5 ERP migration mistakes to avoid (with real solutions)

In this article, we’ll walk you through the five most common ERP migration mistakes we see across finance and operations teams, and how to avoid them. Whether you’re considering a switch to Microsoft Dynamics 365 Business Central or simply exploring your options, these tips will help you plan your upgrade with confidence.

1. Not involving the right stakeholders early

One of the most common — and costly — ERP migration mistakes is treating the project like a purely technical initiative.

Yes, IT plays a critical role in implementation. But your ERP system will ultimately impact nearly every function in your business: finance, operations, inventory, sales, and even customer service. If the people who rely on it every day aren’t part of the early conversations, you're almost guaranteed to run into problems later.

What can go wrong:

• Requirements are defined in a silo, missing key workflows or use cases
• Finance teams end up with reports they can’t use or reconcile
• Operational processes get disrupted instead of improved

Example:

In many organizations, ERP projects are launched by IT or executive leadership, with limited early input from finance or operations. As a result, the system is configured based on assumptions — not real day-to-day needs.

We’ve seen cases where the finance team only got involved once user testing began. Key features like dimension-based reporting or automated journal entry matching weren’t prioritized, forcing last-minute changes or expensive post-launch fixes.

What to do instead:

Engage key business stakeholders from the start — not just during training or testing. That includes finance managers, operational leads, and anyone who will be responsible for decision-making, reporting, or using the system day to day. Their input will shape how your ERP is configured and ensure it’s actually solving real problems, not just replicating old ones.

Bringing the right voices to the table early can mean the difference between frustration and adoption.

2. Over-customizing based on the old way

When migrating to a new ERP system, it’s tempting to replicate every process exactly as it was in your legacy software. After all, your team is used to a certain way of doing things — and change can feel risky.

But this mindset often leads to over-customization, where your new ERP becomes a patchwork of complex, unnecessary tweaks designed to mimic outdated workflows.

What can go wrong:

• Implementation takes longer and costs more than expected
• Updates become harder (or break things) because of custom code
• You miss out on the efficiencies that modern ERP systems offer natively

Example:

We often see companies trying to recreate every detail of their old system — even when those processes were built as workarounds. For instance, it’s common to see teams relying on custom Excel files and long approval chains for things like inventory adjustments or PO tracking.

Instead of rebuilding these outdated steps, modern ERP solutions like Microsoft Dynamics 365 Business Central offer native workflows, real-time visibility, and automation features that reduce manual effort and simplify user adoption.

By questioning legacy processes instead of duplicating them, you not only save time and cost — you also future-proof your system.

What to do instead:

Focus on the outcomes you want to achieve, not the way things were always done. Trust the built-in capabilities of modern ERP platforms and work closely with your partner to only customize where it truly adds value. A flexible system like Business Central often eliminates the need for heavy development, allowing you to stay agile long-term.

3. Underestimating data cleanup

ERP migration isn’t just about moving systems — it’s also about moving data. And too often, businesses assume their data is cleaner and more complete than it actually is.

But bringing messy, inconsistent, or outdated information into a new system can create serious issues. Poor data can impact everything from reporting accuracy to inventory planning and customer management.

What can go wrong:

• Duplicate or outdated records are imported into the new system
• Reporting errors emerge immediately after go-live
• Manual rework is required post-launch to fix data-related issues

Example:

It’s common for businesses to underestimate how many inactive vendors, obsolete SKUs, or misclassified accounts are sitting in their current system. These issues often go unnoticed — until they’re migrated into a modern ERP that requires greater data integrity for automation and analytics.

We've seen companies delay go-live simply because critical fields were incomplete or inconsistent, forcing late-stage corrections that could have been avoided.

What to do instead:

Start your data audit and cleanup well before the migration begins. Identify which records should be archived, which ones need to be updated, and which data sets require structure (like GL codes, item numbers, or vendor terms). This step ensures your ERP migration doesn't just move the mess — it gives your team a cleaner, more usable foundation.

And if you're working with tools like Copilot, clean data unlocks the full potential of AI-powered recommendations, insights, and automation.

4. Skipping Change Management

Even the best ERP system can fail if your team isn’t ready to use it. One of the most underestimated aspects of a successful ERP migration is change management — helping people understand, adopt, and embrace the new way of working.

Too often, companies focus entirely on the technical go-live, assuming users will simply adapt. But without the right preparation, training, and support, the new system can feel overwhelming — or worse, ignored.

What can go wrong:

• Low user adoption after go-live
• Resistance to new workflows and tools
• Teams creating workarounds outside the system (defeating the purpose of the upgrade)

Example:

It’s not uncommon for teams to launch a modern ERP with great features — only to discover a month later that users are still tracking numbers in Excel. In many cases, it's not because the system doesn’t work, but because the users didn’t feel involved, didn’t understand the benefits, or weren’t properly trained.

When people aren’t brought along for the change, they revert to what’s familiar.

What to do instead:

Plan your change management from day one. Communicate early and often. Explain the why behind the change, and show how it will benefit each team directly — whether it’s faster reports for finance or easier order tracking for operations. Offer role-specific training and create internal champions who can support others during the transition.

With solutions like Business Central, user-friendly interfaces and embedded AI like Copilot can make adoption easier — but only if people are prepared and confident to use them.

5. Delaying the upgrade “Just in case”

It’s easy to push off an ERP upgrade — especially when your current system still “gets the job done.” But waiting too long can quietly create bigger issues: rising inefficiencies, growing manual work, and missed opportunities for better insights.

The most common reason businesses delay? They’re waiting for the “perfect” time — when things are calmer, when budgets align, or when the old system breaks entirely. Unfortunately, that moment rarely arrives.

What can go wrong:

• Missed opportunities to streamline operations or reduce costs
• Competitive disadvantage from relying on outdated technology
• More expensive and disruptive migration later on

Example:

We’ve seen companies wait years to make a change — only to finally upgrade after a system failure, a lost customer due to data errors, or a finance team completely burned out from manual reconciliations. At that point, the ERP transition becomes urgent, reactive, and harder to manage well.

A proactive approach not only reduces risk — it opens the door to innovation.

What to do instead:

Start exploring your options now. You don’t have to commit today, but understanding what a modern ERP upgrade looks like will help you plan with confidence. And by moving early, you give your team the time to do it right — with less stress and better results.

With built-in AI like Copilot, intuitive reporting, and real-time visibility across departments, modern ERP systems are no longer just IT upgrades — they’re business growth tools.

A smoother ERP migration starts with the right mindset

ERP migration doesn’t have to be overwhelming. By avoiding these five common mistakes — and planning intentionally from the start — you can set your team up for a smoother transition, faster results, and better adoption.

Whether you're actively planning a system upgrade or just exploring what's out there, taking the time to understand the risks and opportunities today can save you time, money, and frustration tomorrow.

At Gestisoft, we’ve helped dozens of companies move from outdated software to a modern, scalable ERP — and we’ve seen firsthand how much value the right setup (and partner) can bring.