The Ultimate Guide to ERP Financing: Navigate with Confidence

Diane Harvey
Updated on

If you’re looking to purchase an enterprise resource planning (ERP) system, but don’t have the resources to pay for it up-front, it’s likely that you’ll be seeking ERP financing. After all, as a business owner, you’re not in the position of being able to simply write a check out of your personal account and get away with it tax-free. The good news is that there are many different ERP financing options available; the bad news is that navigating these options can be confusing and daunting.

This detailed guide aims to help you understand the world of ERP financing, helping businesses make informed decisions that align with their financial and operational goals.

Project Needs Assessment

Before diving into the world of ERP, it’s vital to understand what your organisation truly needs. By calculating the total cost of ownership (TCO) for your desired ERP, you’ll gain insights into whether an outright purchase is feasible or if financing is the smarter route.

With this information in hand, you can make a more informed decision about whether to pursue an ERP purchase or whether it makes sense to lease or rent instead.

The TCO calculation takes into account the cost of software licensing and implementation services (including professional services), hardware, ongoing support and maintenance fees, data migration costs, and other expenses related to implementing and supporting an ERP system.

Here’s how it works: Calculate the total cost of ownership by multiplying each line item by its percentage value on a spreadsheet like this one:

Total Cost of Ownership = Software Licensing + Implementation Services + Hardware + Ongoing Support & Maintenance Fees + Data Migration Costs

Check Your Financial Health

You’ve got a lot of information to digest before you make the decision to buy an ERP system. But before you do that, you need to make sure your financial house is in order.

First, review your current cash flow and make sure that you’re not bringing on a new system just as things are starting to slow down. If you’re just starting to see a dip in sales, now’s not the time to invest in something new.

Second, look at your financial health overall: how much debt do you have? Are there any spikes or dips that could be due to seasonal factors? Are there any assets you could use as collateral for financing? These things will help determine whether or not ERP financing is right for your business.

Anticipate Future Business Projections

Anticipating the future is important, but it’s also difficult. With all the uncertainty in the world today, it can be difficult to think about where your business will be in 5 years. But if you’re looking for funding for your business, it’s worth considering what kind of growth and scalability you’d like to see in the next 3-5 years.

ERP Financing options that offer flexibility can help you adapt as needed so that you can take advantage of opportunities as they arise.

Understanding ERP System Pricing

Knowledge is power. Delve into the finer details of your chosen ERP system. Understand its features and the benefits to your business, the potential number of users, licensing nuances, and the most efficient implementation strategies tailored for your organisation.

The first step in understanding any piece of software is knowing how much it costs. When it comes to ERP systems, there are three main components that make up your total price: Software license fees, implementation services, and support costs.

Software license fees cover the cost of getting access to the software itself—the actual program code that runs on your servers or other infrastructure. These fees can vary based on what type of license you need (such as perpetual or subscription-based licenses), whether they’re paid annually or monthly, and whether they include additional services like training or maintenance packages.

Implementation services include everything from installing new hardware on which you’ll run the software to training employees who will use it in their day-to-day workflows—all the way through putting together a business case for why your organisation needs this type of tool in its operations strategy.

Selecting a Deployment Method

When it comes to choosing a deployment method for your business, you want to make sure you pick one that fits your needs. There are two main types of deployment: Cloud Hosting and On-Premise.

Cloud Hosting is a great option for businesses looking to reduce internal IT costs, minimise hardware management, and benefit from automatic software updates.

On-Premise deployment is ideal if you prefer utilising your existing infrastructure, require greater customisation and integration, or have strict data compliance needs.

Understanding ERP Financing Benefits 

ERP financing benefits companies of all sizes, from small businesses to large enterprises.

There are several several benefits of ERP financing. These include preserving capital by not requiring an up-front investment, potential tax benefits through lease-rental agreements, predictable expenses by converting a one-time investment into a recurring fixed cost, accelerated project Return on Investment (ROI), and adaptable finance agreements that cater to changing needs.

Many companies are hesitant to make an investment in ERP software because they fear the upfront costs associated with purchasing the system. Fortunately, there is another option: ERP financing. This type of arrangement allows you to pay for your software over time instead of all at once, which can be particularly beneficial if you haven’t yet established the financial resources necessary for making an upfront payment.

ERP financing also offers many tax advantages that may allow you to reduce your overall cost of ownership while improving your bottom line over time. For example:

Lease-rental agreements are often used as a form of tax avoidance due to their ability to provide deductions for depreciation purposes; however, lease-rental agreements can also be used as a way for companies to accelerate their project ROI due

Steps to Attain ERP Financing

There are many benefits to investing in ERP financing. In fact, it can help you improve your cash flow and reduce the risk of defaulting on payments. However, if you want to make sure that your business is getting the most out of its investment, then here are some steps you can take:

1. Start by discussing ERP financing options with a representative. Evaluate the competitive rates offered, and decide on flexible terms that suit your business.

2. Get an estimate of the entire project cost with the chosen deployment method and understand the terms and conditions of the financing agreement.

3. Ensure you have enough capital on hand to cover any unexpected costs during implementation or training sessions so that they don’t affect your ability to pay back any loans taken out during this process

Post-Financing Steps

The journey doesn’t end once you’ve secured your ERP financing. Regular evaluations, staying updated on tax policies, and ensuring your finance agreement remains aligned with your business are all crucial steps.

Why is this important? Because a lot can change in the course of a loan term. Markets may shift, interest rates may rise or fall, and the cost of borrowing money will almost certainly increase over time. You need to make sure that any loan agreement you sign matches your business’s needs as they evolve.

In addition to regular evaluations and monitoring of tax policy changes, you should also keep an eye out for any opportunities that might help you save money or reduce costs. If there’s one thing we know about business owners: They won’t pass up an opportunity to save money!

Helpful Tips for a Successful ERP Financing Journey

  1. Stay Informed: The world of ERP and financing is always evolving. Make it a habit to stay updated with the latest trends, technologies, and financing options.
  2. Seek Expert Advice: Before making any major decisions, consult with both IT and financial experts to ensure you’re making the best choice for your business.
  3. Training is Key: Remember that the success of an ERP system isn’t just in its implementation but in how well your team can use it. Allocate resources for training.
  4. Plan for the Unexpected: Always have a contingency budget. ERP projects can sometimes run over the initial budget due to unforeseen challenges or changes in scope.
  5. Review Regularly: Don’t just set and forget. Regularly review your ERP system and the terms of your financing to ensure they continue to meet your business needs.
  6. Think Long-Term: While immediate needs are important, consider how your chosen ERP system will serve your business 5 or even 10 years down the line.
  7. Feedback Loop: Encourage feedback from end-users once the ERP system is in place. Their insights can be invaluable for continuous improvement.

Ready to Navigate the World of ERP Financing?
Your business deserves the best ERP solution without breaking the bank. Don’t let financial constraints hold you back. Dive deep into the world of ERP financing with us and make informed decisions that propel your business forward. Whether you’re considering an outright purchase, lease, or rental, we’ve got you covered. Equip your business with the tools it needs to thrive. Contact us today! 


Get a free system audit

Provide your contact details and one of our experts will get in touch to arrange your free system audit and health check.

Let's talk business

Provide your contact details and one of our team will be in touch to arrange a chat with one of our industry experts.