When is it worth replacing an enterprise resource planning (ERP) system?

(And why you shouldn’t wait until the pain gets worse)

An Enterprise Resource Planning system (ERP) is not just another piece of software. Think of it as your company’s nervous system: it connects every part of your operations – from finance to inventory to HR. What it covers may differ from company to company, but in essence, it touches almost everything.

That’s why: when it works well, everything runs smoothly.

But when it doesn’t, problems start creeping into everyday work. And before long, you or your colleagues will realize that the system isn’t helping anymore – it’s holding you back.

Here are 5 clear signs it’s time to switch:

1. Your system can’t keep up with growth

If your business is growing – more employees, new divisions, more customers, or new markets – but your software is stuck in the past, cracks will begin to show.

  • Struggling to adapt to new or changing processes?
  • Relying more and more on one-off workarounds?
  • Every upgrade feels like a massive project you’d rather avoid?

If you answered “yes” to even one – your system isn’t supporting you, it’s restricting you.

2. Excel or Google Sheets have become your new ERP

Sound familiar?

  • “I’ll just export it and fix it in Excel.”
  • “This process isn’t in the system, we handle it manually.”
  • “Our ERP isn’t smart enough for this, but we’ll make it work.”

When your team is keeping processes alive outside the system, that’s a red flag.

The software should adapt to your business – not the other way around.

If even a quarter of your processes happen outside the system, automation isn’t reality anymore – it’s just a dream.

3. You have a system – but no data, no decisions

As a leader, you know: you can only make good decisions with good data.

But if your system:

  • shows what happened only days later,
  • doesn’t consolidate all your data in one place,
  • lacks clear reports and real-time insights,

then you’re leading by gut feeling – not by facts.

A good system helps you see where money is leaking, where workloads are heavy, and where you can accelerate.

4. Your system is expensive, rigid, and slow

If every small change requires a separate project with months of work and developers—

if maintenance costs are high,

if customer support is unresponsive or takes days to reply—

then your software is no longer your partner in business.

5. Your current system isn’t future-ready

It’s not enough for a system to work at launch. What matters is how it adapts to tomorrow, to change, to innovation.

  • Can it integrate with other systems (webshop, invoicing, logistics)?
  • Is it ready for mobile use or remote work?
  • Does it meet data security and compliance standards?

If the answer is no – then it’s not just your operations at risk, but your entire business future.

Your competitors will adopt these technologies eventually – and your company will be left behind.

Don’t Fear the Switch – Delaying Costs More

There’s a better way today.

A system that grows with you, instead of holding you back.

And the best part: thanks to digitalization grants (GINOP, DIMOP), the investment can be funded. If you’re not using these, you’re leaving money on the table.

Yes, many business leaders dread the idea of switching systems. Understandably. But the truth is:

  • a well-planned transition won’t paralyze operations,
  • it doesn’t have to be long and expensive,
  • and done right, it gives you a huge competitive edge.

At 10xONE, we don’t just deliver systems. We help you think strategically.

We understand your business, and help you build digital operations that don’t just “exist” – but empower you.

Curious where your business could be simplified?

Book a free consultation – and see what you could do better with a system truly tailored to you.

Your business may already be ready. The real question is: are you ready for a better system?

Get in touch with us today!

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