Our Process

A Closer Look at Our ERP Process and what you can expect

ERP delivery isn’t just about software - it’s about how the project is planned, delivered and supported over time. This page explains how we approach ERP projects, the thinking behind our process, and how we support teams through implementation, go-live, and beyond.

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The HBP Group: At A Glance

ERP projects are complex by nature. They involve financial structure, operational change, and decisions that affect the business long after go-live. How those decisions are made (and who is making them) matters just as much as the software itself.

Take a look at our ERP process and what organisations experience when working with us.

ERP Shaped by Financial Experience

Our ERP teams are AAT-accredited, combining system expertise with a strong understanding of accounting, controls and reporting. This ensures financial structures are designed correctly and work in the real world - not just on paper.

Delivery Built Around Frameworks

ERP projects are delivered through a structured, repeatable framework with clear stages and decision points. This creates transparency, keeps stakeholders aligned and helps risks surface early rather than late.

Experience Informed by 100s of Projects

With 300+ ERP implementations delivered, our teams recognise patterns — both good and bad. That experience allows us to guide decisions and avoid issues that commonly impact cost, timelines or adoption.

Continuity Beyond Go-Live

ERP projects don’t end at implementation. Our Stabilise-Adopt-Enable™ approach ensures knowledge is retained as projects move into support, so the system continues to perform and deliver value over time.

From Rachelle Gray

Software Services Director

ERP projects are often described as technical programmes, but in reality they’re change programmes. Systems, processes, and the way people work all change at once — which is why how ERP is delivered matters as much as the technology itself.

Our role is to make that change manageable. We take time to understand how your business actually operates, design the system around those realities, and support teams through each stage — not just focus on configuration.

Our ERP process is built around structure, clear communication, and shared ownership. Clients know what’s happening, why it’s happening, and what comes next, allowing ERP projects to deliver real value rather than disruption.

Our focus is simple:

Delivering ERP projects that hold up in the real world — not just at go-live.

ERP projects don’t fail because the software is wrong. They fail when discovery is rushed, decisions are made without enough context, and teams aren’t supported properly through change.

Over the years, we’ve learned that successful ERP delivery comes down to structure, clarity, and how well the system is embedded into day-to-day working. That’s why we’ve been deliberate about how our ERP process is designed — from the way we uncover requirements, to how we support teams after go-live.

This is what that looks like in practice.

Discovery That Goes Beneath the Surface

ERP projects start long before configuration begins. Our discovery phase is designed to uncover how the business really operates — not just how processes are documented.

We carry out deep-dive discovery sessions, departmental interviews, and tailored process surveys to understand daily workflows, pain points, and how teams interact with each other and the existing system. This often highlights inefficiencies, workarounds, and data silos that aren’t visible at board level — and can be a genuine eye-opener for organisations.

From there, we create a proof of concept. Rather than forcing a single system to fit, we demonstrate your processes and data within one of our four market-leading ERP platforms, allowing decisions to be made based on evidence rather than assumption.

From Go-Live to Real Adoption: Stabilise, Adopt, Enable™

A successful go-live doesn’t guarantee a successful ERP. What matters is what happens next.

Our stabilise, adopt, enable approach is designed to help teams settle into the system, build confidence, and then start unlocking deeper value. This means resolving early issues quickly, supporting users as they adjust to new processes, and enabling the business to use ERP as a tool for better decision-making — not just transaction processing.

This structured transition is a key reason our customers see long-term value rather than short-term disruption.

Hypercare That Reduces Support Tickets by 30%

Immediately after go-live, support needs to be proactive and highly responsive. Our hypercare support phase provides increased oversight and access to experienced consultants who understand the system and the decisions behind it.

This approach consistently leads to around a 30% reduction in support tickets, because issues are resolved properly early on and recurring problems are designed out of the system rather than patched over.

"Those early consultant sessions helped our team settle into the system far more quickly."

The weeks after go-live are where ERP projects either stabilise or start to feel uncertain. That’s why Hypercare is built into our delivery — including guaranteed one-to-one time with a named ERP consultant in those early weeks.

Alongside tickets, you get scheduled check-ins and direct access to someone who already understands your system, key decisions, and goals. Issues are resolved in context, adoption accelerates, and recurring problems are tackled early — leading to a smoother move into business-as-usual and fewer support tickets overall.

A Delivery Model Proven Across 300+ ERP Projects

ERP delivery doesn’t exist in isolation from how a partner runs their own business.

At The HBP Group, we operate using the Entrepreneurial Operating System (EOS), which brings clear structure, accountability, and alignment across our teams. This ensures ERP projects are delivered consistently, communication is clear, and responsibilities are well defined — internally and with our customers.

We also invest heavily in training and development, and we’re proud to be recognised as one of the UK’s Best Companies to Work For. That matters, because engaged, well-supported teams deliver better outcomes for customers.

97% Customer Retention — ERP Partnerships That Last

ERP projects are long-term investments, and our approach reflects that. With a 97% customer retention rate, most organisations continue working with us well beyond their initial implementation.

That continuity allows us to support ERP systems as businesses evolve — preserving knowledge, context, and confidence over time.

“ERP success isn’t about doing one thing particularly well. It’s about designing a delivery approach that works day after day, long after the project is finished.”

Rachelle, G.
Group Software Services Director, The HBP Group

Meet Jo, Our Software Service Desk & Pro Services Manager

Jo Mayfield has been with The HBP Group for 22 years and leads our ERP Service Desk and Professional Services teams.

Here’s how Jo describes our approach:

“ERP doesn’t end at go-live. Through our stabilise, adopt, enable approach and Hypercare phase, customers have direct access to people who understand their system and decisions. That continuity helps teams gain confidence quickly and prevents small issues from becoming ongoing problems.”

We’re only seven months in, but already the difference is huge. People are happier, the information is trusted, and we’re moving faster than ever before.

Charles Benn

Finance Business Partner at Nene Park Trust

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You absolutely went the extra mile. You understood our limitations and worked with us brilliantly. We’re doing so much more now - there’s far less jumping between tools.

Steve Ellen

Director of Finance at Shine

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We’re really empowered now. It’s working, and we’re getting more and more out of it.

Mandy Eriksen

Financial Director at Zetica

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What is an ERP System?

An ERP (Enterprise Resource Planning) system is a central platform that brings together key business functions — such as finance, operations, reporting, inventory, and supply chain — into a single, integrated system. Instead of relying on disconnected software and spreadsheets, ERP provides one consistent source of data across the organisation, improving visibility, control, and decision-making.

For growing businesses, ERP plays a critical role in reducing manual processes, improving accuracy, and enabling teams to work from the same information in real time. When implemented correctly, it helps organisations scale without adding unnecessary complexity.

At The HBP Group, we’ve spent over 35 years working with ERP systems across UK SMEs, helping businesses move away from fragmented processes and towards joined-up, reliable systems that support long-term growth. Our experience across multiple ERP platforms means we understand not just what ERP is but how it works in practice for different types of organisations.

Why do businesses use ERP systems?

Businesses use ERP systems to bring structure, visibility, and control to operations as they grow. As organisations scale, spreadsheets and disconnected systems struggle to keep up — ERP provides a single, reliable platform that supports better decisions and more efficient ways of working.

Improved visibility across the business

ERP systems give leadership teams real-time access to accurate data across finance, operations, inventory, and reporting. Instead of relying on delayed or conflicting information, businesses can see how the organisation is performing as a whole and respond faster to change.

Better control and consistency

By standardising processes and data, ERP helps businesses reduce errors, improve compliance, and maintain control as complexity increases. This is particularly important for finance teams responsible for reporting, forecasting, and governance.

Increased efficiency and reduced manual work

ERP replaces manual processes and duplicate data entry with automated workflows. This frees teams from time-consuming administration and allows them to focus on higher-value work, such as analysis, planning, and improvement.

Stronger decision-making

With one source of truth, ERP enables more confident, data-driven decisions. Leaders can assess performance, identify risks, and plan for growth using accurate, up-to-date information rather than assumptions or incomplete reports.

A platform that supports growth

ERP systems are designed to scale as businesses evolve — whether that means adding new users, locations, entities, or processes. When implemented correctly, ERP supports growth without adding unnecessary complexity or operational strain.

At The HBP Group, we’ve spent over 35 years helping UK SMEs use ERP systems to move from fragmented processes to joined-up, reliable operations. Working across multiple ERP platforms, we focus on ensuring businesses get the outcomes ERP is meant to deliver — not just new software, but clarity, control, and confidence to grow.

How much does an ERP system cost?

ERP pricing varies depending on the software chosen, the scope of the project, and the level of implementation and support required. There is no fixed price for ERP, as costs are influenced by how the system is configured and how it supports your business processes.

What influences the cost of an ERP system

ERP costs typically depend on several factors, including:

The ERP platform and licensing model
The number of users and entities
The complexity of finance and operational processes
Data migration and system integrations
Implementation, training, and ongoing support

Understanding these factors helps businesses budget realistically and avoid unexpected costs later.

Software cost vs implementation cost

ERP investment isn’t just about software licences. A significant part of the cost relates to implementation — including planning, configuration, data migration, training, and testing. A well-implemented ERP system delivers far more value over time than a low-cost system that isn’t configured properly or adopted by users.

Planning ERP investment properly

At The HBP Group, we focus on helping organisations understand what drives ERP cost and how to align investment with long-term value. Rather than starting with a price list, we work through requirements, priorities, and outcomes, so the ERP solution fits both operational needs and budget expectations.

Focusing on value, not just cost

The true cost of ERP should be considered alongside the value it delivers — improved efficiency, better visibility, reduced risk, and the ability to scale with confidence. A clear, structured approach helps ensure ERP investment delivers measurable benefits rather than becoming an ongoing expense.

How long does ERP implementation take?

ERP implementation times vary depending on the size of the business, the complexity of processes, data quality, and how much change is required. There is no single timeline that fits every organisation, but successful ERP projects follow a clear, structured approach rather than being rushed or open-ended.

What influences ERP implementation timescales

Several factors determine how long an ERP project takes, including:

The number of users and entities involved
The complexity of finance and operational processes
Data migration requirements and data quality
The level of integration with other systems
Internal availability for decision-making and testing

A well-planned ERP project focuses on readiness as much as speed.

A structured, phased approach

At The HBP Group, ERP implementations are delivered through a phased process designed to reduce risk and avoid disruption. This typically includes:

Discovery and planning to understand business requirements and define scope
Design and configuration aligned to real-world processes
Data migration and testing to ensure accuracy and reliability
Training and preparation to support adoption
Go-live and stabilisation, followed by ongoing support

Each stage has clear objectives, responsibilities, and checkpoints, so progress is visible and controlled throughout.

What happens after the ERP system goes live?

Go-live is the start of using your ERP, not the end of the project. After implementation, systems need ongoing support and refinement to ensure they continue to work effectively as the business evolves.

At The HBP Group, we support organisations through the post-go-live phase by helping teams settle into new ways of working, resolving issues quickly and ensuring the system remains reliable. Over time, we continue to advise and optimise the ERP as processes change, users grow, or new requirements emerge.

Our approach focuses on long-term value, making sure your ERP continues to support the business well beyond implementation.

How Do You Help Businesses Choose An ERP System?

Choosing ERP isn’t about picking the “best” software — it’s about finding the right fit for your business, your team, and your plans for growth.

We start by understanding how your organisation operates today, what’s working, and where systems are holding you back. From there, we narrow down the ERP options that genuinely make sense based on your size, complexity, reporting needs, and future goals.

Because we work with multiple leading ERP platforms, our role is to guide you objectively rather than push a single solution. We explain the differences clearly, outline the trade-offs, and help you make a confident, informed decision - whether you already have a preference or are starting from scratch.