Job Shop ERP Demo Questions Checklist (Free)

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10 critical items still open - these are the highest-risk gaps.

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Quoting and estimating

Can you build a quote for one of our real parts live, including material, operations and an outside process?CRITICALHow does a won quote convert into a job, and what data carries across?CRITICALCan we copy a previous quote or job for a repeat order and update only what changed?How are quantity breaks and different lot sizes handled in one quote?Can drawings and revisions be attached to a quote and follow into the job?How do we track win and loss reasons?

Scheduling and shop floor

Is scheduling finite or infinite by default, and can we see the result for our shop?CRITICALHow do operators clock into operations, and what hardware is required?CRITICALCan we see a dispatch list per work center?How are rush jobs and priority changes shown?How are outside processes scheduled and tracked until they return?Can we capture scrap quantities and reasons at the operation?

Quality and traceability

Can we record heat or lot numbers at receiving and link them to jobs?CRITICALHow are certificates of conformance and material certs generated and stored?CRITICALWhere are inspection results and first article records kept?How are non-conformances and corrective actions logged?Can we meet customer audit requests with search by lot or serial number?

Costing, accounting and reporting

How are machine and labor rates set, and can they differ by work center?CRITICALHow does the system link to our accounting package or provide its own general ledger?CRITICALCan we see estimated versus actual cost per job?Can we write or modify reports ourselves, and what skill does that need?Is there an API or a reporting database we can query?How is WIP valued at month end?

Implementation, support and cost

What is included in the quoted price and what is billed as extra: modules, users, training, data migration?CRITICALWhat does a typical timeline look like for a shop of our size?Who performs data migration and what formats do you accept?CRITICALCan we speak with a reference shop with a similar machine mix and headcount?What is the annual support or subscription fee, and how often can it increase?What are the exit terms and how do we get our data out if we leave?How are upgrades handled, and do customizations survive them?

Tick each question the vendor answered convincingly with a live demonstration, not a slide. Any critical item left unticked is a risk to resolve before signing.

Second opinion on your shortlist

Share your demo notes and requirements and get an independent review.

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How to use the checklist

Send the list to the vendor a week ahead and give them two real parts and one real routing to use in the demo. Tick each question as it is answered with a live demonstration. Have one person from the office and one from the floor present, because they will notice different gaps. Compare ticked totals across vendors, but treat unticked critical items as the real score.

Supply real sample data in advance
Ask for the same demo script from every vendor
Record the session for later review

What good answers look like

Good answers are shown on screen, not described. If the vendor says a report is available, ask to see it with your data. If a feature requires an add-on or a partner, ask for the price and timeline. Phrases such as roadmap, planned or custom work should be treated as not available today.

Common mistakes

Shops often skip the shop floor questions because the office staff lead the evaluation, then discover that operators will not use the system. Another mistake is accepting a quote that omits data migration and training, which can equal a large part of the first-year cost.

Frequently Asked Questions

How many vendors should I demo?

Three to five is practical. Fewer risks missing a better fit, while more consumes time and blurs differences. Narrow the list with the vendor landscape reference first.

Who should attend the demos?

Include the owner or general manager, the person who quotes, the production planner, a shop floor lead and whoever manages accounting. Each sees different gaps.

Should I ask for a pilot?

If possible, ask for a sandbox loaded with a small sample of your parts and routings. A short trial exposes data and workflow problems that demos hide.

What questions reveal hidden costs?

Ask what is not included: extra users, modules, integrations, migration, training, report writing and annual price increases. Get everything in writing.

If you want an outside view on a vendor's answers, Netray can review your shortlist and requirements with you.

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Job Shop ERP Vendor Demo Questions Checklist