Investment Security Part 1: Capability Checklist

An ERP system is the heart of business operations for many companies. It’s therefore no surprise that selecting the right system—often a significant investment expected to last 15 to 20 years—is a critical, future-defining decision. That’s why we’re launching a new blog series to explore how to choose the right ERP system, helping you secure not only your investment but also the long-term success of your business.

In the first part of our three-part series, we’ll focus on the software itself, highlighting the most important features and their relevance. Beyond your ideas, market differentiation, and skilled staff, it is ultimately a powerful ERP system that will ensure your company’s competitiveness in the years to come. While employees, hardware, office furniture, or company locations can be changed relatively smoothly, switching ERP systems is a much more profound shift—like rewiring and recalibrating the functional backbone of your business. Think of it like installing a new engine in a car: once it’s in place, you want it to last for many years with only occasional maintenance. And just like a high-performance engine, a professional ERP system should deliver exceptional long-term reliability. On average, this means about ten years. Many of our customers use the TOPIX software for at least that long—some have been working with it for more than twice that time.

The Capability Checklist

Of course, you know best what your future ERP solution-whether it’s your first or an upgrade-should be capable of. Nevertheless, we’ve compiled a checklist to serve as a guide and help you identify the key features and capabilities that truly make an ERP system a secure, future-proof investment. Use the following guiding questions to get one step closer to your ideal system:

• Functionality:

  The software must deliver high quality and work reliably—not just in the first year, but for the long haul.

  Question: What are the most essential features your business needs?

• Flexibility:

  Your ERP system should handle both foreseeable adjustments and unforeseen challenges. A modular and integrative architecture is key. Flexibility also means choosing between a purchased system and a subscription-based model.

  Question: Where in your current system is greater flexibility required?

• Scalability:

  Ideally, your business will grow over time. Your ERP should grow with it—seamlessly supporting both small and very large operations.

  Question: What are your company’s projected growth scenarios?

• Integration Capability:

  Technology is constantly evolving. Your ERP must be adaptable and ready to integrate with new systems and interfaces.

  Question: What future expansions or integrations might be necessary?

• Accessibility:

  This is arguably the most important factor today. Mobile access and remote functionality are now essential for many businesses.

  Question: In which locations, on which devices, and in what scenarios (e.g., live sync) must your system operate?

• User Experience:

  Your team will thank you for a system that is intuitive and easy to learn. Good usability can lead to increased productivity and smoother transitions.

  Question: What do your employees want from a new system—and what are their concerns? Consider asking them to make wish lists.

• Documentation:

  Clear and thorough documentation is essential—not just for internal review and optimization, but also for external audits or future business transitions.

  Question: Which areas of your business could benefit from greater transparency and better documentation?

• Scope:

  To be truly effective and future-proof, your ERP system must connect all core areas: inventory, accounting, production, project management, logistics, sales & marketing, customer service, and general administration.

  Question: Which areas are not yet fully integrated and urgently need to be?

• Compatibility:

  Every industry has its own requirements. A robust ERP should be broadly compatible and offer tailored solutions for various sectors.

  Question: Which IT components in your business must be integrated—or replaced—by the new system?

• Security:

  With many systems moving away from in-house servers, security becomes paramount. Factors like server location, data protection, backups, and support must be clearly addressed.

  Question: Which security aspects are most important to you—and which are currently lacking?

• Longevity:

  As mentioned earlier, your new ERP should not only reflect the latest innovations but also guarantee long-term viability.

  Question: What industry-specific risks could threaten the long-term usability of your ERP system?

• Cost Transparency:

  Cost is not about spending less—it’s about spending wisely. A trustworthy provider will offer clear, upfront pricing and explain what costs arise under what conditions.

  Question: What are your must-haves, and which features are merely nice-to-haves?

• Training:

  Even the best ERP system is ineffective if your team can’t use it efficiently. Training, onboarding, and support must be part of the package.

  Question: Which employees need additional training, and how much downtime can your business afford for onboarding without affecting operations?