ERP Migration & SelectionFree worksheetPDF, Excel, Word exportEurope

ERP Fit-Gap Scoring Worksheet

A fit-gap analysis turns a long wish list into a number you can compare across candidate ERPs and use for effort estimates. This worksheet gives each requirement a weight and a fit score and calculates a weighted fit percentage.

Download:

Requirement	Area	Weight (1-5)	Fit score (0-3)	Weighted score	Maximum	Custom effort (days)	Comment
				15	15
				8	12
				4	12
				15	15
				3	9
				8	12
				12	12

Total weighted score

Total possible score

Total custom effort (days)

Weighted fit

74.7%

Average custom days per requirement

2.86

Make one copy of this worksheet per candidate system. Score each requirement with the same definitions, and ask the vendor to demonstrate every item scored 3 with your own data.

Optional fit-gap review

Send us your requirement list and we will point out missing areas such as traceability, intercompany or e-invoicing. No obligation.

Optional. The tool and every export work without this. No spam.

How to use it

List requirements as short, testable statements, one per row, and assign an area. Give each a weight from 1 to 5 by business criticality. After a scripted demo, score each as 3 for standard function, 2 for configuration, 1 for customisation or add-on, and 0 for gap or workaround. Enter estimated custom days for score 1 items. Export one file per vendor.

Write requirements so they can be demonstrated
Agree weights before scoring vendors
Have two people score independently
Record evidence in the comment column

How the percentage works

Each row contributes weight times fit to the weighted score and weight times 3 to the maximum. The weighted fit is the sum of weighted scores divided by the sum of maxima. A 100 percent result means every requirement is met by standard functions. Because high-weight items count more, a gap on a critical requirement lowers the result much more than a gap on a nice-to-have.

Reading the result

Use the percentage together with the total custom days. Two vendors at 82 percent are not equal if one needs 15 custom days and the other 90. Sort the rows by weight and check that every weight-5 item scores at least 2. Pass the custom days to the implementation effort estimator and the TCO calculator to see what the gaps cost.

Common mistakes

The usual errors are scoring from brochures instead of demonstrations, writing vague requirements such as good reporting, and giving everything a weight of 5. Also avoid mixing scores from vendors who were given different scenarios. Mid-market vendors differ strongly by industry depth, so include your sector-specific items, for example regulated traceability or variant configuration.

Frequently Asked Questions

How many requirements should I list?

Between 60 and 150 is typical for a mid-market selection. Fewer than 40 hides differences, while more than 200 makes scoring slow and inconsistent.

What score is good enough?

There is no universal threshold. Many teams look for above 80 percent weighted fit with no critical item below 2. Judge the result with custom effort and vendor references.

Can I add vendor columns?

Keep one worksheet per vendor for clean scoring and export each to Excel. Then paste the weighted fit results into a comparison sheet.

Does it replace a demo?

No. Scores should come from scripted demos with your data. The worksheet records and aggregates the outcome.

Netray can help turn your fit-gap results into a testable demo script and, where gaps remain, scope read-only add-ons or reporting layers outside the ERP core.

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