ERP Software for Distributors: Your Roadmap to Seamless Order-to-Cash

Partners across the order ecosystem are feeling the margin tightening, all while customer expectations increase, and manual workarounds simply don’t cut it anymore. While B2B supply chains have been slower to adopt modern tools, there’s a shift as B2B buyers set new expectations. On both the buy side and sell side of order ecosystems, pressure is mounting, and distributors are uniquely placed in the middle with niche requirements that aren’t well addressed by the basic accounting packages most have been using for the past few decades. The gaps in order management, inventory control, and fulfilment only create more workarounds than their systems solve. 

Some larger distributors have taken the leap and invested in legacy ERP systems, hoping for a silver bullet, only to find themselves feeling trapped, unable to migrate, and stuck with endless customizations. 

Whether you’re ready to leave your entry-level accounting system or migrate to a new ERP, your roadmap for success comes down to what your current gaps truly are and whether an ERP can actually solve them. 

Market Snapshot: What the Top Players Promise

Distributors are spoiled for choice when it comes to deciding on which ERP to use for distribution, but not all of them are designed for your use case:

Epicor Prism

Epicor offers an industry-specific ERP that promises to deliver visibility and reduce operational costs. This enterprise-grade solution helps financial leaders with quick decision-making so they become responsive as orders are placed. They offer embedded analytics, advanced inventory controls, and scalability for international distribution. Epicor’s enterprise expertise means you get preconfigured best practices for order management, purchasing, and fulfillment, reducing the need for heavy customization.

Pricing: One of the highest tiers with an enterprise pricing model. Requires a demo and customization based on your business requirements. 

Best for: Distributors that require global scalability, robust tools, and comprehensive workflows.

Pros:

• Enterprise-grade modules for covering finance, CRM, and asset management.
  
  
• Native dashboards, alerts, and BPM tools for real-time visibility.
  
  
• Strong support network and public training resources.

Cons:

• Implementation and customization can be complex and time-consuming.
  
  
• Requires experienced resources to maintain
  
  
• UI and reporting performance are sometimes criticized as slow or unintuitive for shop-floor users.
  
  
• New AI tools are imposed with total cost and are often not as vital as distributors may anticipate 

Sage 300 for Wholesale Distribution

Sage 300 combines strong financials with distribution modules. For companies ready to modernize beyond an entry-level system, Sage 300 provides an easy-to-use platform with enterprise-grade accounting and enhanced distribution features.

Pricing: Most packages start around $1,6500 with the average contract amounting to $23,000 per year.

Best for: Growing mid-market distributors needing solid multi-entity financials with optional distribution modules.

Pros:

• Robust multi-currency and multi-company support.
  
  
• Large VAR ecosystem with industry-specific add-ons.
  
  
• À la carte module licensing keeps initial costs lower.

 Cons:

• Steep learning curve for new users; interface feels dated.
  
  
• Performance can degrade on large datasets.

Automate distribution with Sage 300 integrations. 

Infor Distribution & Infor Industry Cloud

Infor is an industry-cloud suite with templates for compliance and supply-chain planning. It offers prebuilt workflows, embedded manufacturing planning, and advanced demand forecasting. The “industry cloud” delivers vertical depth, covering wholesale, manufacturing, and service, on a common data model.

Pricing: Quote-based, meaning it varies by modules and the total number of users.

Best for: Larger distributors

Pros:

• Top-tier analytics tools and 360° customer view.
  
  
• Great support and extensive dashboards.
  
  
• Flexible deployment.

Cons:

• Subpar Excel integration on certain screens.
  
  
• Slow loading/reporting can force after-hours processing.
  
  

See Infor integrations.

Acumatica Cloud ERP

Acumatica is a  true cloud-native ERP with unlimited users and consumption-based pricing. 

Pricing: Usage-based, which means you only pay for modules and functionality used.

Best for: Distributors with a lot of users, seeking a flexible ERP.

 Pros:

• Ease of use and smooth navigation.
  
  
• Customizable workflows and integrations.
  
  
• Flexible platform grows with your needs.

Cons:

• Steep initial learning curve.
  
  
• Some core features require custom work.
  
  
• UI complexity can hamper onboarding.
  
  

Navigate the top Acumatica integrations here. 

BlueLink ERP

BlueLink ERP is a fast-to-implement, affordable ERP for small to mid-sized distributors. They help with inventory control and basic financials in an out-of-the-box package. With BlueLink, SMB distributors with limited IT can go live in weeks.

Pricing: Starts at approximately $10 000/year for core system, scales with users.

Best for: SMBs (5–100 employees) needing essential distribution functionality on a budget.

Pros:

• Highly customizable and integrates with other systems.
  
  
• Attentive customer support and straightforward data migration.
  
  
• Mobile access for on-the-go inventory management.

Cons:

• Occasional performance lags under heavy usage.
  
  

Integrate Blue Link with your order operations. 

Microsoft Dynamics 365 Business Central

Dynamics 365 offers ERP and CRM unified under Microsoft, tightly integrated with Office 365 and Power Platform.With embedded AI forecasting, seamless Excel/ workflows, and a vast partner ecosystem, D365 Powers rapid adoption and extensibility.

Pricing: Essentials $70/user/month; Premium $100/user/month; Team Members $8/user/month.

Best for: SMB to mid-market distributors seeking deep Office 365 integration and industry add-ons.

Pros:

• Speeds collaboration via tight Office 365 and Power BI integration.
  
  
• Customizable dashboards drive better forecasting and analysis.
  
  
• Strong ecosystem of VARs and AppSource extensions.

Cons:

• Learning curve for advanced modules can be steep.
  
  
• Occasional UI lag and complexity in setup without experienced IT.
  
  
• Licensing and partner-led implementation can drive up cost.

Microsoft integrations. 

Odoo

Odoo is a modular, open-source suite where you pick only the apps you need. It provides drag-and-drop workflow automation, a marketplace of community apps, and flexible SaaS or self-hosted options.

Pricing: Enterprise edition ~$24/user/month + module and hosting fees.

Best for: Small to medium distributors with in-house technical expertise and unique process needs.

Pros:

• Rich out-of-the-box functionality with extensive community modules.
  
  
• Simple workflow designer for non-technical users.
  
  
• Open-source flexibility lets you control hosting and upgrades.

Cons:

• On-premise upgrades aren’t automated.
  
  
• Complex customizations can become time-consuming and costly.
  
  
• Some advanced features are locked behind premium plans.
  
  

Automate Odoo and your orders. 

QuickBooks Desktop Enterprise

While this isn't a full ERP, QuickBooks offers distribution features, like multi-warehouse inventory, serial/lot tracking, FIFO costing, and role-based permissions. Distributors currently on QuickBooks Pro/Online can step up for moderate distribution needs without retraining on a wholly new ERP.

Pricing: Gold starts ~$2 250/year; Platinum ~$3 500/year; Diamond ~$4 400/year (30 users).

Best for: Small distributors (1–40 users) needing moderate distribution capabilities in a familiar interface.

Pros:

• Intuitive, easy-to-navigate UI; strong transactional reporting.
  
  
• Powerful workarounds (classes, custom fields) minimize developer costs.
  
  
• Extensive third-party integrations and 24/7 Priority Circle support.

• Foreign-currency handling can be cumbersome.
  
  
• Limited remote access; additional fees for hosting.
  
  
• Customer support quality is inconsistent. 

Integrate QuickBooks to EDI partners, eCommerce, and more. 

ERP Feature Deep-Dive & Comparative Matrix

A vendor’s homepage can showcase slick UIs and big promises, but which features actually move the needle for your distribution business? And which ones are “nice-to-have” bells and whistles you can defer or bolt on later? Use this deep dive to:

With so many ERPs with so many big promises, it’s important to assess which features are actually going to move the needle for your distribution business. Some will be “nice to haves”, while others are going to be instrumental in enhancing your operations and reducing costs.

Our tip is to:

1. Prioritize Necessities vs. Extras — focus on the features/modules that eliminate your biggest pain points today.
   
   
2. Evaluate Trade-Offs — decide if you need full ERP functionality, or whether a specialty integration tool can solve a single problem for a fraction of the cost.
   
   

Assessing What You Really Need

Order Management & EDI

• Core? If you receive EDI orders, tightly integrated EDI inside your ERP avoids manual mapping and could justify an enterprise-grade system
• Tip: ERPs with EDI functionality tend to be very robust and come with a significant price tag. 
• Alternative: For lower volumes, an iPaaS or EDI software can feed orders into your existing ERP more quickly and cheaply.
  
  

Inventory Control

• Core? Real-time stock levels, lot/serial traceability, and cycle counting are non-negotiable if you manage perishable goods or serialized items.
• Alternative: Simple barcode scanning and periodic imports work if you ship a limited SKUs or your ERP already tracks quantities.
  
  

Financial Management

• Core? Multi-entity consolidations, complex costing (FIFO/LIFO/weighted average), and revenue recognition are essential once you’re out of dual-entry spreadsheets.
• Alternative: If your accounting package handles GL, AP/AR, and cash flow well, leave it in place and focus ERP efforts on operations modules.
  
  

Supply Chain Planning

• Core? Automated demand forecasting and PO creation pay off when you manage hundreds of suppliers or face volatile lead times.
• Alternative: Spreadsheets or point-forecasting tools suffice for limited product lines or when demand is highly predictable.
• Tip: To land somewhere in the middle, try an email automation tool that captures POs from spreadsheets and PDFs and inputs them directly to your ERP.
  
  

CRM / Customer Service

• Core? A CRM within your ERP is critical when your sales team needs order histories, credit holds, and case management at their fingertips.
• Alternative: Keep using Salesforce, HubSpot, or your current CRM, and integrate it with your ERP via prebuilt connectors.
  
  

Reporting & Analytics

• Core? Real-time dashboards are vital if you make daily replenishment decisions or need to monitor KPIs like fill rate and DSO constantly.
• Alternative: BI tools can pull data from your ERP and 3PL systems, avoiding the cost of embedded analytics.

Comparative Matrix of Core & Advanced Capabilities

Making the Call: ERP vs. Integration Tool

Whichever way you decide to build your tech stack, you’ll require some integration tools, even if your ERP comes with EDI functionality. For most distributors, EDI docs are not the only way orders are placed. There are still customer portals, emails, sales rep orders, and even B2B ecommerce orders. 

1. Full ERP Replacement
   This is ideal if you require one system to handle order entry, inventory tracking, and financials. You get a unified “source of truth” for your entire operation. It’s ideal when you’re ready to overhaul all processes at once and your existing tools can’t keep up.
2. Integration-First Approach
   Opt for integrations if you want to unify orders with your existing systems, but your current ERP works well for financials and inventory control. You get to add specialized tools only where you need them, which means less disruption, faster results, and lower implementation risk. You’re not paying for features you won’t use right away, and you can expand as you go. 

Your Selection Framework

To cut through the website jargon and fancy promises, we’ve put together a structured approach that helps you evaluate ERPs on the market:

Define “Must-Haves” vs. “Nice-to-Haves.”

• Must-haves might include real-time inventory and financials
• Nice-to-haves could be AI tools, or dashboards that are aesthetically pleasing but still can’t do the job

Leverage Independent Reviews (G2, Top10ERP).

• Review sites will help whether the ERP meets your expectations.
• Watch for recurring themes (positive or negative) that align with your priorities.

Run a Lightweight Pilot.

• Scope: 4–6 weeks focusing on a single critical process.
• Participants: A cross-functional team (operations, IT, finance) to ensure all perspectives shape the evaluation.
  
  
  

Reference Checks with Peers.

• Speak to two or three distributors of similar size and complexity who have gone live in the last 12 months.
• Ask about challenges, support, and whether the solution actually delivered the projected ROI.
  
  
  

Pricing & Total Cost of Ownership

ERP pricing can be deceptively complex. Most state they ‘start at’, or don’t indicate any pricing at all. Below are three primary pricing models for ERPs used by distributors, and the common “gotchas” that drive TCO far above initial estimates.

Pricing Models

Subscription (SaaS)

• Structure: Monthly or annual fees per user, by module (like CRM), or flat based on transaction volume.
• Pros: Lower upfront investment; includes hosting, and regular updates.
• Cons: Per-seat fees can climb quickly as headcount grows; costs are ongoing.

Perpetual License

• Structure: One-time software purchase + annual maintenance fee (usually 18–22% of license cost).
•  
• Pros: Once purchased, you own the license; stable budgeting.

• Cons: High initial outlay; IT must manage infrastructure and upgrades.

Consumption-Based

• Structure: Fees tied to usage metrics—API calls, order volume, data storage.
• Pros: Scales with business activity; potentially cost-effective for seasonal distributors.
• Cons: Harder to predict costs in a growth scenario; spikes can trigger budget overruns.

Hidden Cost Drivers

• Implementation Services: Configuration, custom scripting, and workflow setup can range from 50–150% of software license fees, depending on complexity.
  
  
• Data Migration: Mapping legacy data often requires specialist tools or consultants, which can cost upwards of $20,000
  
  
• Training & Change Management: Training, documentation, and ongoing support are often underestimated.
  
  
• Third-Party Integrations: EDI, connectors, and eCommerce add-ons often carry separate licensing and fees.
  
  
  

Building a 5-Year TCO Comparison

When evaluating three finalist vendors:

• List every line item—software, services, hardware, training, support.
  
  
• Apply realistic growth assumptions—user counts, transaction volumes, new warehouse openings.
  
  
• Calculate Net Present Value (NPV) or total cash outlay per year to compare apples to apples.
  
  

Once you’ve mapped out your anticipated TCO, you can start to anticipate whether an implementation partner or your internal teams will lead the project.

Certified Implementation Partners

Consultants, while they do come with an additional cost, specialize in your chosen ERP and are experts in distribution workflows. They manage the entire project from identifying your requirements to implementation, letting your internal team focus on daily operations.

Pros:

• Deep Vertical Expertise: They know distribution best practices and can tailor processes based on your specific requirements.
  
  
• Flexible Engagement: You can buy full project leadership or simply augment your internal team in specific areas.
  
  
• Local Presence: Regional offices for in-person workshops and faster onsite support.
  
  

Cons:

• Variable Quality: Skill levels, methodologies, and track records differ. Make sure to vet carefully. Some ERPs have verified partners that help to prequalify.
  
  
• Relationship Overhead: You’ll manage communications between your team and the partner’s project managers.
  
  
• Potential Upsell Bias: Some partners may recommend extra customizations to extend billable hours.

Vendor-Led Professional Services

Here, your own IT and operations teams take the lead, with the vendor providing best-practice guidance. This model puts your team in the driver’s seat, which is ideal when you want to maintain strong internal ownership, but only if you have a very strong technical team that knows the ERP well.

Pros:

• Internal Control: Your team sets the pace, scope, and priorities, while vendor experts validate configurations.
  
  

Cons:

• Requires Internal Bandwidth: Your IT and operations staff must dedicate significant time to configuration, testing, and change management.
  
  
• Potential Knowledge Gaps: Vendor consultants advise but don’t execute; you’ll need strong in-house ERP skills.
  
  
• Less Hands-On: If your team underestimates the effort, the project can stall without a dedicated lead from the vendor side.
  
  

For most distributors launching a new ERP project, relying on a consultant is the best way to go. While it comes with fees, it also significantly reduces risk and prevents ERP implementation failure.

Why Full Rip-and-Replace Often Fails

ERP migrations are a huge financial risk. Studies show that up to 60% of projects exceed budget, or completely fail and are cancelled. Key reasons include:

• Scope: Adding features mid-project without adding resources.
  
  
• Underestimated Complexity: Assuming ERP-native workflows will suffice when real processes require customization and ERP integration software.
  
  
• Poor Change Management: When organizations do not use a consultant, they risk their teams not being able to handle new tools.
  
  
• Data Migration Issues: Data from your old ERP or accounting system needs to be reformatted and moved, which is a seriously unanticipated undertaking.
  
  
• Executive Fatigue: Long, drawn-out projects can sometimes be stopped when results aren’t visible quickly.
  
  

Given these stats, you must ask: “Do we truly need a new ERP, or can we enhance what we have and modernize selectively?”

Integration-First: Enhance, Don’t Replace

The ERP market is massive for a reason - as you grow, so do the complexities of how your distribution business operates. At a certain point, if you’re currently on an entry-level solution, you will need to upgrade. 

It’s the in between that you need to account for. The stage before you undergo a massive ERP migration, where your current system isn’t quite working but you don’t need (or can’t afford), an entire overhaul. And most distributors don’t realize that integrations can bridge the gap. 

With a modular approach, you have the advantage of adding on what you need, when you need it, for fast improvements in specific areas, in addition to:

Lower Upfront Investment & Faster Wins

By only adding budget to fix areas of your order operations that need immediate modernization, you can deliver measurable ROI by next quarter, not 2 years down the line. Plus, these integrations cost 10-40% of the cost to do a full ERP swap.

Minimal Disruption for Teams

Every time you switch your systems, teams have to relearn their entire jobs. By sticking with what they know, their jobs are enhanced and simplified while they get to work with familiar dashboards. 

Phased  Rollouts

Taking on a massive digitization project is too often set up for failure. By taking things on one at a time, and selecting areas that will deliver immediate ROI, it gives you the power and budget to expand and react incrementally. Early success is key in building stakeholder investment.

Your Next Steps

Upgrading your ERP is essential for growing distributors, but full rip-and-replace projects often deliver less value than your investment. 

An integration-first strategy offers a smarter path: keep the ERP that already handles your core accounting, then add integrations to close the gaps. 

Here’s how to get started:

• Audit Your Current State
  • Map out end-to-end processes from order to cash; how does an order flow throughout your supply chain?
  • Identify top pain points, measure manual work hours, and calculate error rates.
  
  
• Launch a Pilot Project
  • Choose one critical area.
  • Define clear success metrics.
  
  
• Engage Your Partners
  • Shortlist ERP vendors or ERP integration providers.
  • Run a focused proof of concept.
  
  
• Build a Phased Roadmap
  • Align leadership on KPIs and investment criteria.
  • Establish a team to oversee rollouts.
  • Plan for ongoing measurement and iterative optimization.
  
  

By taking an incremental, integration-first route, you’ll deliver meaningful operational improvements immediately while controlling cost and risk. The future of distribution is connected, and it starts with making smarter, more targeted ERP decisions today.