How to choose an ERP system? 6 things to check first
Choosing an ERP system often looks like a contest of feature lists and price comparisons. In reality, the attention should go elsewhere:
- whether the system supports future growth,
- whether it scales with the business or holds it back, and
- how well your data holds together over the years.
We put these questions to our expert Jaakko Kairtamo. His view challenges one of the most common assumptions: is the easiest system to use really the best choice?
Let your industry guide you, but not limit your thinking
Industry is usually the first thing that narrows down your ERP options. According to Kairtamo, though, it also involves a genuine choice that is easy to overlook:
“When you’re looking at a system that’s widely used in your industry, it’s worth asking yourself: should we simply copy the same models that have been delivered to everyone else, or should we look for an approach that strengthens our own competitive edge? The latter won’t necessarily come from doing exactly what everyone else does.”
A ready-made industry model is a good starting point. It saves time and brings with it processes that have been proven in practice. But if a company follows it blindly, it may miss the chance to build processes that set it apart from competitors running the same system in the same way.
International operations narrow your options fast
If a company operates in several countries, or plans to, the range of suitable systems shrinks considerably. Many systems designed for smaller or single-country businesses simply can’t handle intercompany transactions or the needs of a multinational group.
Kairtamo advises clarifying this at the very start of the process, not once the system is already in use and international expansion is suddenly on the table. Correcting course afterwards always costs more than making the right choice from the outset.
One unified system beats a patchwork of tools
One of the criteria Kairtamo emphasizes most, and one he says is often underestimated, is centralizing data and processes:
“It doesn’t make sense to spread processes across several different systems, because data integrity suffers. And when data integrity suffers, data quality drops, and poor-quality data is a problem not only for reporting but also for making use of AI.”
This isn’t just a theoretical principle. It matters more than ever now that more and more companies are looking to use AI in their finance and business processes:
“From an AI perspective, you should choose a system with the best possible processes and a solid data architecture behind it. You can then supplement it with business-specific solutions where needed, as long as their processes and data also rely on the core system.”
Kairtamo points out that if a separate, highly business-specific system is added to the mix, its processes and data structure may differ so much from the core system that integration becomes surprisingly difficult. And that tends to happen precisely when the setup should be supporting growth rather than slowing it down.
Why end users shouldn’t make the decision alone
One of Kairtamo’s views is likely to spark the most debate: he believes operational staff shouldn’t be the ones who ultimately drive the system choice. “Usability matters, but it shouldn’t be the deciding factor,” he says.
The point isn’t to downplay user experience. It has a direct impact on how quickly a system is adopted and how willingly people use it day to day. Kairtamo’s point is more subtle: the easiest solution isn’t always the one that will scale with the company years down the line.
“A program that’s easy to get into and roll out probably does work, but only in that one way, and it won’t adapt to future needs.”
That’s why, according to Kairtamo, the key question when choosing a system is whether it supports the company’s growth, scalability and future changes, not just the current situation and how the user interface feels in the first week.
Checklist: what to review before you choose
- Industry and business model: use industry expertise as a starting point, but don’t blindly copy what others have done.
- International operations: multi-country operations and intercompany trade narrow your options significantly, so clarify this right at the start.
- Centralized processes and data: avoid a scattered jungle of systems that leads to data silos.
- AI readiness: a solid data architecture is a prerequisite for getting real value from AI.
- Scalability: choose a system that supports future growth, not just your current state.
- Management commitment: the system choice should support the company’s strategy, not just today’s operational needs.
Need support choosing an ERP system?
At Greenstep, we carry out vendor-neutral ERP assessments for companies. We map out your current situation and needs, and give you an objective view of which system we believe would suit you best. Get in touch!
Read more: ERP Comparison 2026: Which system fits a growing, international business?
