Service · Data & Integration

ERP migration — replacing the system without disrupting the business

Replacing an ERP is open-heart surgery on a business that keeps running. Orders still have to ship, payroll still has to run, and auditors still expect the numbers to tie out from one year to the next. A migration plan has to protect all of that while the system underneath changes.

Plan Your ERP Migration How it works

Overview

What erp migration involves

We treat ERP migration as three projects running together: redesigning processes for the new platform, moving data with full reconciliation, and re-pointing every integration and report. Each has its own owner, plan and acceptance criteria.

01The problem

Where things usually go wrong

Lift-and-shift thinking

The new system is configured to mimic the old one, inheriting workarounds for limitations that no longer exist.

Forgotten dependencies

Reports, spreadsheets, EDI feeds and scripts that quietly depend on the old system's database are discovered after cutover.

Balances that do not tie out

Opening stock and ledger balances loaded into the new system do not reconcile with the old one, and nobody can explain the difference.

Cutover with no rehearsal

The first time the full migration runs is the go-live weekend.

02Our approach

How we handle it

We begin with a dependency inventory: every report, integration, export, spreadsheet and manual process that touches the current ERP. That list becomes part of the scope, so nothing is discovered by accident after the old system is switched off.

Processes are redesigned for the new platform's strengths rather than copied. Data moves through scripted, repeatable pipelines with at least two full mock migrations. For each mock, we reconcile record counts, stock quantities and values by location, open order totals and the trial balance, and we fix the scripts until the numbers match.

Where risk justifies it, we run the new system in parallel for a period — processing the same transactions in both and comparing results — before switching off the old one.

03Capabilities

What the work covers

Dependency inventory

Every integration, report and manual process that relies on the current ERP, mapped and planned.

Process redesign

Future-state processes that use the new platform's standard functionality.

Data migration

Master data, open transactions and opening balances, cleansed and reconciled.

Integration re-pointing

Every connected system moved to the new ERP, tested against realistic volumes.

Report rebuilding

Operational and management reports recreated, with numbers validated against the old system.

Parallel running

Optional side-by-side operation with structured comparison before cutover.

04Technical considerations

Details that decide whether it holds up

Source system access

Direct database extracts where possible, API exports where not, with performance impact on the live system managed.

History strategy

Decide what moves (master data, open items, balances), what is summarised (comparative periods) and what is archived (closed detail).

Reconciliation

Automated comparison of counts, quantities, values and balances between source and target after each run.

Rollback plan

Clear criteria and steps for reverting to the old system if go-live checks fail.

05Process

How the engagement runs

01
Assess
Current system, dependencies, data quality and migration risks.
02
Design
Future-state processes, data mapping and cutover strategy.
03
Build
New system configuration, migration scripts, integrations and reports.
04
Rehearse
Mock migrations with reconciliation, plus user acceptance testing.
05
Cut over
Freeze, final migration, reconciliation sign-off and go/no-go.
06
Decommission
Archive legacy data accessibly and retire the old system safely.

06Outcomes

What you should expect afterwards

Continuity

The business keeps trading through the transition, with a tested fallback.

Trusted opening position

Stock and ledger balances reconcile to the penny, signed off by finance.

Cleaner system

Workarounds and dead data stay behind with the old platform.

Where it applies

Industries and systems we commonly see

Relevant industries

Relevant integrations

Often delivered alongside

ERP Data MigrationScripted, repeatable, reconciled movement of master data, open items and balances.Legacy ERP ModernizationReplace or wrap ageing ERP systems in planned stages, without a risky big-bang switch.ERP ImplementationEnd-to-end ERP implementation from discovery to a stable first month-end close.ERP UpgradeMove to a current version with custom code ported, tested and cleaned up along the way.

Insights

Frequently asked questions

Which systems do you migrate from?

Common sources include QuickBooks, Xero, Sage 50/100/300, Tally, SAP Business One, Microsoft Dynamics NAV, GP and AX, older Odoo versions, ERPNext and custom or in-house systems.

Do we need to migrate all our history?

Rarely. Most clients migrate master data, open transactions and opening balances, load comparative periods as summary balances, and keep detailed history accessible in an archive.

How do you minimise downtime at cutover?

By rehearsing the full migration at least twice, scripting every step, and scheduling the final run over a low-activity window. Most businesses experience a short transaction freeze rather than real downtime.

When should we migrate — year-end or mid-year?

A fiscal year-end simplifies accounting, but it is also the busiest time for finance. A month or quarter end often works well. We help weigh the tradeoffs for your situation.

Consultation

Planning to replace your ERP?

We will inventory what depends on your current system and outline a migration plan that protects the business.