ERP strategy & selection
How to evaluate ERP vendors: scripted demos, scoring and references
Evaluate ERP vendors objectively: scripted demos, a weighted scorecard, implementation team checks, reference calls, proof of concept and contract terms.
Choosing an ERP vendor is a long-term partnership decision. A polished sales demo tells you little about how the system handles your payroll cutoff or your branch transfers, or how the implementation team will behave when problems arise. A structured evaluation, built around scripted demos, objective scoring and real references, protects you from expensive mistakes.
Step 1: Shortlist
Start with a long list from research, peers and industry contacts, then shortlist three to five vendors from different categories (international, open-source, local). See best ERP software in the Philippines and local vs. foreign ERP.
Step 2: Scripted demos
Give each vendor your scenarios and sample data a few weeks in advance (ERP RFP checklist). Rules for the demo:
- Vendors follow your script, in your order
- They use your data, not their sample company
- They show standard functionality first and clearly flag anything requiring customization
- Your users (payroll officer, warehouse supervisor, accountant, cashier) attend and score
- Allow time for questions after each scenario
Step 3: Weighted scorecard
| Criterion | Weight | How to score |
|---|---|---|
| Scenario fit | 30% | Each scenario scored 1 to 5 by the users who own it |
| Philippine compliance | 15% | Payroll, BIR, labor and privacy requirements demonstrated |
| Operational coverage | 15% | Modules needed now and in later phases |
| Usability | 10% | Users' assessment of daily tasks |
| Implementation approach and team | 10% | Plan quality, named team experience |
| Five-year total cost | 10% | From the standardized pricing template |
| Support and vendor stability | 10% | Support model, references, company track record |
Average scores across evaluators and discuss large disagreements before deciding.
Step 4: Meet the implementation team
The people who sell are rarely the people who implement. Ask to meet the project manager and lead consultants who would be assigned. Ask about projects of similar size and industry, how they handle scope changes, and what they need from your team.
Step 5: Reference checks
Speak with at least two customers similar to you. Ask:
- How long did implementation take compared with the plan?
- What went wrong, and how did the vendor respond?
- How is support after go-live?
- Would you choose them again?
- What would you do differently?
Step 6: Proof of concept (optional)
For high-risk requirements, such as a complex payroll rule or a high-volume POS scenario, run a short paid proof of concept with your real data. It is cheaper than discovering a gap after signing.
Step 7: Contract review
- Scope and deliverables per phase with acceptance criteria
- Pricing for growth (users, modules, companies)
- Service levels for support
- Data ownership, export and exit terms
- Change control process and rates
- Data processing terms under the Data Privacy Act
Red flags
- Refusing to follow your script
- Answering "yes, we can customize that" to many core needs
- Unwilling to name the implementation team
- No references of similar size or industry
- Pressure to sign quickly with time-limited discounts
Where Cirquolus fits
Bring your scenarios to a Cirquolus demo and we will walk through them with your data. Book a scenario-based demo. Related: ERP implementation guide.
Frequently asked questions
How do you evaluate ERP vendors?
Use scripted demos with your scenarios, a weighted scorecard, meetings with the implementation team, reference checks and careful contract review.
What is a scripted ERP demo?
A demo where the vendor follows your scenarios and data instead of their standard presentation.
How many ERP vendors should attend demos?
Usually two or three finalists after an initial shortlist of three to five.
What questions should I ask ERP references?
Ask about timeline vs. plan, problems and how they were handled, support quality, and whether they would choose the vendor again.
Bring this workflow to a Cirquolus demo.
Show us your current process, companies and branches. We will map it to the modules you need and propose a realistic rollout.