WHAT IS THE DIFFERENCE BETWEEN A SOFTWARE PUBLISHER AND AN INTEGRATOR?
What is an ERP publisher?
An ERP publisher designs, develops, and continuously improves its own business management solution. They handle maintenance, bug fixes, and software updates. The publisher focuses primarily on the technical aspects of the software and its ongoing enhancement, without directly managing the specific configuration for individual businesses.
What is an ERP integrator?
An ERP integrator is the service provider responsible for deploying and customizing the ERP system within your company. Their role is crucial in tailoring the tool to fit the organization's specific needs. They take the enterprise resource planning software, adapt it, personalize it, install it, and provide training. The integrator serves as a key intermediary between the publisher and the end user, bringing both business and technical expertise.
The key stages of an ERP project and stakeholder involvement
Select your ERP solution
Once your needs are defined, it's time to choose the most suitable ERP. You don't want to select a business management tool just because it's popular – it must be tailored to your needs and tick all the boxes.
- Comparing options: Analyze the different ERP solutions available on the market, their features, costs, and support options.
- Considering industry-specific requirements: Some solutions are designed for specific sectors (manufacturing, retail, services).
👉 Involvement: The publisher is consulted to present its solution, while the integrator can advise on how well it fits your needs and the offered features.
Analyze your needs and create your specifications
A successful ERP project starts with a thorough analysis. This is the stage where you'll define what you expect from your ERP. It involves precisely identifying the company's requirements and formalizing them into a structured document (specifications) that will guide the entire project. Start with a solid foundation!
- Identifying business processes: Determine workflows, interdepartmental interactions, and needs.
- Defining objectives: Clarify the expected outcomes (task automation, improved traceability, stock optimization, etc.).
👉 Involvement: The integrator plays a key role here by formalizing these needs and bridging the gap between your requirements and the ERP solution. They will take the time to understand your current processes and align them with the native capabilities of the ERP or a customized version of it. The publisher, on the other hand, will typically only present the native features of their ERP software and is often limited in its ability to customize the software, as this is the integrator's responsibility.
Plan the deployment
Get organized to avoid chaos. A solid plan will help you stay on track and meet deadlines.
- Developing the timeline: Define the project phases (configuration, testing, training, go-live).
- Allocating resources: Assign a project team and define roles (project manager, business leads, etc.).
👉 Involvement: The integrator is responsible for managing this phase and ensuring the smooth progress of your project. By defining a dedicated project team, you will be in contact with all the stakeholders, allowing for closer collaboration. In most cases, the number of projects assigned to each consultant at the publisher's side is much higher, and you will often only interact with the project manager.
Configure and customize your ERP
It's time for customization! This is when the ERP is truly configured to meet the company's needs.
- Adapting to internal processes: Configuring modules and creating automated workflows.
- Developing specific features: Adding modules or extensions tailored to the business.
👉 Involvement: The configuration can be done either by the integrator or the publisher. However, the customization of your ERP is typically only offered by integrators, as this is their role, while publishers usually stick to the standard features of their solution.
Train your users
An ERP is only effective and useful if your teams are proficient in its use.
- Tailored training sessions: Customized training according to departments.
- Support during the onboarding phase: Initial assistance to correct any handling errors.
👉 Involvement: Both integrators and ERP publishers train and support your teams. Integrators often offer more tailored training, while publishers typically provide more standard training, sometimes in group virtual sessions.
Benefit from post-deployment support and maintenance
After go-live, the project doesn't end: continuous follow-up is essential for a successful transition.
- Ongoing technical support: Assistance in case of incidents or questions.
- Regular updates: Managing ERP enhancements.
👉 Involvement: Support can be provided regardless of your initial choice: integrator or publisher.
When should you call on an integrator?
An ERP integrator or consultant is your ideal solution for any business management software implementation project, especially when your project has specific needs or challenges that go beyond the capabilities of a simple standard deployment.
You need advanced customization for your ERP
If your company has unique or highly specialized business processes, a standard ERP is unlikely to meet all your needs. An integrator has the expertise to:
- Configure the tool to align perfectly with your workflows.
- Develop custom features or specific modules.
- Connect the ERP to other business tools (CRM, production management solutions, e-commerce platforms, etc.).
This customization ensures that the ERP software becomes a true performance driver, tailored to the reality of your business.
Your project involves multiple departments
In environments where managing interdepartmental processes can be complex (such as in manufacturing, logistics, or retail), implementing an ERP requires advanced expertise. An integrator plays a key role in:
- Mapping and modeling existing processes to ensure they are accurately reflected in the ERP.
- Managing multi-department projects with diverse needs and complex workflows.
- Coordinating all project phases, from requirements analysis to go-live.
The ERP consultant acts as a conductor, ensuring that each department gets a tailored solution while maintaining the overall coherence of the project.
You are managing an international project requiring multi-country expertise
ERP projects on an international scale present additional challenges:
- Multi-currency and multi-language management: Configuring different versions of the business management software tailored to each geographic area.
- Local legal compliance: Adapting to the tax and legal regulations of each country.
- Team coordination: Managing projects involving multiple subsidiaries with specific needs.
An ERP integrator with international experience will be able to anticipate these constraints and ensure a smooth deployment across all of the company's sites.
When to work directly with the publisher?
Directly working with the ERP publisher can be enough in situations where the company's needs are straightforward and do not require extensive customization or complex integrations.
You have standard needs
If your company has relatively simple business processes and the native features of the ERP already meet your requirements, a publisher can provide you with:
- A turnkey solution covering standard functions (accounting, sales management, invoicing, inventory management, etc.).
- A quick deployment with little or no customization.
- Basic support for installation and initial configuration.
However, this option is only suitable for small businesses or organizations with standardized processes.
You don't need flexibility or future updates for your management software
Some ERP projects have a fixed functional scope, with little change expected in the long term. You can work with the publisher if:
- The ERP software meets your current needs without requiring additional modules or specific customizations.
- You don't foresee major transformations in your organization or business processes.
- Your company's structure remains stable with consistent needs.
The ERP publisher can provide basic support for implementation without commitments to future developments.
Your industry does not require specific legal compliance
When your industry does not require specific processes or compliance, the publisher's standard offering may be sufficient. This applies particularly to:
- Service businesses with simple administrative processes.
- Retailers and small businesses using basic management functions (invoicing, accounting, basic inventory management).
- Organizations whose regulatory and tax obligations are simple and already covered by the standard ERP.
WHAT ARE THE CRITERIA FOR CHOOSING BETWEEN A PUBLISHER AND AN INTEGRATOR?
Complexity of business processes
The more complex and specific your business processes are, the more essential it becomes to involve an integrator. A publisher typically offers standard solutions that cover general needs, while an integrator consultant can tailor the ERP solution to your specific workflows, model your processes, and develop custom features.
Budget and available resources
Working directly with a publisher may seem more cost-effective at first, with ready-to-use solutions and lower integration costs. However, an integrator, although representing a higher initial investment, often helps avoid costly mistakes and late adjustments. This results in a strong return on investment. Therefore, it's crucial to assess the cost/value ratio in the long term.
Support and maintenance
The level of support provided varies significantly between a publisher and an integrator. A publisher typically offers standard support focused on the functionality of the solution. On the other hand, an integrator can provide:
- More personalized assistance.
- Faster technical support tailored to your business specifics.
- Ongoing maintenance services to adapt to changes in your processes.
Sustainability and scalability of the solution
An ERP project should be designed for the long term and evolve with your company's growth. An integrator is better positioned to anticipate future needs and offer tailored updates or extensions. The publisher, on the other hand, may provide global updates, but they are less likely to be personalized to your specific industry or company size.
WHAT ARE THE KEY FACTORS TO CONSIDER WHEN CHOOSING YOUR ERP PARTNER?
Reputation and references
Before selecting a partner, it's crucial to assess their reputation in the market. Review case studies, client testimonials, and similar projects they've completed. An experienced and well-regarded ERP partner is generally a sign of reliability and professionalism. Don't hesitate to ask for direct references to connect with other clients.
Technical and industry expertise
Ensure that the partner is not only proficient in the ERP solution you want to implement, but also understands the specific needs of your industry. A provider with experience in environments similar to yours will have a better grasp of your business constraints and will be able to tailor the management tool accordingly.
Project management methodology
A partner with a clear and structured project management methodology is often a key to success. They should be able to:
- Define clear stages (needs analysis, deployment, training, support).
- Establish a detailed timeline with specific milestones.
- Ensure regular and transparent progress tracking throughout the project.
Effective management reduces the risks of delays and budget overruns.
Customer support quality
Post-deployment support is a critical factor in the long-term success of your ERP project. A reliable partner should offer:
- Responsive technical support.
- Proactive maintenance services.
- Regular updates tailored to your company's evolution.
Ongoing support ensures better adoption of the system by your teams and the longevity of your solution.
Cost transparency
Getting a detailed and transparent quote helps you avoid unpleasant surprises. Make sure that:
- License, customization, and maintenance costs are clearly specified.
- Training and support fees are included in the offer.
- Any potential additional costs (future upgrades, extensions) are clearly explained.
The choice between a publisher and an integrator depends on the complexity of your project, your resources, and your customization needs. A publisher provides a turnkey solution, while an integrator offers tailored support. If your project is simple and doesn’t require much customization, the publisher can get the job done. However, if you have more complex needs or if your business is undergoing transformation, the integrator will be your best ally for an ERP that truly delivers. Carefully analyze your needs to select the right partner for your ERP project!