efficient and successful implementation.
Key Activities:
Outcome: A robust contract and clear project plan that establish stable parameters for a successful implementation.
Once the system selection is made, the next phase begins—implementation. This is where plans become reality. The implementation phase is often the most extensive—and the most critical—part of the project.
xperitus leads you through the entire implementation using a proven methodology and deep system expertise. We ensure data migration, integrations, and testing work as intended, and that the system is configured to best support your processes.
In parallel, we drive change management—training users, building understanding of new ways of working, and ensuring the organisation is ready for change.
Key Activities:
Outcome: A stable, well-adopted ERP system that delivers business value from day one.
After go-live, the next critical phase begins—operating and continuously enhancing the solution so it keeps creating value over time.
With xperitus as your partner, you receive long-term support for daily operations, system maintenance, and user support. We track results, identify improvement areas, and help you leverage the system’s full potential.
Through regular reviews and dialogue with your key users, we ensure the system evolves in line with the business—whether that involves upgrades, add-ons, or process improvements.
Key Activities:
Outcome: A long-term, efficient, and future-proof ERP solution that evolves with your business.
NetSuite is a cloud-based Enterprise Resource Planning (ERP) system that unifies finance, procurement, inventory, manufacturing, CRM, and project management within a single integrated platform. Delivered as a subscription-based Software-as-a-Service (SaaS) solution, it offers automatic upgrades, real-time reporting, and built-in business intelligence. The system is scalable, flexible, and accessible through a web browser, reducing the need for internal IT maintenance. NetSuite is suitable for companies across various industries — from manufacturing and distribution to service- and project-based organizations — and supports multiple languages and currencies.
JD Edwards EnterpriseOne is a highly configurable and fully integrated ERP solution that can be deployed on-premises, in the cloud, or in a hybrid environment. It offers more than 80 modules covering finance, sales, procurement, inventory, manufacturing, projects, CRM, and more. The system allows organizations to choose their preferred database, operating system, and hardware to meet specific requirements, combining standard functionality with industry-specific capabilities. With built-in automation, integration options, and extensive flexibility, JD Edwards is designed to streamline complex business processes for medium to large enterprises.
xperitus is an experienced Oracle partner with deep industry expertise and proven implementation methodology, with a strong focus on NetSuite and JD Edwards. By combining NetSuite or JD Edwards with xperitus, you get a robust solution that can grow with your business – while achieving control, flexibility, and business value from day one.
Our customers often highlight our commitment, deep understanding of their operations, and our ability to be a reliable partner throughout the journey.
“xperitus was the company that best presented a solution to our problem. They conducted a needs analysis before proposing how to proceed and what it would cost. They guided us through the project – which was crucial for us.”
“The big difference is the people — xperitus understood our business. They’re not afraid to say yes or no: ‘No, that won’t work — but here’s how we can do it.’ And often, the result is just as good — or even better.”
“In my experience, xperitus’ consultants are highly skilled, understand our business, and help us work in the best way for us.”
“We’ve always had a very strong partnership with xperitus. They understand our business processes, and that’s the key to a successful ERP project.”
“We’ve built a great relationship with xperitus. They have deep ERP expertise and are very easy to work with.”
Many customers also value our availability and strategic support:
“xperitus is our sounding board. Even when we’re not working with them directly on a project, we can always reach out and benefit from their expertise — and we truly appreciate that.”
Procuring a new ERP system requires time, structure, and the right partner. By following a clear step-by-step process, you minimise risks, ensure internal alignment, and lay the foundation for a successful implementation.
With NetSuite or JD Edwards as your platform – and xperitus as your partner – you gain a solution that not only meets today’s needs but also creates the conditions for future growth, with full control, transparency, and flexibility.
At xperitus, we support our customers not only with system-related matters, but also with process and business development. Wherever you are on your ERP journey, we are here as your trusted partner.