“How much does an ERP cost?” has no single answer, and any vendor who quotes before understanding your business is guessing. What you can do is understand the factors that move the price, so quotes can be compared like for like.
1. Which modules you switch on
A system that covers commercial, procurement, operations, finance and payroll is a bigger scope than one that only handles quotations and invoicing. Start with the modules that hurt most. A good system lets you switch on the rest later without re-implementing.
2. How much is standard, and how much is custom
This is usually the largest difference between quotes. Standard modules run as delivered. Configurable modules are set up through the application — numbering, print formats, tax categories. Custom-scope items need development: a device integration, an unusual approval flow, a regulatory integration. Ask every vendor to list their custom items and say whether they are included in the subscription or charged separately. See how tiers work at Big Beam.
3. Number of users and roles
Some vendors price per user, some by company. Clarify whether occasional users such as approvers count, and whether extra roles cost extra.
4. Data migration
Loading customers, vendors, employees, catalogue and opening balances takes time, mostly in cleaning the source data. A vendor who says migration is “included” without seeing your spreadsheets has not priced it.
5. Hosting, email and reporting
Either you run the servers, or the vendor does. Managed hosting means a recurring service fee instead of servers, backups and updates you manage yourself. Business email and reporting services, where needed, add to the service. Compare the whole package, not just the licence.
6. Training and support
Training at go-live, support afterwards and a route for fixes and updates all have a cost — either in the price or in your staff’s time.
7. Regulatory work
E-invoicing integration, particularly ZATCA Phase 2, can be a separate item because it depends on your wave and onboarding. See Phase 1 vs Phase 2.
Comparing quotes fairly
Put each quote in the same table: modules, standard vs custom items, users, migration, hosting and support, training, and regulatory work. Anything one vendor leaves blank is either not included or not understood yet. When you are ready, tell us about your company and we will scope it with you.