ERP vendor evaluation checklist
Use the same 30 review questions across six evaluation areas for every ERP vendor you consider. Score each answer against your own requirements, mark the items that are must-haves, record notes or N/A where a question does not apply, then compare the results with your team’s judgement before you shortlist.
Related reading: the VisionONE ERP overview, the ERP cost guide, our ERP implementation approach and the ERP data migration checklist.
30 review questions · six evaluation areas · buyer judgement
Buyer judgement, not a vendor ranking. Score each area from 0–3 using the evidence you saw. Mark irrelevant areas “Not applicable”. Use the same applicable areas for every vendor; treat scores as a discussion aid.
Workflow fit
Kenyan integrations
Controls & deployment
Migration & rollout
Cost & contract
Support & ownership
0 of 6 areas assessed
Check must-haves
Mark any unresolved requirement that would prevent adoption.
Entries remain in this tab only. Download a copy to retain your current review, then use a separate copy for each vendor. No entries are sent to VisionONE.
Define workflows and must-have requirements
Prioritise the work your team must complete at go-live.
- Can we run our order-to-invoice process with our own items, customers and approvals?
- Can we follow a purchase through receipt, supplier invoice and payment?
- Can we trace a stock transfer, return or service adjustment without losing its source record?
- Can users produce the reports and reconciliations needed to close a period?
- Which requirements are standard, configurable, custom-built or unavailable?
Test Kenyan invoicing, payments and payroll
Request evidence for the actual route, product version and operating environment.
- Can the vendor demonstrate eTIMS submission, a returned response and a linked credit note?
- What identifies the eTIMS integrator, supported route and applicable certification evidence?
- Can we follow an M-Pesa receipt from its reference to matching, exceptions and reconciliation?
- Can payroll users trace approved inputs through a sample calculation, payslip and statutory report?
- Who maintains integration and payroll-rule changes, and how are updates tested and communicated?
Review controls and deployment
Use real roles and a realistic connection or device constraint.
- Can permissions separate entry, approval, posting and sensitive-record access?
- Can we see an audit trail for a changed transaction and the person who changed it?
- How are backups protected, restored and tested, and who owns recovery?
- Where is data hosted, who can access it and how can we export it on exit?
- What happens during connection loss, a failed integration or a duplicated request?
Evaluate migration and implementation
Require a plan that names owners, evidence and sign-off points.
- Which master records, balances, open items and historical periods will be migrated?
- Who cleans the data and approves the mappings before trial imports?
- How many trial loads are included, and how will balances and record counts be reconciled?
- What are the acceptance criteria, cutover steps and fallback arrangements?
- Who owns the project, user training and go-live support on each side?
Compare total cost
Compare matching scope, currency, tax basis and time horizon.
- Are software, implementation, migration, integrations and training itemised?
- Which charges recur, when do they begin and what can increase at renewal?
- How are extra users, modules, storage, reports and change requests priced?
- What are the payment milestones, quote validity and acceptance conditions?
- What will termination, data export and transition assistance cost?
Review support and handover
Test the service commitment as carefully as the software.
- Who receives a critical support ticket, and what response target is contractual?
- Which support hours, time zones and escalation routes cover our operation?
- What is included after go-live, and what is separately charged?
- Can our administrators manage routine changes after documented training?
- Can the vendor provide relevant references and evidence for claims we depend on?
Frequently asked questions
How does the ERP vendor evaluation checklist work?
Use the same 30 review questions across six evaluation areas for every vendor. Score each area from 0 to 3 using the evidence you saw, mark the must-haves, and record notes or N/A where a question does not apply.
Which areas does the checklist cover?
Workflow fit, Kenyan integrations, controls and deployment, migration and rollout, cost and contract, and support and ownership.
Is my review sent to VisionONE?
No. Entries remain in your browser tab only and nothing is sent to VisionONE. Download a copy to keep your review, and use a separate copy for each vendor.