ERP Requirements Checklist

Choosing the right ERP system is a business decision that requires structure, discipline and a clear understanding of organisational needs. Without clearly defined requirements, ERP evaluations can become feature-led, inconsistent and disconnected from long-term business goals.

This ERP requirements checklist is designed to help Australian organisations approach ERP selection methodically, using a practical framework that focuses on operational fit, technical readiness and future scalability.

How should this ERP requirements checklist be used?

This checklist should be used as a structured tool for reviewing and comparing ERP systems. It works best when completed collaboratively, with input from finance, operations, IT and senior stakeholders, so requirements reflect how the business operates today and how it expects to grow.

Review each section and classify requirements based on importance before engaging with vendors. Apply the same checklist consistently across all options to support objective comparison and reduce bias during demonstrations. Used correctly, the ERP system requirements checklist keeps discussions focused on business priorities rather than software features.

What functional requirements should an ERP system support?

Functional requirements define the core business capabilities the ERP system must support across departments. These requirements should be based on real workflows and operational needs rather than idealised processes.

Most organisations require ERP functionality across the following areas, assessed for end-to-end process support and data consistency:

• Finance — General ledger, accounts payable and receivable, budgeting, reporting and multi-entity support. Finance requirements should also consider close efficiency, audit readiness and scalability as the business grows.
  
• Inventory and supply chain — Stock visibility, demand planning, warehouse management and traceability. These capabilities are critical for balancing service levels with cost control in multi-location or complex supply chains.
  
• Human resources — Payroll integration, time tracking, employee records and compliance support. HR functionality should align with employment requirements and support accurate reporting.
  
• Procurement — Purchasing workflows, approvals, supplier management and spend control. Strong procurement processes help improve governance and spend visibility.
  
• Sales and service — Order management, billing, contract visibility and customer support tracking to ensure a consistent customer experience.
  

When reviewing ERP modules, assess how well these functions work together. The focus should be on end-to-end process support, data consistency and reduced reliance on manual workarounds.

What technical requirements should an ERP system meet?

Technical requirements determine how well an ERP system integrates with existing technology and supports secure, scalable operations as the business evolves. Key technical considerations typically include:

• Integration capability — Support for APIs or iPaaS to connect CRM, payroll, eCommerce and industry-specific systems. Integration should support consistent data flow and reduce reliance on duplicate data entry.
  
• Security and access control — Role-based permissions, audit trails, encryption and alignment with relevant privacy, security and data protection obligations. Security requirements should align with internal governance policies and external compliance obligations.
  
• Data residency — Clarity on where data is stored, how it is backed up and how regulatory or contractual requirements are met.
  
• System architecture — Performance, scalability and resilience as transaction volumes increase, including the ability to support additional entities or users without major reconfiguration.
  

Technical requirements should be assessed alongside deployment models to ensure the ERP platform aligns with internal IT capability, growth plans and long-term support expectations.

What reporting and analytics capabilities are required in ERP?

Reporting and analytics requirements determine whether an ERP system supports timely decision-making across the organisation. The system should provide reliable information without reliance on manual reporting processes.

Common reporting requirements that support operational and executive decision-making include:

• Configurable KPIs aligned to business objectives
• Role-based dashboards for finance, operations and leadership
• Custom reports across financial and operational data
  

Integration with BI and analytics platforms can extend reporting and combine ERP data with other business sources. The priority should remain on clarity, relevance and ease of use rather than report volume.

How important are usability and mobile access in ERP selection?

Usability directly affects adoption, data quality and ERP value. The system should be intuitive for everyday users while supporting complex operational requirements. Areas to assess include:

• User interface design and navigation
• Accessibility for different roles and skill levels
• Consistency across desktop and mobile environments
• Mobile access for remote teams, field staff and executives
  

An easy-to-use ERP system reduces training effort and limits reliance on spreadsheets or workarounds.

What implementation and support requirements should be considered?

ERP success depends on how the system is implemented, adopted and supported. Implementation and support requirements should be defined early to manage risk and set realistic expectations. Key considerations include:

• Change management and user adoption planning
• Training approach, documentation and ongoing learning
• Support availability, response times and escalation paths
• Governance, project structure and accountability
  

A structured implementation approach supports a smoother transition and stronger long-term outcomes.