Separate software access from implementation
An ERP budget has at least three parts: access to the software, the work needed to make it usable, and the cost of operating it after launch. A low monthly price says little about whether your records can be migrated or your team can complete daily tasks.
Ask each supplier for the same period, number of named users, locations and workflows. A quote for one branch and two users cannot be compared directly with a multi-branch rollout that includes training and historical data. Record what is excluded as carefully as what is included.
Use the published Biloo scope as a starting point
Biloo's pricing page lists monthly and annual ETB plans, included users and branch limits. Use that current page for amounts and checkout terms. This guide does not freeze a separate price list that could become outdated.
Migration, additional capacity and custom integrations may add cost. A guided implementation must define the data, training sessions, configuration, reviewers and support period being purchased. An annual access payment is not evidence that every implementation service is included.
Ask for a line-by-line quotation
Give vendors a short requirements document and request an itemized response. Separate one-time fees from recurring charges and distinguish mandatory work from optional improvements.
For a comparison with Odoo or ERPNext, specify the edition or release, hosting model, installed applications, responsibility for upgrades and who maintains any customizations. Open-source availability and a subscription headline are different from the total cost of a usable implementation.
- Software access: users, branches, modules and access period.
- Configuration: chart of accounts, products, permissions and approval rules.
- Migration: source files, records, history, test imports and reconciliations.
- Training: participants, sessions, materials and post-launch support.
- Infrastructure: hosting, devices, connectivity and continuity arrangements.
- Custom work: deliverables, acceptance criteria, maintenance and upgrade responsibility.
- Commercial terms: applicable taxes, exclusions, payment milestones and renewal.
Use an explicit cost model
For a chosen comparison period, add software access, hosting, implementation, data preparation, training, integrations, internal staff time and contingency for identified risks. Subtract a cost only when it is genuinely included elsewhere in the quote; avoid counting the same service twice.
List unknown amounts as 'quotation required'. Do not turn missing numbers into zero. Also record what happens if the migration needs another dry run, a branch joins later or a critical integration is unavailable. These assumptions often explain more than a nominal price difference.
Connect payment milestones to acceptance
Define how the team will accept the system: record counts and opening balances reconcile, selected users can complete their tasks, the required reports match approved examples, and support responsibilities are documented.
Before retiring the existing system, agree a cutover decision and a continuity process. Ask vendors to demonstrate the highest-risk workflow with representative records. Choose the quote that meets the essential requirements with accountable delivery, not simply the lowest initial figure.