Choosing the system: sheets, stitched stack, configured ERP or custom build
A rule for the order to try things in, a requirements list, a vendor demo script and the two tests that decide it.
- Four setups: sheets plus accounts software, stitched stack, configured ERP, custom build.
- Move up when you cannot answer the three questions in five minutes.
- Rank requirements: must, should, later.
- Make vendors run your scenarios, live, on your data.
- Get data-export and ownership terms in writing.
Quick answer
Try the simplest setup that can show you live project margin, approval delays and receivables by milestone, and move up only when it cannot. Write requirements from your lifecycle, rank them must, should, later, and make every vendor run ten scenarios on your data. Two tests decide it: can you see live forecast margin, and will site teams use it? Custom build comes last. We sell it and still say so.
We build custom software, so we gain when companies choose custom. Our advice is to choose it last.
The rule
Move up a level only when the current setup cannot answer these in five minutes:
- What is each live project’s forecast margin and how has it moved this week?
- Which projects are waiting on an external approval, for how long, on whom?
- What is due by milestone this month and what is blocked?
The four setups
The steps
- Describe the process on one page (lifecycle).
- Write requirements and rank them (checklist).
- Compare setups (ERP vs CRM plus Tally).
- Run vendors through ten scenarios (demo script).
- Pilot on one project type before rolling out.
The two tests
- Margin test: show estimated, committed, actual and forecast margin for a live project, from your data.
- Adoption test: can a crew lead complete today’s five tasks faster than the group chat? See field adoption.
Data terms
Export of all your data in open formats without fees, ownership, exit, hosting and backup, in writing and reviewed by a lawyer.
Back to start here.
Our own operating model; no vendor was compared or tested. No outside figures.
More by GarunaCDX
Keep going with the next handbook.
Chapter-by-chapter guides from the engineers who build these systems for clients.
