Change is never easy for anyone. But here's the truth: if your finance team has been wrestling with the same clunky system for years, it's costing you more than you realise.
Why change now? In most businesses, three things are true:
- Your current system can't keep up with your growth plans
- Your team spends too much time on manual tasks that should be automated
- You're not getting the real-time insights you need to make confident decisions
The reality is this: businesses review their finance systems when they stop working for them, not against them. If you're spending more time fighting your system than using it to drive better results, that's your answer right there.
Here's What Really Happens During a Transition
Forget the corporate nonsense about "digital transformation journeys." A finance system upgrade is straightforward if you approach it properly.
The process breaks down into four clear phases:
Phase 1: Discovery (Weeks 1-4) We assess what's genuinely broken, not what you think might be broken. This means looking at your workflows, pain points, and the real costs of your current setup.
Phase 2: Build and Test (Weeks 5-8) Configuration happens here. No surprises, no scope creep. We build what you need and test it properly.
Phase 3: Training and Preparation (Weeks 9-12) Your team learns the new system. Not death-by-PowerPoint training, but proper hands-on preparation that builds confidence.
Phase 4: Go-Live and Stabilisation (Week 13+) The switch happens. We're there to ensure everything works as it should.
Total timeline: typically 3-6 months, depending on complexity. Not years.
Let's Kill Some Myths Right Now
"We have to wait until year-end to switch"
Complete rubbish. You can migrate at any point in your financial calendar. What matters is picking a clean cut-off date that makes sense for your business operations.
"It's just swapping one bit of software for another"
Wrong. This is a business improvement project. If you treat it like an IT upgrade, you'll waste everyone's time and money.
"Cloud systems aren't secure"
Modern cloud platforms like Business Central and Sage Intacct are more secure than most on-premise systems. The big providers invest millions in security that you simply can't match internally.
The Real Business Case for Change
Your current system problems aren't just irritating - they're expensive. Here's what we typically find:
Manual Processes That Drain Resources: If your team is still keying data between systems, you're burning cash. A modern ERP automates these tasks, freeing your people to focus on analysis rather than data entry.
Poor Reporting and Visibility: Can you get real-time P&L figures at any point in the month? Most businesses can't. This lack of visibility slows down decision-making and limits growth opportunities.
Integration Headaches: When your finance system doesn't talk to your CRM, inventory management, or other business applications, you create silos. Information gets trapped, errors multiply, and frustration builds.
Scalability Constraints: If adding new users, locations, or currencies to your current system is a major project, you're already behind the curve.
Common Objections (And Why They Don't Stack Up)
"This will disrupt our business operations"
Not if it's done properly. A phased implementation approach maintains full operational capability throughout the transition. The key is planning and execution, not crossing your fingers and hoping for the best.
"Our team won't adapt to new technology"
People resist change when they don't understand the benefits or feel unprepared. Proper training and ongoing support eliminate this problem. Most users find modern systems easier to use than their legacy predecessors.
"The cost is too high"
One cyber incident costs more than three years of a modern finance system. Poor decision-making due to bad data costs even more. This isn't an expense - it's an investment in capability and protection.
"What if the data migration goes wrong?"
Data migration risks are real, which is why you need experienced partners who've done this hundreds of times. Thorough data cleansing before migration and proper testing eliminate most problems.
When Businesses Finally Make the Switch
Most businesses hit these breaking points before upgrading:
Excel Hell
When your "simple" spreadsheet becomes a complex web of interconnected files that break when someone changes a formula. What starts as basic tracking becomes a full-time job managing formulas and version control.
Multi-Entity Nightmare
Managing subsidiaries, locations, or currencies becomes impossible with basic software. Consolidation turns into a monthly nightmare of manual adjustments and reconciliation errors.
Audit Trail Problems
Your auditors want proper controls, audit trails, and role-based access. Basic accounting software doesn't provide the rigour required for compliance or growth.
Reporting Bottlenecks
You spend more time formatting data than analysing it. Board reports take days to produce instead of minutes, and by the time you have the information, it's already out of date.
What Success Really Looks Like
When finance system transitions go well, these results are typical:
Operational Efficiency: Manual processes become automated. Month-end close times reduce by 50% or more. Your team focuses on analysis rather than data wrestling.
Better Decision-Making: Real-time reporting means you know where you stand financially at any point. No more waiting for month-end figures to understand performance.
Scalability: Adding users, locations, or new business processes becomes straightforward rather than a major project.
Integration: Your finance system talks to everything else, eliminating double data entry and reducing errors.
Remote Working: Cloud-based systems enable your team to work from anywhere with the same functionality they have in the office.
Platform-Specific Guidance
Here's the truth about ERP choice: there are three systems that 90% of businesses your size will end up choosing. Stop wasting time comparing 30 different products when the real decision comes down to these.
Business Central
Microsoft Dynamics 365 Business Central was originally Navision from Denmark, acquired by Microsoft in 2002, and completely re-engineered into a cloud-first ERP. Now Microsoft's flagship business application for mid-market.
Strengths:
- Deep integration with Microsoft 365, Microsoft Azure, and Power BI - if you're already using Microsoft tools, this is your logical choice
- All-in-one licensing covering finance, sales, service, manufacturing, and supply chain
- Strong partner ecosystem with decent skills availability across the UK
- Proper international coverage in 160+ countries
- Good choice for distribution businesses that need full ERP functionality
Implementation Reality:
- Typical timeline: 3-6 months depending on complexity
- Common migration path from NAV (Navision) or legacy on-premise systems
- Requires additional solutions for some services businesses
When it makes sense: You're distribution-focused, already using Microsoft tools, need full ERP capability beyond just finance, and want enterprise functionality without enterprise complexity.
Sage Intacct
Sage Intacct started as an independent US business, acquired by Sage in 2017 to fill their SaaS gap. Purpose-built for financial management, not retrofitted from older systems.
Strengths:
- Cloud-native from inception - designed for the cloud, not moved to it
- Exceptional for services businesses and subsidiaries of US companies
- Built-in multi-entity consolidation and dimensional reporting
- Real-time financial reporting and dashboards
- Strong API for integrations, especially with Salesforce
Implementation Reality:
- Typical timeline: 6-12 weeks for most implementations
- Fast deployment because it focuses on finance, not full ERP
- Best suited for finance teams who want excellence without ERP complexity
Migration Paths:
- Common upgrade from QuickBooks, Excel-based processes, or Sage 200
- Popular choice for businesses outgrowing basic accounting software
- Often chosen when multi-entity reporting becomes critical
When it makes sense: You're services-focused, need sophisticated financial reporting, manage multiple entities or currencies, and want best-in-class finance functionality without full ERP overhead.
Sage 200
Sage 200 is an established UK ERP solution, popular among SMEs who've outgrown Sage Line 50 or 100. Offers both cloud and on-premise deployment.
Strengths:
- Strong in manufacturing, distribution, and multi-location operations
- Hybrid deployment options - cloud or on-premise
- Modular design lets you add functionality as you grow
- Sicon enhancements available for industry-specific needs (construction, warehousing)
- Well-established in UK market with good local support
Implementation Reality:
- Can be deployed on Azure for cloud benefits while maintaining familiar interface
- Good upgrade path for existing Sage users who know the interface
- Proven track record in UK manufacturing and distribution sectors
Migration Paths:
- Natural upgrade from Sage Line 50 or 100
- Often chosen by businesses wanting familiar interface with modern infrastructure
When it makes sense: You're manufacturing or distribution-focused, want proven UK-specific functionality, need hybrid deployment options, or are already comfortable with Sage interfaces.
Pegasus Opera 3
Pegasus Opera 3 is a comprehensive UK-developed ERP covering finance, payroll, CRM, and service management. Long-established in the UK market with deep local expertise.
Strengths:
- Fully integrated modules - finance, CRM, payroll, service management all work together
- Multi-currency support and real-time inventory tracking
- XRL integration with Excel for familiar reporting
- Highly customisable for specific business needs
- Strong fit for UK-based SMEs in manufacturing and service sectors
Implementation Reality:
- TSG pricing: £28/month per user for support
- Can be hosted on Azure for cloud benefits (like our Labfacility project)
- Extensive customisation capabilities for unique requirements
Migration Paths:
- TSG offers upgrade paths from Opera 3 to SQL SE
- Cloud migration available via Azure hosting
- Often chosen by businesses needing UK-specific functionality and customisation
When it makes sense: You need integrated finance, CRM, and operational modules; require extensive customisation; want UK-developed software that understands local requirements; or need proven manufacturing and service capabilities.
The Reality About Platform Choice
Here's what most businesses get wrong: they spend months comparing features between systems that do broadly the same things. The secret to success isn't which product you choose - it's who implements it.
If you're services-focused: Both Sage Intacct and Business Central will do the job. Intacct is purpose-built for finance; Business Central gives you broader ERP capability.
If you're distribution-focused: Business Central, Sage 200, or Pegasus Opera will all work. Business Central offers modern Microsoft integration; Sage 200 provides proven UK functionality; Pegasus offers deep customisation.
If you're manufacturing: Sage 200 and Pegasus Opera both have strong UK manufacturing heritage. Business Central offers modern ERP with good manufacturing modules.
Stop obsessing over product differences. Focus on finding the right implementation partner who's done your type of project successfully dozens of times.
What Happens Next
If you're considering a finance system upgrade, don't overthink the product comparison. Most modern systems offer similar core functionality.
Instead, focus on:
- Understanding your real problems - not what you think they are, but what they truly are
- Finding the right implementation partner - someone who's done this successfully many times
- Committing to proper change management - treating this as business transformation, not software installation
The difference between success and failure usually comes down to execution, not product selection.
Want to explore your options without commitment? Start with a discovery session to understand what's really broken and what fixing it would mean for your business.
Come meet our people. Make up your own mind.
