Choosing an ERP system is one of the biggest decisions your business will make—and the contract you sign is more than just a formality. It sets the tone for your partnership, defines what’s included (and what’s not), and locks in commitments that impact your business for years to come.
The key? Ask the right questions before you sign anything.
This guide covers the most important questions to ask ERP vendors so you don’t get blindsided by hidden costs, slow support, or a system that doesn’t fit your business.
🔧 Functionality & Fit
Make sure the ERP actually works for how you do business—not just in theory.
How does your ERP handle unit conversions for bulk, bundles, or linear products?
Can your system manage multiple warehouse locations and inter-yard transfers?
Is there support for job-site deliveries, dispatching, and real-time tracking?
Can we create and track quotes, orders, and customer-specific pricing tiers?
How customizable are workflows without requiring heavy coding?
💡 Why it matters: Generic systems often require workarounds. Ask about use cases specific to construction supply, not just general distribution.
💻 Implementation & Support
Implementation is often where expectations and reality clash. Get clarity early.
What’s the average implementation timeline for a company like ours?
Who will lead the implementation—your team, our team, or a third-party?
Do you offer industry-specific onboarding or just general system training?
What happens if we run into delays or need to pause the project?
What’s your support structure after go-live? Do we get a dedicated rep?
💡 Why it matters: A fast implementation isn’t helpful if it’s rushed or unsupported. Long-term success depends on support and training.
🔌 Integration & Scalability
Your ERP won’t work in a vacuum—it needs to play nicely with other systems.
Can this ERP integrate with our CRM, barcode scanners, or e-commerce tools?
Is mobile access included or a paid add-on?
How do you handle future upgrades—will our customizations still work?
Can we add modules or users later without major rework?
What happens if we open new locations or expand into new product lines?
💡 Why it matters: Look for flexibility. You’re building for the future, not just the next 6 months.
💰 Pricing & Licensing
The sticker price is just the start. Dig into the full cost picture.
Is pricing based on users, modules, transactions, or something else?
Are all core modules (inventory, sales, purchasing, financials) included?
Are there hidden costs—like training, data migration, or API access?
How are upgrades handled—do we pay for new features?
What’s the cost of support and how is it billed?
💡 Why it matters: You want to know your true cost of ownership—not just the base license fee.
📄 Contract Terms & Exit Clauses
Don’t lock yourself into something you can’t get out of—or easily expand on.
Is there a minimum contract term? What are the renewal terms?
What’s the cancellation process, and are there penalties?
Can we access our data if we choose to leave?
Is there a service-level agreement (SLA) for uptime and support response?
How often do you update your platform—and do we control when updates happen?
💡 Why it matters: Contracts should protect both sides. Be wary of vague terms or long lock-ins without flexibility.
🧠 Experience & Industry Knowledge
A vendor who understands your industry will ask better questions—and offer better solutions.
How many distribution or building material supply companies do you currently serve?
Can you provide references from similar businesses?
What’s the most common challenge companies like ours face during implementation?
What makes your ERP a better fit for construction supply vs general distributors?
💡 Why it matters: Experience in your vertical means fewer surprises, better fit, and faster time-to-value.
Final Tip: Don’t Just Ask—Listen
How the vendor answers is just as important as what they say. Are they speaking your language? Do they understand your workflow? Are they transparent when they don’t know something?
A great ERP vendor won’t just sell you features—they’ll help you solve real operational problems. That’s the kind of partner worth signing with.
