ERP System Selection Checklist (With Implementation Proposal Review)
An ERP selection goes wrong when companies compare brochures instead of testing against their own processes. This checklist walks through preparation, requirements, scripted demos, review of the implementation proposal, and the contract, so the decision rests on evidence.
0 of 36 items complete
10 critical items still open - these are the highest-risk gaps.
1. Prepare before talking to vendors
2. Requirements and shortlisting
3. Demos and proofs
4. Reviewing the implementation proposal
5. Contract and readiness
Tick what you have completed. Critical items are those that most often decide whether an ERP project overruns. A score below 60 percent means you are not yet ready to sign; between 60 and 85, close the critical gaps first.
Second opinion on your ERP shortlist
Optional: an expert review of your requirements and how each option handles AI and data access.
Optional. The tool and every export work without this. No spam.
How to use this ERP selection checklist
Work through the five groups in order and tick items as they are done. Items marked critical are the ones whose absence most often causes budget and schedule overruns. Export the completed list to PDF to share with the steering committee, or to Excel to track owners and dates. Run it twice: once before the vendor search and once before you sign.
Why scripted demos beat standard demos
A standard demo shows a polished path through sample data. A scripted demo asks every vendor to run the same awkward scenarios with your parts: a changed customer order mid-production, a nonconformance with supplier return, a month-end close. It shows how many clicks, customizations and workarounds each system needs. Score demos with the people who will use the system, using the criteria weights you set beforehand.
What a good implementation proposal contains
A proposal should be specific enough that a dispute could be settled from it. Expect a defined scope by module, site and user count, a phase plan with milestones, explicit data migration objects, named roles on both sides, test and training approach, and go-live support. Vague phrases such as as required or best efforts are warnings. Compare proposals on total five-year cost, including licenses, hosting, support and your own staff time.
Common mistakes
The usual errors are selecting by price alone, letting one department drive the choice, underestimating data cleanup, skipping reference calls with similar manufacturers, and signing before agreeing exit and data export terms. If you plan to run AI over ERP data later, ask each vendor how you can reach the data directly and whether on-premises deployment is supported.
Frequently Asked Questions
How many ERP vendors should I shortlist?
Three to five is usual. Fewer risks weak negotiating leverage; more makes scripted demos and reference checks too costly. Shortlist on fit for your industry, size and deployment model, not on market share alone.
What should an ERP implementation proposal include?
Scope by module, site and users; phases and milestones; data migration objects and mock loads; roles on both sides; training and testing; go-live and hypercare support; pricing basis and change-order rules; and named consultants. Anything vague should be clarified before signing.
How long does an ERP selection take?
For a mid-size manufacturer it commonly runs three to six months from requirements to contract, depending on how many stakeholders and vendors are involved. Rushing the requirements step usually costs more later than the time it saves.
Should I hire a consultant for ERP selection?
It helps when you lack internal ERP experience or have complex needs, as long as the consultant is independent of the vendors. A good one brings requirement templates, benchmarks and negotiation experience, but your own team must still own the decision.
If you are weighing an ERP or already run one, we can add a private AI layer on top of it, including on-premises, without replacing the system. Happy to review your shortlist from that angle.
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More ERP Migration & Selection tools
See all- Small Manufacturer ERP ROI and Payback Calculator
- Small Manufacturer MRP Vendor Demo Question Checklist
- Small Manufacturer MRP Go-Live Cutover Checklist
- Small Manufacturer MRP Readiness Assessment
- ERP TCO Comparison Calculator (5-Year)
- ERP Migration Risk Assessment
- Data Migration Effort Calculator
- ERP Go-Live Readiness Checklist
- ERP Change Management Readiness Assessment
Keep exploring
Free tools
- ERP Proposal Price Normalization WorksheetLine up three ERP proposals on the same cost lines, with one-time and annual amounts, and compare the five year total.
- ERP Implementation Partner Evaluation ChecklistA structured checklist for evaluating the system integrator or implementation partner, separate from the software vendor itself.
- ERP Selection Readiness AssessmentNine questions that test whether your organization is ready to run an ERP selection, with a score and next actions.
ERP fixes and how-tos
- How to Write an RFP for ERP AIHow to write an RFP when AI is in scope: separate the ERP from the AI layer, define data, security and deployment constraints, and set testable acceptance criteria.
- ERP Selection in 2026: Where AI Actually MattersA CIO checklist for weighing AI capability in an ERP selection: what to actually test in a demo, which vendor AI claims are real, and where AI should not decide the vendor.
- ERP RFP Template with AI RequirementsAn ERP RFP requirements template with a ready AI section: data access, security, deployment, model governance, explainability, and commercial terms you can paste in.
Guides
- How to Choose an ERP for a Small Machine Shop as the OwnerAn owner-operator guide to ERP selection for a small build-to-print shop: when to leave QuickBooks, which requirements matter, how to demo, and what to budget.
- ERP RFP Template for Discrete Manufacturers: Structure, Scoring, and ScriptsA complete ERP RFP template for discrete manufacturing: requirements matrix, CMMC and ITAR questions, weighted scoring model, and vendor demo scripts.
- Selecting a SyteLine Implementation Partner: Evaluation FrameworkSelect the right SyteLine implementation partner with evaluation criteria, due diligence steps, and contract negotiation tips for CloudSuite Industrial projects.