Well, not really, but when implemented properly, software should certainly simplify a business, not complicate it. The idea behind software is to do just that, simplify processes. Especially repetitive processes such as data entry, report generation, purchase order creation, bookkeeping and more. When a business starts getting weighed down by their systems, whether they’re bypassing the system to export their data into a spreadsheet or database, they have to jump through too many hoops (screens) to get the data they need, or more likely, the systems don’t have all of the features or functions the business requires, that’s the time to re-evaluate business processes, systems and required functionality.

Recently I found myself trying to explain ERP software (Enterprise Resource Planning) to a client and why it might not be the right investment for her business at the moment. I’m not saying ERP software isn’t a good investment for many businesses, because it definitely is. What I was trying to convey to her is that it wasn’t necessarily right for her business at this point in time. She’s a small apparel manufacturer, with 5 million in sales last year, who needs to track sales orders, purchase orders, raw materials, finished goods and have some sort of integration to a general ledger. She and two other people in her office are handling everything manually right now, with the exception of her bookkeeping, which is on Quickbooks. Finding a solution for her will not be a problem. There are many affordable options for her to choose from which will allow her business to keep growing.

Software is an ever-changing commodity, or at least it should be. Much like the automobile industry, software is constantly being updated. New features are added all the time. New cars arrive every year and even your old favorite cars (Honda Accord, Toyota Camry, Ford Explorer) are re-designed every few years. System updates, or patches to fix bugs or problems, are constantly being released. Once you buy or lease software, you should expect to stay current with your support contracts in order to receive new updates and system support. You don’t buy a car and never have it serviced, do you? The same can be said for your software. At some point your business may change or outgrow your existing systems and it’s time to buy something new. Remember those carefree days driving a two seat convertible? Now you’re driving along in a seven passenger SUV or minivan. Times change, so should your software, or it should have the ability to change with you (not as easily done with a car!)

As businesses grow, so do their requirements. As it grows, the owners and employees will need a more fully integrated suite of software solutions – Product Lifecycle Management (PLM), Warehouse Management (WMS), possibly pattern making and grading software, maybe Customer Relationship Management (CRM) or ecommerce and point of sale retail management, forecasting and planning, and most definitely integrated accounting. The thing is, a growing business needs tools to help manage all of the existing pieces, and if done properly, allow the business to keep growing by integrating additional software or migrate to more robust solutions. Without the people-power to enter data, run reports, analyze information, etc. however, the systems create more work than can be handled by the business, leading to frustration and complications.

Different types of businesses may have different system requirements as well. Privately held businesses have different needs than publicly held businesses reporting to shareholders, board of directors and the ever-present Sarbanes-Oxley accounting and reporting requirements. Transparency and accountability are the cornerstones of any publicly held company and, as such, have much more stringent accounting requirements. ERP solutions are designed to meet Sarbanes-Oxley guidelines and truly do simplify business processes, at least from an accountant’s standpoint. Business owners may not like having such stringent reporting and accounting requirements, but the government demands it and these systems provide the tools to manage it.

The key to simplifying business software is to understand the business – customers, services, products, reporting and accounting needs, then finding the right solution to support it. There’s no one single solution that’s right for all businesses, which is why there are so many software companies out there. It’s the same with automobiles. There are so many different types of cars out there to meet so many different needs. Figuring out the right solutions for a business takes time. Understanding what the business looks like today and what it may look like three years from now is an important exercise when trying to plan out the system architecture and how it will support the needs of the business now and into the future.

Jill Mazur is an independent apparel business and technology consultant working with Fashion Business, Incorporated. Email: jill@fashionbizinc.org