ERP implementation and automation: How much will you pay?

- Scope of functionality and number of modules
- System complexity
- User Experience (UX/UI)
- Legal requirements and data security
- Architecture and technological environment
- Hidden costs

Modern enterprises, regardless of their size or industry, face the challenge of optimizing processes and increasing efficiency. Implementing a new ERP (Enterprise Resource Planning) system or broadly understood business automation is a strategic decision aimed at improving company operations, better resource management, and increasing competitiveness. However, before deciding on such an investment, a key question arises: how much does it cost to implement a new ERP system, and what determines the price? The answer to this question is not simple, as the cost of ERP implementation is a result of many variables that need to be carefully analyzed.

In this article, we will examine the factors determining the price of an ERP system and process automation. Understanding these elements will allow for better preparation for the project, minimization of hidden costs, and effective budget management. Remember that ERP system implementation is not just an expense, but primarily an investment in the future and development of the enterprise.



The costs of implementing an ERP system or an automation project are closely linked to a number of factors that define its complexity and scope. There is no single fixed price for an ERP system, and each quote is individually tailored to the specific nature of the company and its needs.


The heart of every ERP system is its functionality, meaning what it can do and which business processes it supports. The broader the scope of functionality and the greater the number of modules (e.g., finance, accounting, warehouse management, sales, HR, production), the higher the cost of system implementation will be.

Individual needs vs. off-the-shelf solutions

The choice between an off-the-shelf, standard solution and a system tailored to the company's individual needs has a huge impact on the system's price. Standard packages are usually cheaper and faster to implement but may require adapting internal company processes. In turn, tailor-made solutions, offering unique functionalities, are more expensive and time-consuming, but perfectly meet specific business requirements. Each modification, every new report, or non-standard function incurs an additional cost.

Integration with existing systems: The hidden cost of system implementation

It is rare for a new ERP system to operate in complete isolation. Most often, it must be integrated with other systems used in the company – whether with CRM systems, e-commerce platforms, banking systems, or even older, internal applications. Integration with other systems is often an underestimated, but significant, element of the system implementation cost. This process requires analysis, interface design, programming, and testing, which generates additional work and, consequently, costs. The more integration points and the more complex these connections, the higher the final price will be.

The technical complexity of the system is another key factor influencing the cost of process automation. Should the system only read and store data, or should it intensively process, analyze, and generate complex reports?

Data processing and analytics: Impact on system implementation costs

If a company requires advanced data processing functions, such as advanced business intelligence (BI), forecasting, machine learning, or artificial intelligence, the cost of ERP implementation will significantly increase. Such functionalities require not only greater computing power but also specialized programming and analytical knowledge.

Authorization systems and archiving: Data security and history

Complex user authorization systems, providing granular control over data and function access, are essential in larger organizations. Their implementation and management are time-consuming and affect the price of the ERP system. Similarly, any requirements regarding complex archiving, change history, data "snapshots," or other mechanisms ensuring data integrity and availability generate additional costs related to design and implementation.

The user interface (UI) and user experience (UX) are becoming increasingly important. Should the system merely be functional and "neat," or does the client have specific requirements regarding design, intuitiveness, and ergonomics? The more personalized and refined the interface needs to be, the higher the cost. Designing excellent UX/UI requires the work of experienced designers and testers.

Desktop or mobility: Additional requirements and their impact on the price of business automation

In the age of mobility, many companies expect their systems to be available on both desktop computers and mobile devices (smartphones, tablets). Developing mobile applications or responsive interfaces that work correctly on various platforms and resolutions is an additional programming and design effort, which impacts the price.

Certain industries or data types are subject to strict legal regulations (e.g., GDPR, HIPAA in the medical sector). Implementing a system that meets these requirements (e.g., specific data processing and deletion procedures, requirements for data storage location, such as in a specific country) generates additional costs. This often means the need for detailed manual tests and extensive compliance documentation.


The choice of appropriate system architecture and technological environment has a direct impact on the ERP system's price. Is a simple VPS (Virtual Private Server) sufficient, or does the project require more complex cloud services (e.g., AWS, Azure, Google Cloud) with distributed databases, queuing systems, and scalable instances? The choice of technology affects not only the initial implementation costs but also ongoing maintenance and scaling costs.


Beyond the obvious expenses for software and its implementation, many companies forget about often underestimated, but significant, hidden costs of system implementation. A key element that is often overlooked is comprehensive user training. Even the most advanced system will be useless if employees cannot use it effectively. The costs of training, instructional materials, and the time spent by the team on learning can be significant.

Another important, yet often underestimated, element is change management. Implementing a new system is not just a technological issue but primarily an organizational one. Employee resistance to change, the need to redesign internal processes, and building acceptance for the new tool require support, which generates additional costs (e.g., change management consultants).

One cannot forget about technical support and system maintenance after implementation. Service agreements, updates, bug fixes, and potential future modifications are ongoing costs that must be included in long-term budget planning.

Check also:
Is IT outsourcing a better option than hiring an in-house team?



While many factors influencing the cost of ERP implementation lie with the solution provider, actions that a company can take internally to minimize risks and reduce the final price of business automation are equally important.


Before implementation begins, it is crucial to have clear and precisely identified and described business processes. Disordered processes that are not standardized generate chaos and significantly increase the time and cost of ERP implementation. The better the current processes are understood, the easier it is to design and implement a system that will improve them.

Employee participation in defining processes: Realism over wishful thinking

The description of processes should be the result of real analysis, not "wishful thinking." It is essential to involve employees who are actually participating in these processes on a daily basis. Their knowledge and experience are invaluable in identifying actual needs and problems, which translates into creating a system that will be useful and effective. A lack of such involvement often leads to the need for costly modifications after implementation.

Does the company have standardized and unified data sources? If not, designing the appropriate software infrastructure and data sources should be step number one, defining the scope (and price) of the work. Chaotic and inconsistent data is a huge challenge for any ERP system and a source of many problems in later stages. Investing in data quality before implementation is crucial for project success.


Are the proposed automations the result of deep process analysis, or merely ad-hoc actions whose deeper analysis will be shifted to the service provider? A strategic approach, based on in-depth analysis, helps avoid many pitfalls and unforeseen costs. Improvisation and a lack of a clear vision lead to continuous changes in requirements, which generates additional working hours and increases the final price of automation.


It is worth checking whether the implemented functionalities are eligible for any available subsidies, both national and EU. There are programs supporting the digitalization of enterprises that can significantly reduce the actual cost of automation.


Is further development of processes around the optimized/automated part of the company planned? This perspective dictates the choice of technology, which in turn determines the price of the ERP system. Choosing technology that is flexible, scalable, and supported by an active developer community can bring savings in the future, minimizing the costs of potential modifications and expansions.



The cost of ERP implementation or process automation is a complex issue influenced by many variables. From the scope of functionality, through the complexity of integration, to specific legal and architectural requirements – each element is reflected in the final price of the ERP system. Nevertheless, the key to success lies not only in understanding these factors but, above all, in adequately preparing for the project.

Companies that thoroughly analyze their processes, involve employees in defining requirements, ensure data quality, and strategically approach technology selection have a much greater chance of effective and profitable implementation. The system implementation price should not be the sole selection criterion. Remember that this is an investment in the future that, if well-planned and executed, will bring measurable benefits in the form of increased efficiency, better management, and increased competitiveness. This is a smart investment that, despite initial costs, will pay off many times over.