ERP Migration Guide: When and How to Upgrade Your Financial Systems
A practical guide for growing companies considering the move from QuickBooks to NetSuite, Sage Intacct, or other mid-market ERP systems.
Key Takeaways
- •Don't migrate because you've 'outgrown' QuickBooks—migrate when specific functionality gaps block your business
- •Total first-year costs typically range from $75K-$300K+ including software, implementation, and internal time
- •Plan for 3-6 months for straightforward implementations, 6-12 months for complex multi-entity rollouts
- •Implementation partner selection is as important as software selection—most failures are people/process issues, not technology
ERP migration is one of the most significant—and risky—projects a finance function can undertake. Get it right, and you unlock capabilities that enable the next phase of growth. Get it wrong, and you've spent $100K+ on a system nobody uses properly.
This guide helps you make smart decisions about if, when, and how to migrate from QuickBooks or other entry-level accounting software to a mid-market ERP like NetSuite or Sage Intacct. Many companies work with a fractional CFO to evaluate systems and manage the implementation.
Before You Start
ERP migration is expensive, time-consuming, and disruptive. Make sure you genuinely need it before starting. Many companies migrate too early, spending resources on infrastructure they don't need yet. Others wait too long, struggling with inadequate systems. Timing matters.
Signs You've Outgrown Your Current System
QuickBooks and similar entry-level systems serve most companies well through $5M-$15M in revenue. Beyond that, certain triggers signal it's time to evaluate an upgrade. For a detailed analysis, see our guide on signs you've outgrown QuickBooks.
Hard Triggers (Must Migrate)
- Multi-entity consolidation needs
- International operations with multi-currency
- Complex revenue recognition (ASC 606)
- Audit requirements exceeding QB capabilities
- PE/investor requirement for specific system
Soft Triggers (Evaluate Migration)
- Month-end close taking too long
- Excessive spreadsheet workarounds
- Integration limitations blocking automation
- Reporting insufficient for decision-making
- User/transaction volume hitting limits
The Revenue Question
Revenue alone doesn't determine when to migrate. A $30M professional services firm with simple billing might stay on QuickBooks, while a $10M e-commerce company with inventory and multi-channel needs might require NetSuite. Complexity drives the decision more than size.
Comparing Mid-Market ERP Options
The two dominant mid-market options are NetSuite and Sage Intacct, with Microsoft Dynamics 365 as a third option for specific use cases.
| Factor | NetSuite | Sage Intacct |
|---|---|---|
| Best For | Product companies, e-commerce, manufacturing | Services businesses, nonprofits, pure finance |
| Scope | Full ERP (finance, inventory, CRM, HR) | Financial management focus |
| Implementation | Complex, partner required | Simpler, self-service possible |
| Annual Cost | $40K-$150K+ | $25K-$80K+ |
| Reporting | Powerful but complex | Excellent native financial reporting |
| Learning Curve | Steep | Moderate |
For a detailed comparison, see Sage Intacct vs. NetSuite: Which ERP for Your Growing Business?
The True Cost of ERP Migration
Software licensing is just one piece of the cost. Budget for the complete picture:
| Cost Category | Typical Range | Notes |
|---|---|---|
| Software (Year 1) | $24,000 - $100,000 | Depends on users, modules, tier |
| Implementation | $30,000 - $150,000 | Configuration, customization, integrations |
| Data Migration | $10,000 - $50,000 | Cleanup, mapping, conversion, validation |
| Training | $5,000 - $20,000 | End user, admin, ongoing |
| Internal Time | $10,000 - $50,000 | Often underestimated; plan 20-30% of finance team time |
| Total Year 1 | $79,000 - $370,000 |
For detailed cost breakdowns, see our guide on ERP implementation budgeting.
Migration Timeline and Phases
A typical ERP migration follows these phases:
Planning & Discovery (4-8 weeks)
Requirements gathering, process documentation, system selection, partner selection, project planning.
Configuration & Build (6-12 weeks)
System configuration, chart of accounts setup, workflow design, integration development, report building.
Data Migration (4-8 weeks)
Data cleanup, mapping, test migrations, validation, historical data decisions.
Testing & Training (4-6 weeks)
User acceptance testing, end-user training, admin training, process validation.
Go-Live & Stabilization (4-8 weeks)
Cutover, parallel running (if applicable), issue resolution, optimization.
Timing Your Go-Live
Avoid going live during busy periods: year-end, audit season, fundraising, or peak business season. The best time is typically right after a month-end close, giving you a full month to stabilize before the next close.
Data Migration Best Practices
Data migration is often the most underestimated aspect of ERP implementation. Poor data migration causes most post-go-live problems.
What to Migrate
| Data Type | Typical Approach |
|---|---|
| Chart of Accounts | Migrate and often restructure for new system |
| Customer/Vendor Master | Clean up duplicates, standardize naming, then migrate |
| Open AR/AP | Migrate all open transactions as of cutover date |
| Historical Transactions | Often bring 2-3 years; balance effort vs. value |
| Opening Balances | Always required; tie to audited financials |
Data Migration Tips
Getting Started: Your Migration Checklist
Before launching an ERP project, ensure you have these foundations in place:
Readiness Checklist
Continue Learning
Signs You've Outgrown QuickBooks
When to start evaluating an upgrade
QuickBooks to NetSuite Migration
Complete migration guide
Sage Intacct vs. NetSuite
Detailed comparison for mid-market
ERP Implementation Budget
What it really costs
Multi-Entity Accounting
Managing multiple companies or locations
Frequently Asked Questions
When should a company upgrade from QuickBooks?
Consider upgrading when you hit these triggers: $10M-$30M revenue, multi-entity consolidation needs, international operations, preparing for audit, complex revenue recognition, or when QuickBooks workarounds consume significant time. Don't migrate just because you've 'outgrown' it—migrate when specific functionality gaps block your business.
How much does an ERP implementation cost?
Total first-year costs typically range from $75,000-$300,000+ depending on the system and complexity. This includes software licensing ($24K-$100K/year), implementation services ($30K-$150K), data migration ($10K-$50K), training ($5K-$20K), and internal time investment. Ongoing annual costs run $30K-$120K.
How long does an ERP migration take?
Plan for 3-6 months for a straightforward implementation, 6-12 months for complex multi-entity or international rollouts. Phases include planning (4-8 weeks), configuration (6-12 weeks), data migration (4-8 weeks), testing (4-6 weeks), and go-live/stabilization (4-8 weeks).
Should I choose NetSuite or Sage Intacct?
NetSuite is stronger for companies needing ERP beyond finance (inventory, manufacturing, e-commerce). Sage Intacct excels at pure financial management, especially for services businesses and nonprofits. NetSuite has a steeper learning curve but more functionality. Intacct is often easier to implement with better native financial reporting.
What are the biggest ERP implementation risks?
Common risks include: underestimating data cleanup requirements, insufficient user training, scope creep during implementation, inadequate testing, poor change management, and choosing the wrong implementation partner. Most failed implementations trace back to planning and people issues, not technology problems.
Can I migrate data from QuickBooks to NetSuite?
Yes, most data can be migrated: chart of accounts, customers, vendors, open transactions, and historical data. However, data cleanup is usually required—inconsistent naming, duplicate records, and poor categorization in QuickBooks need to be fixed before or during migration. Plan for 4-8 weeks of data work.
Do I need an implementation partner or can I do it myself?
For NetSuite, an implementation partner is almost always necessary—the system is too complex for self-implementation. For Sage Intacct, self-implementation is possible for simple use cases, but a partner significantly reduces risk and time. Budget $30K-$150K for implementation services depending on complexity.
What's the ROI of upgrading to a mid-market ERP?
ROI typically comes from: faster month-end close (5-10 days saved), reduced manual work and errors, better decision-making from improved reporting, audit readiness, and scalability for growth. Most companies see positive ROI within 18-24 months, though the real value is in capabilities enabled, not just cost savings.
How do I know if we're ready for ERP migration?
Readiness indicators include: stable accounting team (don't migrate during turnover), clean books (migration amplifies existing problems), executive sponsorship, realistic budget and timeline, identified implementation partner, and defined business requirements. Don't rush—a bad implementation is worse than no implementation.
What happens to integrations when we migrate?
All integrations need to be rebuilt. Audit your current integrations (CRM, payroll, expense management, billing) and ensure the new ERP supports them—either natively or through integration platforms like Workato or Boomi. Integration work often represents 20-30% of implementation effort.
Considering an ERP Migration?
Eagle Rock CFO helps growing companies evaluate, select, and implement financial systems. Let's discuss whether migration is right for you.
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