ERP Implementation Statement of Work Template
An ERP project without a clear statement of work becomes a series of arguments about what was included. This template gives you the sections a good SOW needs, filled with your names, modules and dates, ready to export to Word or PDF.
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ERP Implementation Statement of Work Template
1. Parties and purpose
This Statement of Work is between Karoo Precision Engineering (Pty) Ltd (the Customer) and Example ERP Consulting (the Partner) for implementation of SYSPRO 8 on premise at One factory in Gauteng, one legal entity.
It describes the work, the deliverables, who does what, the timeline and how the Customer accepts the result.
2. Scope of work
Modules in scope: Inventory, Purchasing, Sales Orders, Work in Progress, Bill of Materials, General Ledger, Accounts Receivable, Accounts Payable.
Included: business process workshops, system configuration, data migration of agreed objects, report and document set up, integration as listed in section 4, user training, cutover support and a post go live support period.
Excluded unless added by change control: custom programming not listed here, hardware, third party licences, historic transaction migration beyond the agreed cutoff.
3. Phases and milestones
| Phase | Key deliverable | Target date |
|---|---|---|
| Discovery and design | Signed process design and gap list | Month 1 |
| Build and configure | Configured test company | Months 2 to 3 |
| Data migration and testing | Reconciled test loads and signed test scripts | Months 3 to 4 |
| Training and cutover | Trained users and cutover plan | Month 5 |
| Go live and support | Go live on 2027-04-01 and stabilisation | Weeks 1 to 6 after go live |
4. Integrations and reports
| Item | Description | Owner |
|---|---|---|
| Integration 1 | ||
| Integration 2 | ||
| Custom report 1 | ||
| Custom document 1 |
5. Responsibilities
The Partner provides project management, consultants, configuration, migration tooling, test support and training material.
The Customer provides a project sponsor, a business owner for each process area, timely decisions, clean source data, test participation and user attendance at training.
Project start is planned for 2026-11-02 and depends on the Customer meeting its responsibilities.
6. Fees and payment
Fee basis: Fixed fee per phase. Currency: ZAR. Travel and expenses are charged as agreed in writing. Invoices are issued on completion of milestones or monthly, as set out in the commercial schedule. Amounts exclude VAT unless stated.
7. Acceptance and change control
Each deliverable is accepted when it meets the acceptance criteria agreed in writing, or after the review period if the Customer raises no documented defect. Changes to scope, schedule or fees require a written change request approved by both parties before work starts.
8. Risks and assumptions
Assumptions: data is available in agreed formats, key users have time allocated, and the infrastructure is ready by the date agreed.
Risks to be managed: data quality, user availability, scope growth and late decisions.
Approval
This template is a starting point, not legal advice. Have your attorney review the final contract terms, liability, intellectual property, data protection and termination clauses before signing.
Have a vendor SOW reviewed against your needs
Optional: an expert read of a proposal or SOW to mark gaps and missing exclusions.
Optional. The tool and every export work without this. No spam.
How to use it
Fill in the customer, partner, product, modules and dates in the form. The document builds itself with the standard sections: scope, phases, integrations, responsibilities, fees, acceptance and risks. Then edit the exported file to add detail specific to your project. Use the integrations table to list every interface and custom report by name, because these are where scope usually grows.
What a strong SOW contains
It states what is included and, just as important, what is excluded. It names who owns each deliverable and what the customer must provide. It ties payments to milestones that can be verified, and it defines acceptance in writing. It describes a change process so that new requests are priced and agreed before work begins instead of discovered at the invoice.
- Explicit in scope and out of scope lists
- Named customer owners per process area
- Acceptance criteria written before build
- A change request form and approval path
Common mistakes
Vague scope such as 'standard reporting' leads to disputes, so list reports by name. Another mistake is ignoring customer effort: most delays come from late data and unavailable users, so write those duties down. Finally, many projects skip the post go live period, then argue about who fixes early defects. State the support window and what it covers.
Frequently Asked Questions
Is this suitable for Odoo or Sage projects?
Yes. Change the product field and the modules list. The structure of scope, phases, responsibilities, fees and acceptance applies to any ERP implementation, whether on premise, cloud or open source.
Should I use fixed fee or time and materials?
Fixed fee suits a well defined scope, and puts delivery risk on the partner. Time and materials with a cap suits uncertain scope. Whatever you choose, tie payments to deliverables and keep change control strict.
Does this replace a master services agreement?
No. The SOW sits under a master agreement that covers liability, confidentiality, intellectual property and data protection. Have an attorney review those terms separately.
How detailed should the milestones be?
Detailed enough that both sides can say yes or no to whether a milestone was met. A signed design document and a reconciled test load are verifiable, while 'configuration complete' is not.
If you want an independent review of a vendor SOW before you sign, we can read it against your requirements and mark gaps.
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