It’s early in the year, but a familiar pattern is already surfacing in my conversations with finance and operations leaders. They aren’t replacing their ERP systems because they’ve failed, but because they have quietly become a business constraint. Workarounds multiply, spreadsheets reappear, and the risk of doing nothing starts to outweigh the disruption of change. The tipping point often isn’t a technical failure, but operational friction that’s no longer sustainable. This is especially the case when you consider that a modern ERP offers cloud flexibility, continuous feature updates, and clearer guardrails for introducing new capabilities, such as AI agents.
A practical checklist to pressure-test functional fit, total cost, timeframe, delivery risk, and controls.
Download the GuideCommon signs it’s time to replace your ERP.
When an organisation approaches me about a new ERP solution, a few pain points show up repeatedly. If two or more of these are present, it’s often a sign you’ve moved beyond “patch and cope.”
- Month-end depends on a few key people and a stack of spreadsheets.
- You can’t trust reporting without manual reconciliation.
- Consolidation is slow - multi-entity complexity keeps growing, especially when multiple currencies are involved.
- Audit findings, access issues, or control workarounds are becoming normal.
- Integrations are fragile, or manual exports/imports become routine.
- Adding a new entity or process takes too long or breaks something.
The takeaway: when spreadsheets become the system, the ERP is no longer doing its job.
Your 2026 ERP Project Checklist
Once you have decided to modernise your ERP, the next step is a CFO-friendly shortlist that helps you pressure-test both vendors and implementation partners, so you can choose with confidence.
Here are the three questions I would put at the top of any shortlist process.
How well does it fit our requirements?
Start with must-haves vs nice-to-haves — and confirm the core functionality you rely on is genuinely covered.
- Reporting, analytics and integrations: what finance needs to see, and what must connect.
- Add-ons and custom work: what’s standard vs what adds cost, time, and upgrade/maintainability risk.
- Proof: validate via practical demos for similar organisations.
What will it really cost and how long will it take?
- Costs to Consider: Scoping (incl. integrations, any enhancements, data migration), Implementation Services including Training & Support, Solution Software/Subscriptions, HelpDesk/Ongoing Support
- Implementation Considerations: methodology and resourcing, scope assumptions and change control, complexity of integrations/data migration/any enhancements, testing/training, client-side project lead, and staff availability (incl. time of year)
- Value Tracking: Don’t overweight upfront licence discounts. Define and report on your measures of success (close days, time-to-report, audit findings, cash visibility, manual effort removed).
If a vendor or partner can’t talk clearly about delivery and value tracking, treat that as a risk signal.
What capabilities are proven today — and what’s still roadmap?
- Proven vs roadmap: what’s available today vs “coming later”?
- Controls and auditability: approvals, logs/audit trails, and who can access what.
- Data processing and protection: where/how data is processed and protected.
A practical checklist to pressure-test functional fit, total cost, timeframe, delivery risk, and controls.
Downlad the GuideInside the ERP Buyers’ Guide
- Questions to ask about AI in your next ERP (what’s proven vs roadmap, what’s included vs costs extra, where data is processed/protected, approvals, logs/controls, proof for organisations like yours)
- ERP selection criteria (Functional Fit, Budget Fit, Time)
- Costs to Consider (Scoping, Implementation Services, Software Upfront & Ongoing, Ongoing Support)
- Tips for Evaluating ERP Partners (easy to work with, cultural fit, skills, references)
- Preparing to Select an ERP (stakeholder buy-in, communication strategy, internal project manager, plan to measure/report progress)
Get the ERP Buyers’ Guide, a practical framework for Functional Fit, Budget Fit, Time, and AI readiness.
Download the ERP Buyers’ GuideFAQ on ERP Selection
What should a CFO look for when selecting an ERP system in 2026?
A CFO should prioritise functional fit, total cost of ownership, implementation timeframe, delivery risk and internal controls. It is also essential to assess AI capabilities, auditability, data protection standards and multi-entity support. The right ERP must improve reporting accuracy, reduce manual work and support future growth without increasing operational risk.
How do I know if it’s time to replace my ERP?
Common signs include heavy reliance on spreadsheets, slow month-end close, manual reconciliations, fragile integrations, audit workarounds and difficulty adding new entities or processes. If reporting cannot be trusted without manual checks, or consolidation becomes increasingly complex, the ERP may be constraining business performance.
What ERP controls should finance leaders evaluate?
Finance leaders should assess approval workflows, role-based access controls, audit logs, segregation of duties and data security measures. It is also important to confirm where data is processed and stored, particularly for cloud-based systems. Strong ERP controls protect against fraud, compliance breaches and reporting errors.
How important is AI capability in ERP selection?
AI capability is becoming increasingly important now and in the coming years, particularly for automation, analytics and intelligent workflow support. However, CFOs should distinguish between proven functionality and roadmap features. Ask what AI tools are available today, what costs extra and how data is governed. AI should enhance control and productivity, not introduce risk.
What are the key ERP selection criteria for finance teams?
The three core criteria are Functional Fit, Budget Fit and Time. Functional Fit ensures the system meets operational requirements. Budget Fit considers total cost over time. Time evaluates realistic delivery schedules and internal readiness. Balancing all three helps CFOs avoid costly misalignment.
How should CFOs evaluate ERP implementation partners?
Beyond technical capability, CFOs should assess cultural fit, communication style, transparency in scoping, local experience and references from similar organisations. A strong ERP partner provides clarity on delivery methodology, risk management and measurable value tracking, not just software expertise.
Where can I get practical guidance to choose an ERP with confidence?
The ERP Buyers’ Guide provides a structured checklist covering functional fit, total cost, timeframe, delivery risk, controls and AI readiness. For tailored advice, finance leaders can speak with the experts at FUJIFILM MicroChannel on 1300 440 444 or email info@microchannel.com.au to discuss their ERP selection journey.
