How to Evaluate ERP Fit: Why Discovery Matters More Than the Demo
Are you focusing too much on the demo and missing what truly defines ERP fit?
If you’re like most companies, you’re probably expecting to dive into feature checklists and dazzling demos when shopping around for an ERP solution. But what if that approach is the fastest way to a failed implementation? In Episode 2 of the Acumatica Playbook podcast, Shawn and Darren make it clear that ERP fit isn’t found in the feature list. It is discovered through deeper conversations.
Discovery never really ends. Even during implementation, we tell clients: you thought we asked a lot of questions before? Get ready, we’ll keep asking, because that’s our job.
That shift in mindset—from treating discovery as a box to check to seeing it as the cornerstone of ERP fit—is what separates successful ERP projects from wasted investments.
Why Discovery Defines ERP Fit
ERP Discovery isn’t a single, one-and-done meeting. It begins in the very first conversation and keeps unfolding through every step of the process.
The goal isn’t just to confirm requirements, it’s to learn what will truly move the needle for your business.
Here’s what strong ERP discovery brings to the table:
Without discovery, you’re stumbling blind.
Skipping it is like crossing a room blindfolded. You stumble around in the dark, wasting more time than you save.
Discovery informs scale and scope.
Early conversations reveal how big the change needs to be, which guides budgets and timelines.
The value is in the questions.
Clients often judge the strength of a partner not by the demo itself, but by the quality of the questions asked.
If discovery is the process of uncovering the “why,” then the demo is the chance to show the “how.”
Demo vs. Discovery
Too often, organizations treat the demo as the defining moment in an ERP evaluation. But a demo isn’t the show, it is the synthesis of everything uncovered in discovery.
Here’s how the two differ:
That’s why a demo should never stand on its own. It is merely a translation of what’s uncovered in discovery, shaping what you see to actually reflect your business reality. This is also why relying too heavily on requirements checklists creates blind spots. As our founder, Shawn Ostheimer, puts it:
“The nature of the questions we ask tells prospective customers more about who we are than the demo ever could.”
A demo is simply the output of that conversation, where a simple checklist can never capture its depth.
The Trouble with Checklists
Many companies walk in with long requirements spreadsheets, sometimes thousands of rows. While useful, checklists can fall short.
They often only capture what a business does today
They prioritize like-for-like replacement instead of transformation
They focus on basic functionality (one-third of the picture) while missing the other two-thirds: solving pains and driving gains.
That’s why discovery questions go deeper, exposing gaps, surfacing opportunities, and uncovering ROI you might not have considered. When clients come prepared with thoughtful questions, the evaluation shifts, and that’s when the biggest gains come to light.
What Experience Tells Us
Prepared Customers See the Biggest Gains
When organizations invest in discovery, they go beyond just learning whether the ERP software “fits.” They uncover strategic opportunities. During the podcast episode, a story was shared about a distribution company that came prepared with ROI-focused questions:
Through discovery
they realized millions were being spent on freight and logistics.
By surfacing that
they could negotiate better carrier contracts.
Even a 10% reduction
equaled hundreds of thousands in savings
That insight led to recommending a more advanced solution than they initially expected, and it paid off.
The lesson: prepared customers who engage in discovery often leave more enlightened than they arrived.
Discovery isn’t just a step before go-live. It continues long after. Businesses evolve, and so should your ERP.
When both client and partner come with open minds, ERP evaluation shifts from picking software to building a long-term solution:
- Every hour of discovery upfront saves hours of rework
- Asking better questions leads to better answers and better
- ERP value compounds after go-live when discovery
As Darren sums up,
Discovery is about having deep conversations with a partner who challenges you, explores beyond the checklist, and helps uncover the right solution.
Want to learn what ERP discovery could uncover for your business?
